Event logistics plays a fundamental role in the success of an event. It is the foundation that brings together every resource needed to prepare and run an event, and it demands meticulous management.
Conferences, sporting events, corporate events: there are as many ways to run event logistics as there are types of event. Rigour, timing, organisation and transport are common to all of them. But what does the job actually involve? Here is a look inside a branch of logistics unlike any other.
Senior Business Developer at Shippr, Jérôme Looverie handles event logistics for a long list of clients. With extensive experience in the field, he shares his advice for events that go to plan.
Event logistics: what does the term actually cover?
Event logistics covers all the resources and skills needed to deliver an event and keep it running smoothly. It therefore varies with the type of event: the logistics behind a successful sporting event are not the same as those behind a concert.
It is a solution built around each client and each job. That might mean delivering products for virtual events, express delivery of bulky equipment, or sending corporate gifts to hundreds of clients across the Benelux and France on the day itself.
So it means organising and optimising every production and transport flow within the events industry. It brings together all the resources and skills needed to deliver an event, run it smoothly and make it a success.
Where does it come in?
Every event needs event logistics of its own. One of the defining features of this kind of logistics is that it depends entirely on the event in question.
You will find it at:
- sporting events
- company seminars
- private receptions
- concerts
- shows
- end-of-year gifts
- …
For every new event, the logistics specialist builds a bespoke set-up to meet its needs. The nature of the event, the venue, the budget and the number of guests all change what the logistics have to do.
What does event logistics need to get right?
Organisation
By their nature, events demand meticulous organisation. Timing is usually tight and has to be respected to the minute. Planning may start months ahead, but on the day itself every minute counts.
When something unexpected happens, the whole event is at risk, especially since an event involves several parties. The organiser has to coordinate all of them to guarantee success: the caterer, the logistics provider, the venue owner. And equipment can let you down too.
Responsiveness
Running events therefore takes organisation, but also the ability to react very quickly. Even a minor problem is something guests may remember.
Imagine running a corporate event where the catering arrives late, or the equipment does not turn up on time. One thing goes wrong and the whole set-up is affected.
So it is essential to organise in detail from the very start of preparations. That way you can anticipate potential logistical problems and make sure your events succeed.
Transport
Event logistics also covers everything to do with transport itself. Logistics providers are brought in to move materials, food, furniture and decorations to the venue safely. Those journeys have to meet very strict timing, safety and organisational constraints.
Specific knowledge
These events call for administrative know-how as well. You sometimes need declarations or documents from the mairie in France or the commune in Belgium, special exemptions, and so on.
Why hand event logistics to an external provider?
Draw on expertise and professionalism
Working with an external logistics provider has one major advantage: professionalism. For the provider, handling every logistical constraint is the job. They will be exacting, meticulous and let nothing slip.
When you handle transport in-house, the sheer number of tasks involved in organising the event can push important details out of sight, such as the exact loading time. That one matters, given that the success of the whole event rests on precise, tight timing.
Guarantee the timing and the quality of transport
Following on from that, outsourcing your event logistics lets you count on punctuality. These professionals are used to working to the minute.
Handing your logistics to an external professional also gives you quality transport. Whatever the equipment, the drivers are experienced.
Get a bespoke service
Working with a logistics partner gives you a service built around you. Whether it is foodstuffs for the event buffet or furniture, the drivers know how to adapt to each item and handle it correctly. This complete, professional service means your goods arrive intact and safely. Every mode of transport is matched to your needs.
An external provider has the skills to deal with a range of situations: express transport, refrigerated transport, heavy parcels, fragile goods. They are a genuine partner in the success of your events.
How Shippr runs event logistics for its clients
I work for a lot of clients in the events industry, and I keep seeing how complex this logistics management is. Events often mean moving large volumes, foodstuffs or bulky parcels. Answering all of those needs in-house is very hard.
That is why I help clients like ArtFood, Choux de Bruxelles, Fast Forward Events, as well as companies such as Proximus, Degroof Petercam and Deutsche Bank, with every logistical aspect of their events. With Shippr, we transport catering, corporate gifts and furniture for my clients’ events.
My aim is to free them from that logistical complexity and give them a solution built around each of their events.
A delivery service built around you
There are as many ways to run event logistics as there are events. Every time I take on a new job, I make a point of pinning down exactly what the event needs and what is at stake. That step is essential if I am to bring it the solution that fits best.
Shippr’s logistics expertise means we can offer a wide range of bespoke solutions. So I can serve a client who wants corporate gifts delivered just as well as one who wants lunches delivered.
Expertise in optimised rounds
At Shippr we have become genuine experts in delivery rounds. Whether in food, e-commerce or events, we manage delivery rounds from start to finish.
Our technology optimises rounds automatically. The route is set and optimised straight away, not only to be as efficient as possible, but also to meet the timing constraints of each event.
Vehicles are also matched automatically to the volume to be delivered, so nothing runs empty. I am in constant contact with the operations team so that my clients’ rounds are handled properly, with nothing for them to manage.
Managing the cold chain, frozen and hot goods
At some events we take charge of moving foodstuffs safely. I set up proper processes with my clients to guarantee an optimal operation and strict compliance with health standards.
With many clients in the food sector, we have built real expertise in cold chain management. Compliance with health standards is critical, which is why we work only with professional transport drivers. These specialists put their AFSCA knowledge and skills and their temperature-controlled lorries at my clients’ service.
Every event brings different logistical constraints, and it is my job to understand exactly what is at stake and bring solutions that fit.
Vehicles of every size at your disposal, and professional drivers
Because each event is unique, each one needs different transport. Moving furniture, for example, calls for a particular type of vehicle. From cargo bikes to 20m3 lorries, we find the vehicle that suits your goods.
Bulky parcels can be extremely heavy and awkward to handle, which is why our carriers’ expertise matters. Used to carrying and lifting goods of every kind, they know exactly how to place your items in the lorry and move them without damaging them.
They will also help you unload those larger items. A quality service from start to finish.
Returns handled too
Our logistics service does not stop when the goods reach the venue. When a caterer provides special chafing dishes or cool boxes, or a client moves their own equipment to the venue, we handle the return of those items as well.
Real-time tracking and follow-up communication
With that same strict focus on timing, my clients and their recipients can track the delivery in real time. For event catering in particular, I know how much traceability matters to them.
Real-time tracking lets me reassure my clients that the delivery is going to plan, that time constraints are being met and that food products stay traceable.
Each delivery also comes with automatic, tracked communication for recipients. Emails and text messages go out to keep them informed of the delivery’s progress. That is a real advantage when the success of an event rests on precise timing.
Transport managed end to end by a support team available 7 days a week
As I mentioned, I am in constant contact with the Shippr support team. Available seven days a week, it monitors deliveries daily, anticipates problems and reacts instantly with solutions that fit.
As well as absorbing logistical surprises, we work alongside our clients. When they hit peaks of activity or grow, we take care of finding extra quality drivers, and of recalculating and re-optimising every round when another link is added to the chain.
And the whole administrative side of logistics is handed to us along with operational management. That lets my clients worry only about their core business and the non-logistical parts of organising their events.
Event logistics: take the load off with Shippr and focus on your core business
Events undeniably require a great many things to be managed in a very short time. Logistics is complex by nature, and when a problem comes up it can have serious consequences for the whole event. You can free yourself from those constraints, though.
Since joining Shippr I have built real expertise in event logistics. My objective is clear: to manage all of my clients’ logistics so that they can take care of everything else.
Feel free to get in touch with me, or contact one of our business experts. We will do everything we can to pin down and meet your delivery needs.
