Event Load-In: Strategies for Success
Dive in deep as our team guides you through the art of loading in
The Art of Truck Packing
The success of any event begins long before the first guest arrives. As my experience at Bell Tree Productions taught me, the strategic packing of an event truck is nothing short of an art form. During my internship, I learned that a well-packed truck can save hours during load-in and prevent damaged equipment.
For the Honda event at the Greater Columbus Convention Center, our team executed what we fondly called a "tight tetris pack" – a meticulous arrangement where every case had its specific place. (I'm also the 2001 World Tetris Champion ;)) We even took photos of the pack to replicate it during load-out. This level of precision isn't just about fitting everything in; it's about planning the unloading sequence.
Equipment needed first must be loaded last, ensuring efficient access when you arrive at the venue. Larger, heavier items like truss sections and LED walls go in first, with smaller components and delicate equipment strategically positioned to prevent shifting during transport. This methodical approach transforms what could be chaos into a streamlined process, setting the stage for success before you even reach the venue.
Adapting to Venue Challenges
No amount of planning can prepare you completely for the realities of each unique venue. During The Links event at the Hilton Hotel, we encountered an unexpected obstacle when another event was wrapping up, leaving us waiting for elevators while our tight schedule ticked away. Rather than panicking, the team adapted, using the waiting time to organize equipment and plan our approach.
Similarly, at the GCCC for the Honda event, we had to wait while other trucks cleared Dock 1. These moments taught me that flexibility is as crucial as planning. Venue-specific challenges – from long elevator waits to difficult loading dock access – require quick thinking and adaptation.
The most successful load-ins aren't necessarily the ones that go exactly as planned, but rather those where the team can adapt effectively to unexpected challenges.
Team Coordination and Communication
The difference between chaotic and efficient load-ins often comes down to communication. During my internship at Bell Tree Productions, I observed how essential clear communication was, especially during larger setups like the OPTA conference with its multiple breakout rooms.
When communication broke down – as it did when our team wasn't properly briefed on how a breakout room should be set up – frustration followed. Someone commented that we "should have been done with that in like 30 minutes," but without clear instructions, even experienced professionals struggle.
The most effective load-ins featured deliberate pre-setup meetings where responsibilities were clearly assigned and expectations set. During The Links event, the team used comm systems to stay connected throughout the venue, allowing instant problem-solving when our projectors experienced issues.
These experiences taught me that successful event load-ins require not just technical knowledge but strong interpersonal skills. Establishing clear chains of command, conducting thorough pre-event briefings, and maintaining open communication channels throughout setup ensure that when inevitable challenges arise, the team can respond as a cohesive unit rather than as scattered individuals.
