Roadshows and tours: Making event logistics work across locations

One concept. Several venues. Many handovers.

A roadshow may look the same to guests at every destination. Behind the scenes, it is rarely the same assignment twice. Access, loading areas, lifts, local rules and build times can vary from site to site.

Transport is therefore only one part of logistics. The real assignment is bringing materials, people and scheduling together in the right place.

Start with a plan for the whole route

Before the first departure, the production team should collect the following details for every stop:

• A contact person and exact unloading address.
• Permitted times for vehicle access, building and breakdown.
• Access conditions, parking and any restrictions.
• An equipment list and responsibility for receiving it.
• A time buffer between breakdown, transport and the next build.

A route plan is useful only when it accounts for the work before and after the drive itself.

Standardise what can be repeated

When the same production moves between locations, consistent packing lists, clear labelling and standard loading and unloading routines are valuable. They make missing items easier to spot early and help new staff join the production.

A simple workflow might be: checking and packing, departure, arrival and handover, build, breakdown, counting and preparation for the next destination. Each stage should have a responsible person so small errors do not travel onwards.

A simple return check after every stop can also prevent a minor fault from becoming a larger problem at the next venue.

Who is responsible when the plan changes?

Roadshows change. A venue may delay access, an item may be damaged or a programme may finish later than expected. Everyone should therefore know the decision-making route. Who can change the route, order extra handling or approve a new delivery time?

Clear responsibilities often determine whether changes are managed calmly or put unnecessary pressure on the whole team.

Coordinated logistics gives a better overview

Planning storage, picking and packing, transport and practical crew together allows an organiser to work with one production plan rather than several disconnected deliveries.

Mano Logistics, Mano Warehouse and Mano Crew can be planned as connected services according to the assignment’s needs. Specific responsibilities, capacity and timings are set out in the agreement.

Do you have one plan for moving equipment and staff safely from the last stop to the next?