Tips for an Effective Event Delivery Plan

Are you leaving your event delivery logistics to chance? With just days to go before your big event, we show you how to create an effective plan so everything arrives on time and in perfect condition.

Pro Tip: List all deliveries and collections in a stand alone document so nothing is overlooked.

Are you leaving your event delivery logistics to chance?

With just days to go before your big event, you might be thinking it’s all going to come together on its own. But relying on luck is a risky strategy. From equipment and signage to timing and logistics, every detail needs careful coordination.

An effective event delivery plan is your safety net, ensuring everything arrives on time and in perfect condition.

It might seem straightforward, but we’ve seen countless event planners scramble at the last minute. The key is to prepare your event delivery plan well before the event.

Used globally by event managers, an event delivery plan helps track and manage the delivery and collection of key items. It turns what could be a chaotic mess of misplaced equipment into a clear, organised sequence of steps for getting your gear to the venue without any hitches.

Create an Event Delivery Plan

The first thing you need to do is set aside time to create a detailed Event Delivery Plan that captures all necessary information for your team and couriers. Alternatively, you can save time by downloading a ready-to-use event delivery plan template in the Event Logistics Template Bundle.

💡Pro Tip: Many new event planners don’t realise that pre-made templates are available. Instead, they find themselves staring at a blank spreadsheet, leading to unnecessary stress and delays. By taking this crucial step, you set yourself up to plan a more successful event.

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Writing an Effective Event Delivery Plan: Key Questions

To create a truly effective event delivery plan, start by incorporating essential event details. This includes specifics such as the event title, date, location, and answers to five critical questions that will guide your planning and ensure a smooth execution.

01—Who is Receiving?

Who is accepting delivery and responsibility for your order? Will you be there to receive it or will the venue have a representative on your behalf? Your event delivery plan should include detailed contact information for the person receiving the delivery. It’s wise to also notify the person receiving the delivery, and provide them with a checklist of the items they will be receiving.

When you are dealing with an event venue, it’s easy to assume your booking manager is the same person who will be receiving your event delivery. That’s not always the case so be sure to check.

02—What is to be Delivered?

Do you know exactly what is being delivered? For a seamless delivery it’s important to understand dimensions, weight and packaging. Then check that the venue has enough storage space or back of house area to hold the delivery.

Perishable items such as food and flowers will need refrigeration or to be stored in a cool, dry place. Have you checked that you have access to the refrigerator and that storage is included in your venue hire charge? Check this information before you book your courier and chat with your event venue manager to ensure your delivery will be accepted. 

03—Where is it Going?

Seems obvious, but plenty of event planners don’t consider this. An event venue with a specific address is much easier to communicate to couriers than a public park. Does your event site have a specific loading dock or access route that couriers must use? If your event is in a public park with a vague address and no specific drop off point, think about how you can best communicate with your courier?

04—When will it be Delivered?

Have you told the venue manager when they can expect the deliver to arrive? While the majority of event items will be delivered on the day of the event, there will be items that arrive in the days (or weeks) prior. If you don’t properly communicate when your event equipment will be delivered, you risk leaving it at the venue unattended, or worse, you courier driver might leave it all out on the street!

05—How will it be Delivered?

This question is most commonly overlooked by inexperienced event planners. Ask how will it arrive and be delivered to your event site? Is it a large shrink-wrapped pallet that will be driven in on truck and lifted off by forklift? Or will it be hand-carried by courier driver with a van?

💡Pro Tip: Time is money, and you starting from from scratch for every new project wastes lots of it. Plan your event with templates that practically pay for themselves. Shop Templates

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Which Templates are Right for You?

When it comes to choosing your event planning tools, remember to choose templates that best align with your event requirements, and your unique needs and style of event planning. Always choose the right event templates for you.

With Event Kit, you get access to our library of over 150 ready-to-use event templates and tools made for easy event planning. Event Kit templates are designed to help you streamline your processes, stay organised, and deliver remarkable events. But don’t take my word for it.

See what event planners around the world are saying about our Event Kit templates:

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These templates saved me a lot of time not having to create my own…Would definitely recommend to any new or experienced event planner.

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I'm so thankful you’ve created your resources and templates. It’s hard creating everything from scratch, so having something already done that you can tweak to your own needs is a godsend!

–Casey Bonacci, Bonacci Agency

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Still don’t know where to get started? Not sure how to pick the right templates? Let’s chat!

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