Load-In/Load-Out
The process of bringing equipment into and removing it from an event venue.
Definition
Load-in refers to the scheduled time when vendors, production teams, and decorators bring equipment and materials into a venue to set up for an event. Load-out is the reverse process after the event concludes. These windows are critical in event planning and often come with venue-specific rules and union requirements.
Why It Matters
Load-in and load-out define the critical windows for setting up and breaking down an event. Efficient scheduling of these periods can significantly impact budget, venue availability, and team endurance.
Underestimating load-in/out time is one of the most common event planning mistakes. Rushed setup leads to errors, stressed teams, and compromised experiences. Proper planning prevents last-minute disasters.
Examples in Practice
A trade show exhibitor budgets 2 extra load-in hours after learning the hard way that elevators create bottlenecks.
A wedding planner negotiates early access for florists and lighting, transforming a venue while guests enjoy cocktails elsewhere.
A conference builds load-out efficiency into contracts, avoiding overtime charges that could add thousands to the final bill.