12 Ways to Handle Venue Logistics and Coordination for a Smooth Event

Sometimes, even the best-laid event plans can run off the rails if you don’t manage venue logistics properly. Without properly planning the logistics, there’s a chance you’ll overlook something important. Whether you want everyone doing the conga or an energetic guest speaker, read on for our no-nonsense guide on how to plan and execute event logistics for a successful event.

What is Event Logistics?

Event logistics is the process of planning and executing an event from start to finish, including every last detail, such as the table centrepieces. This involves finding a venue that works, sourcing and coordinating vendors, blagging merchandise for swag bags, arranging the catering, and onboarding hosts and guest speakers. 

Of course, this is all just the tip of the iceberg. There are the less obvious behind-the-scenes things to plan, like setting up the sound and lighting, guest ticketing and registration, and compliant data collection and storage. 

What’s more, it all has to come together on the big day. This means planning contingencies for delays, cancellations, or errors and making sure communication solutions are up to scratch, such as video conferencing for virtual events or internal communication channels to bring teams together.

10 Steps to Event Logistics Success

1. Develop a Comprehensive Budget

Your event budget is more than just a spreadsheet,  it’s your key to logistical success.  Think of it as a roadmap that keeps you on track, anticipating expenses, building in flexibility, and allowing you to pivot when needed.

Key Expenses to Include:

• Venue & Catering: Rental fees, food & beverage costs, and any extra venue hire charges.
• A/V & Production: Sound, lighting, screens, staging, and technician fees.
• Staffing & Security: Speakers, on-site event staff, and security personnel.
• Décor & Signage: Branded elements, wayfinding signs, and printed materials.
• Marketing & Promotion: All the ways you reach your target audience.

2. Set Out Your Goals

Understanding what you hope to achieve ensures that everything runs smoothly at your event. You can identify your logistics needs and put them in place once you consider the following:

The unique value proposition of your event to make it clear at every touch point. Your target audience to ensure that you meet their needs. The desired outcome, such as increasing sales, attracting new clients, brand awareness, raising funds for a cause, celebrating the achievements of an individual, etc.

3. Coordinate Arrivals

You might think that you have everything well planned until the guests arrive. Consider the number of people attending and the space available to accommodate everyone arriving at once. Additionally, think of all the things happening as guests arrive, including:

• Registration 
• Coffee or cocktail service 
• Greeters welcoming guests 
• Valet parking 
• Coat checks

Considering the logistics of managing arrivals will avoid congestion, confusion, and frustration, and create a very positive first impression.

4. Vendor Management

Your vendors are an extension of your team, so treat them as partners for success. Clear contracts are your foundation, outlining timelines, payment terms, backup plans, and cancellation policies. Prioritize open communication with regular check-ins to ensure everyone is on the same page.

• Contracts are Key: Protect yourself with details, especially those “what if” scenarios.
• Single Point of Contact: Designate one person on your team to communicate with each vendor to streamline the process.
• Book Early: Secure top-tier vendors and potentially negotiate better rates by booking in advance.
• Share the Details: Provide vendors with accurate attendee counts, load-in/out instructions, and any specific needs to ensure they’re prepared.

Think of strong vendor relationships as preventative maintenance for your event. This investment in clear communication and mutual respect pays off when it’s showtime. Vendors are ready to handle any surprises that pop up.

5. Provide Training

Whether you have your team, venue staff, or a mix of different parties working the event, you need to provide training. It’s essential that everyone interacting with your attendees has the same attitude to give a brand-relevant experience that is positive and consistent.

You can set the wrong tone if your team doesn’t understand what you expect of them. Share written instructions with everyone involved, and, ideally, hold a meeting with the entire team to ensure customer service is beyond reproach.

6. Safety Plans & Contingency Strategies

Prioritize safety for event success. Develop a detailed plan addressing potential risks, crowd control, medical needs, weather issues, even power failures. Proactive safety keeps things running smoothly.

Key Considerations:

• Risk Assessment: Identify potential hazards specific to your venue and event type. Consult local authorities and industry best practices.
• Emergency Response: Outline clear procedures for handling incidents, including communication chains and evacuation plans.
• Medical Support: Have first-aid trained staff on-site, or arrange for emergency medical services depending on event size.
• Anticipate the Unexpected: Have backup plans for common disruptions (speaker cancellations, A/V glitches). Proactive thinking saves the day!
• Communicate Clearly: Share relevant safety information with attendees, staff, and vendors.

Preparedness isn’t pessimism, it’s ensuring attendees feel safe and cared for.  This builds trust and allows everyone to focus on the positive aspects of your event. Plus, having contingency plans minimizes stress and turns potential disasters into minor inconveniences.

7. Conduct Inspections

If possible, conduct onsite inspections to experience the venue first-hand. For example, you might:

Ask to pop in as a “fly on the wall” at an event to see how attendees respond. Try to park your car with the valet service to see how friendly the valets are. Have lunch at a restaurant if the event is being held there. Test your phone for WiFi to ensure you can use your browser and read and send emails. Consider how people with disabilities will enter the venue, access the bathrooms, and enjoy the space. See how staff receive you: are they friendly and helpful, or suspicious and rude?

8. Hold a Logistics Meeting

Meet with venue managers and vendors to ensure everyone is on the same page. Address possible challenges and find solutions to overcome potential obstacles. You can also:

Choose a project management app and share access so everyone can keep track of their deliverables, ask questions, and check off completed tasks. Send out reminders when key tasks or deadlines are due. Create an event flow map to make sure there aren’t any paths blocked, difficult-to-find booths, obstacles for stages, etc.

9. Schedule a Run-Through

The day before the event, set up a run-through with the event coordinator to ensure everything is ready and everyone knows what to do. Then, the day of the event, use a checklist to finalize execution, including confirming:

AV equipment is connected, working, and in the right areas. Presentations such as power points are all in order and working. Presenters have a designated, private area to prepare and find quiet time. Water is available for presenters. Seating is set up to optimize sight lines for presentations. Nothing is creating a tripping hazard (like wires).

10.  Assign a Troubleshooter for the Day

Last but not least, on the event day, have someone in charge of troubleshooting. Ensure that all staff and vendors have their contact information so issues are easier to resolve.

Although all events have glitches, you can minimize the problems using these venue logistics tips.