Load-In Schedule
The planned sequence for bringing equipment, decor, and supplies into a venue before an event.
Definition
Load-in schedules coordinate vendor arrivals, equipment placement, and setup sequences. They prevent conflicts where multiple vendors need the same space or loading dock simultaneously.
Effective schedules consider dependencies—audio must be in place before lighting focuses, staging before decor. They allocate time for testing and adjustments.
Why It Matters
Poor load-in coordination causes delays that compress setup time and stress teams. Venues with limited access windows require precise scheduling.
For event planners, managing load-in demonstrates production competence to vendors and clients.
Examples in Practice
A convention load-in begins three days out with freight, followed by exhibit construction, then audio/visual, finally decor. Each vendor receives specific dock assignments and arrival windows.
Union venues require additional coordination with labor calls and jurisdictional rules.