Logistics: Better goods receiving for your event

When several suppliers arrive at the same venue, goods receiving quickly becomes a hub of activity. One lorry needs unloading, another needs to move on, and a crew is waiting for equipment before it can begin. A shared plan can make the handover easier to manage.

Start with the delivery list

Collect details of the sender, contents, expected arrival, vehicle and contact person. Add where the goods need to go, who will receive them and any special handling requirements. If something is needed early in the build, make that clear in the plan.

Agree time slots with the venue and suppliers, and check access routes, ramps, lifts and any restrictions. Establish an alternative contact route if a driver is delayed or cannot find the location.

Include safety in the loading area

The Danish Working Environment Authority highlights risks including reversing vehicles, unstable goods and heavy handling. Review the area with the people working there. Agree traffic routes, where goods awaiting movement should stand and how drivers and staff will communicate during unloading. Choose suitable handling aids and instructions for the specific task.

Plan the return journey too

Breakdown and collection should be part of the plan from the start. Who packs what? Where should it be ready? Which vehicle will collect it? Simple labels showing the destination and contact person make it easier to send materials to the right place.

After the event, the delivery list can be used to record missing items, damage and improvements. This learning is valuable, particularly when an event or partnership will be repeated.