How logistics can make or break an event
The importance of timings
In the world of event planning, logistics might be the most important factor. The success of your event depends on several factors, including the event platform you choose, the quality of the recording equipment you invest in, the location you select, and the hotels you partner with. Your faultless organisation of the event’s logistics greatly boosts the quality of the experience for those involved. We’ll cover the fundamentals of event logistics, and how Plato Hire can help you give your guests an experience they’ll never forget.
What is event logistics?
When referring to a large-scale event like a trade show, seminar, conference, or charity auction, the phrase “events logistics” can be used to describe a broad variety of complicated procedures that are carried out to assure the event’s success.
It includes tasks from the whole event’s lifetime, such as sourcing, operational planning and scheduling, transporting, storing, distributing, tracking, managing, retrofitting, and disposing. The phrase can be used to describe both in-person and online events.
Choosing a venue
The cost of renting a space can quickly add up, making it crucial that organisers do their homework before making a final decision. Sending out Request for Proposals (RFPs) is one possible method for narrowing down potential event locations. Details such as the proposed date and time, capacity requirements, catering needs, parking, overnight lodging requirements, and transportation may be included in a request for proposal. Then you can easily compare prices across many venues with this tool. Once you’ve picked it, use our advice to transform your venue.
Warehousing
Large events sometimes need a lot of equipment, and that equipment needs a place to live until the big event. Planning for large events can take months or even years, and it’s not always feasible to have the necessary infrastructure onsite. In these situations, you will need to locate and operate a warehouse.
Sourcing and managing suppliers
You may have to find vendors for a wide range of services, from audiovisual tools and displays to food, glassware, cutlery, crockery, table linen, furniture, catering equipment, and amusement. Finding the proper suppliers is only the first step; you’ll need to manage them to get the most for your money and meet your performance goals on time. We recommend making an event hire checklist to ensure you don’t miss anything.
Timings
Time management is a key part of your event planning. It’s an important skill to master for your own benefit but it’s also essential to the confidence and reliability you impart on others working at, or attending, the event. Learning how to manage time effectively often comes with practice. When you hire anything for an event, you need to make sure the timings are clear. Here at Plato Hire, we can change your booking with us to fit the times of your event, prepping before the start and clearing up our equipment afterwards.
How can Plato Hire help you?
We hire fine glassware, cutlery, crockery, linen, furniture, and catering equipment to clients of all sizes, for events of all sizes. Whether you’re a private individual hosting a dinner party for ten, a caterer organising a wedding for 200, or a company planning corporate hospitality for 2,000, we’re here to help. We can be relied on to help ensure that your event looks stunning and runs smoothly – and we’ll even do the washing up afterwards.
When hiring equipment from Plato, you can be safe in the knowledge that any electrical equipment is PAT tested before it’s hired out. Plato is also a member of the SafeHire Certification Scheme, which means we have a proven competence in safety, health, environment, and quality. This ensures you’ll receive the highest possible quality of service and catering equipment hire.
Please feel free to contact a member of our team using the form below, and we’ll always be more than happy to help.
