7 Event Transportation & Logistics Tips That Can Help Avoid On-Site Chaos

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When organizing an event may be for marketing purposes, brand awareness, charity outreach, sporting event or live concerts, managing the logistical challenges can be tedious. And when event transportation and logistics are not fully taken into account, it can often lead to unexpected troubles and unforeseen chaos which can affect your event and its attendees.

To avoid on-site confusion, it is necessary to take certain measures pertaining to your event logistics that can help drive success. Our event transportation experts at MOTUS | ONE list down seven effective tips in championing your event’s transport and logistics.

1. When Securing Your Venue

Project managers need to identify the exact process and policy according to the size and scope set for an event. External and internal stakeholder integration is critical and can involve local, state, or federal approvals, HSE and security frameworks, and permitting at an early stage to avoid any inconveniences in the future or at the time of the event. Event transport consultants help project managers and planning teams identify ingress and egress points, possible congestion chokepoints, security and protocol alternatives, and overall venue access that falls in line with stakeholder requirements.

2. On Mapping The Site

Once the venue is confirmed, planning teams begin the complex task of mapping and creating the master site layouts and CAD drawings. Integrations of all functional areas are mandatory to plot locations for mobile toilets, food trucks, guest parking, public and private transport modes, crowd management, and the primary events sites. By plotting a practical layout, all ingress and egress points are reviewed and integrated to safely and efficiently move guests to and from the venue.

3. Planning All The Basics

A proper planning cycle is critical to the overall success of any event. It requires all stakeholders’ input to ensure as many scenarios as possible are taken into account to minimize risk. Public, Private, and VIP transport systems, guest and staff shuttle services, fleet management, automated dispatch, smart parking, and logistics delivery schedules must have priority within the planning cycle. The professional team from an event transport consultation company can then plan out their briefings and organize the space and time more efficiently to align with your transport and logistic needs.

4. Efficient And Technology-Assisted Communication

All functional areas during any event require real-time updates for any sudden changes or important information that pertains to the event. One of the single most important functions of any event is that a clear chain of command and communications is set up in advance, and the entire events team must be briefed on any necessary instructions well beforehand. 

Event transport consultants ensure that all your fleet drivers are well-trained and have an established communication mode. The ability to receive real-time updates or adapt to any changes on-the-fly will make your event transportation solutions more efficient.

5. Leveraging On Innovation

The use of efficient technology can help mitigate and even eliminate unnecessary confusion even before your event begins. Event transport consultants do this by using advanced software that fully integrates with your existing platforms. Full event integration via technology will assist with the progress of KPI’s and overall site management. Don’t forget, two-way radios are still, and will continue to be an essential communications tool for you and your teams.

6. Preparing Escalation Paths

An escalation path is a management technique put in place to address and assign issue resolution that arises as the event progresses. The creation of an event transport support and troubleshooting team is imperative to recognize and escalate issues as they transpire, especially when it comes to your event transportation and logistics.

7. Expecting The Unexpected

Many times, despite meticulous planning, challenges can arise that can impact the event and its execution. Event transport consultants look to mitigate these situations using effective transport planning and communication. They can anticipate any problems that can arise by reviewing historical data sets on events and preparing themselves to deploy immediate action to ensure your events transport is operating safely and efficiently at all times. One facet can include contingency planning for vehicle breakdowns and having extra shuttles or staff on emergency standby.

To ensure that your event transport runs as smoothly as possible with the least amount of interruptions, these seven tips on event transport and logistics should help mitigate your risk. They can be executed correctly by a team of experts like our very own at MOTUS | ONE. If you need more information on how to achieve your event’s transport and logistics effectively, our experts are available to help.

John Bryson · May 19, 2020

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