Let's talk about event logistics: what is it, what does it consist of, stages, keys?

Let's talk about event logistics: what it is, what it consists of, stages, important aspects...

The logistical processes that start before an event occurs and end with the collection and storage of material., are fundamental to the success of an event.

The logistical processes of an audiovisual production company are there to support the preparation of the production. However, they also is of great importance during the different stages of both development and planning.

However, before we start telling you more, let's start with the basics:

What is event logistics?

Planning and carrying out an event requires a lot of attention to detail. As an organiser, you will have to establish the objectives you are looking to achieve, in addition to this, you will have to think and define a creative concept that will make your event different from other events of the same type, you will also have to establish all the activities you want to develop, with a defined internal organisation planning, establishing when everything has to arrive, and when you will start to set up the space and when it will be dismantled. As if all of the above were not enough, you will have to count on different suppliers in order to have all the services you need and lastly, You will have to make sure that everything is coordinated so that no detail is missing. 

Within all this welter of activities and tasks to be carried out, event logistics is going to refer to the whole of the logistics of the event leading up to the big day, and also what happens after the event is over for the attendees.

The importance of a good logistical process for an event

What is certain is that the logistical process, is one of the processes that occurs in all events, but of which not many people are really aware.

For an event to run smoothly, not only do we need to know what material we will need, but we also have to prepare all the material to be used, then we have to pack it correctly, in order to avoid any kind of deterioration of the material. In addition to this, expert hands must proceed to its assembly and use, once the event is over for the attendees, it must be disassembled in the most efficient way possible, and then transported back to the warehouse or to the new location for the next event.

In other words, as you can see, there is no room for improvisation in an event. You should know that at VA we usually incorporate a project manager who is in charge of each event from start to finish. In this way, this person is not only in charge of advising the client in a personalised way, but also organises the different phases of the pre-event, event and post-event. In this way we ensure that every project we undertake is carried out smoothly for our clients.

There are certain things to bear in mind. We look at some of them:

Crucial aspects of event logistics

There are many aspects that need to be taken into account when it comes to event logistics. There are a number of factors that, once analysed, can help to make a successful event. Here are some of the most important ones.

When we talk about event logistics, we are referring specifically to the speciality ranging from warehousing of the materials to be used up to the preparation of the materials for the event, their transportation and subsequent collection and storage.

These processes, which are carried out internally, are aimed at ensuring that the event goes well without further complications. In addition to solve any problems that may arise.

Storage of audiovisual material

Often, when we talk about logistics, it is directly associated with warehousing. However, when we talk specifically about the audiovisual sector, we must expect that we will need to store a large amount of material in storageThis is why we must have it not only stored, but also organised in such a way that we know the functional quantity we have of each element.

You should keep in mind that it is quite common to have several events taking place at the same time. So know where each of the technical elements are, will help us to organise everything, without having any shortages.

The transport of audiovisual material

Another aspect that is usually included in logistics is the transport of material. In this sense, we must insist on its importance, due to the fact that the audiovisual material is quite fragileIf they are not transported correctly, it is possible that we may suffer some material breakage.

In addition to this, when we talk about transport, we must also talk about planning, and we must take into account our own production times as well as those of the possible suppliers with whom we work. Take this small precaution will prevent us from arriving late with the goods for an event.

As in all logistical processes, we should try to optimise transport we are going to carry out in the best possible way. During an event, unforeseen events always arise, so more planning will allow us to be more responsive in the event of any incident.

It is quite common to use a spreadsheet so that we know what we have on the ship and when. This way we make sure we have the material available whenever we need it.

On the other hand, although it is not purely part of the logistics, we will also have to take into account the travel and accommodation of the workers and technicians who will be working on the event. Without the technicians, the event cannot be carried out! It is essential to have qualified knowledge for the handling of the audiovisual materials that will be used during the event.

Important things not to forget in event logistics

When we offer audiovisual services for events, we must bear in mind that it is essential to have both the human team and the material and technical equipment.If one of them fails, we will not be able to offer the service. This means that one of the keys to offering a good audiovisual service is:

Good quality and professional sound, audio and lighting technical equipment.

Before an event is held, it is essential not only to check that we have the necessary technical equipment, but also that we have the right equipment. we must ensure that it will not be in use on the same date. at another event. Before each event, the project manager will establish the material to be used, this step is essential, since the audiovisual material used in each event must be adapted to the particular needs of the client, the creative concept of the event and the characteristics of the venue where the event is to be held.

The team that will be supporting the event

It is very likely that different technical elements will be used during the eventLED screens, plasma screens, projectors, video walls, mixing consoles... However, in order to use all this equipment correctly, we will need to have a technical staff who have the necessary knowledge to be able to use them. Otherwise, we could be putting expensive equipment into the inexperienced hands of the inexperienced, with the possible consequence of deterioration and poor customer service.
Having a trained technical team will ensure that they can resolve any issues that arise during the event. This is one of the reasons why at VA 361 Productions we have a system of continuous improvement that updates not only the technical material we use, but also the knowledge of our team.

Stages in the logistics of an event

As we have discussed in other articles before, when we talk about the world of events, there are different stages that any project goes through. However, when we talk about the logistics that happen, but are not often seen, that make an event go well, we must bear in mind that each process takes time, and we must organise it in advance to avoid any kind of inconvenience.

Start by planning everything your event will need.

As we have already mentioned, every event has different phases and processes. Although in our social networks and blog we have commented on more than one occasion on the different phases that an event goes through, in this case, we are going to focus only on the logistical part of the event.  We should know that the logistical process will start with the planning of the event.

That is to say, we need to know the material we will need and the exact dates. In this way, we will be able to see the stock we have available, and in case the event is confirmed, we will be able to reserve the material (this way we will avoid that another colleague can have this material on the same date of the confirmed event).

Travel to the location of the event and set-up of audiovisual equipment

Once the date of the event arrives, we must move the material to the place where the event is going to take place and carry out the assembly. During this phase, it is essential that we have qualified equipment, since poor set-up will have an impact on the safety of all those attending the event.

In VA always We usually recommend that apart from the project manager who has been working with the client offering the different solutions to each technical need raised, different technical staff should also be present during the event. In this way, they will take care of any technical problems that may arise during the event.

It's time for the event!

And this is the moment of truth, If the event has been well planned, it is most likely that nothing out of the ordinary will happen. 

At this point you may be wondering, what if one of the materials fails? In this sense, you should know that extra material is usually available to be able to respond in the event of a failure of the equipment itself.

Once the event is over, it's time to dismantle it.

Once the event is over, it is time to start dismantling and collecting the material. As we always say at VA 361, for us, an event does not end when the event ends for the attendees, but we must always count on the process of dismantling, transport and storage of the material in addition to the debriefing process (discussed below).

When we talk about dismantling technical equipment, special care must be taken not to damage any of the components. In addition to this, we will have to coordinate the times for the subsequent transport by lorry, so that the clearance of the location of the event is orderly and does not cause any inconvenience to the venue where it has taken place.

The last step of an event: debriefing 

Once an event has officially ended, at VA 361 Productions we always add an additional step. During this point in the process, We like to stop and analyse how the event went and if there is anything we can change or improve in the process.

In addition to this, we always talk to each of our customers, not only to to get their direct feedback, but also to include any points for improvement. or suggestion and that every day our service improves.

You should know that in our company we have established a continuous improvement process which affects not only the technical material we have in the company, but also affects all our workers, both those who form the technical layer, as well as the structure.

And you, did you know all these previous processes that influence an event?

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