10 Logistics Mistakes to Avoid in Event Management
Planning an event may seem straightforward until it isn’t. Logistics is the quiet engine powering it all, regardless of whether it’s a corporate conference, a trade show, a public festival, or an incentive travel program.
When event management logistics go wrong, they tend to go spectacularly wrong. And for businesses investing time, money, and brand equity into an event, mistakes can be costly.
So, before you lock in the venue or finalise your guest list, here are ten common (but entirely avoidable) logistics mistakes—and how to steer clear of them.
1. Skipping a Detailed Run Sheet
A vague plan is a recipe for chaos. Too many businesses rely on a basic event timeline instead of building a comprehensive run sheet, a minute-by-minute schedule that maps out every activity, task, and responsibility on the day.
A solid run sheet includes:
- Timings for each element (e.g., AV checks, guest arrival, speaker cues)
- Contact details for key staff/vendors
- Contingency timings for unexpected delays
Treat your run sheet like a control tower document. Rehearse it internally and distribute it to all key players.
2. Underestimating Load-In and Load-Out Times
If you’ve never managed an event setup before, it’s easy to assume your AV, lighting, or stage will be ready in a few hours. But tight load-in windows can derail entire event days, especially in city venues with strict access times or shared loading docks.
Always check:
- Venue access restrictions
- Equipment unloading paths
- Lift access and service corridors
Buffer your logistics schedule with generous lead time. The same applies to event production and logistics during pack-down, rushing it can lead to damaged gear, strained vendor relationships, and overtime charges.
3. Not Accounting for Local Regulations and Permits
For public festivals or outdoor corporate functions, local council permits, traffic restrictions, and noise limitations are make-or-break factors. Failure to secure the right approvals in time can result in cancellations, fines, or venue blacklisting.
Work with a reputable agency that knows the UK’s regional compliance landscape. For major activations, check in with:
- Local authority event teams
- Public health and safety standards
- Environmental requirements (especially for high-footfall events)
4. Ignoring Tech and AV Rehearsals
A common oversight is assuming that once the AV vendor is booked, the job’s done. But without rehearsals, even the best equipment can become a liability.
Schedule a full technical run-through the day before (or at least hours before) your event. Include:
- Microphone tests for all speakers,
- Live stream checks for hybrid events,
- Backup slide decks and batteries for remotes.
This is non-negotiable for high-stakes conferences or media-heavy productions.
5. Overlooking Guest Transport and Parking
If guests can’t reach the venue smoothly, the event starts on a sour note. Poor signage, unavailable parking, or late shuttle buses can all taint the experience, even before check-in.
Create a transport brief that includes:
- Public transport links,
- Parking instructions,
- Drop-off zones for VIPs or suppliers,
- Backup options in case of strikes or weather disruptions.
For incentive travel and off-site events, include airport transfers, hotel coordination, and on-ground transport liaisons.
6. Inadequate Vendor Communication
Vendors aren’t mind-readers. One of the most common mistakes in event management logistics is assuming third-party suppliers are working from the same playbook. They often aren’t.
Avoid this by centralising communication:
- Share the full event brief and run sheet with all vendors,
- Assign a logistics lead to manage queries,
- Hold a pre-event coordination call 3 – 5 days prior.
Even better, have a WhatsApp group or Slack channel for real-time updates during setup and live hours.
7. No Contingency Plan for the Unexpected
What if it rains on your garden reception? What if your keynote speaker’s flight gets cancelled? What if the caterer forgets the vegetarian options?
Rather than pessimism, it’s preparation.
So, always create a Plan B (and sometimes Plan C) for:
- Weather-related disruptions
- Power outages
- Delays or no-shows
- Tech failure
And be sure everyone on your team knows what those backups are.
8. Relying on Generic Staffing
Your internal team may be passionate, but enthusiasm alone can’t handle 500 attendees, multiple zones, and split schedules. Assigning volunteers or junior staff to manage complex flows is a shortcut to confusion.
Hire or train experienced event operations staff. Assign them roles like:
- Zone managers
- Guest registration leads
- Talent wranglers
- AV liaisons
Make sure every team member knows their point of contact and escalation path.
9. Poor Signage and Wayfinding
Even with the perfect venue and agenda, guests will feel lost without clear signage. In large event venues, especially trade shows or festivals, confused navigation reduces dwell time and raises frustration.
Prioritise signage design and placement. Think:
- Directional arrows at every junction
- Floor decals for booths or zones
- Digital screens with rotating schedules
You can add QR codes linking to maps or schedules to reduce print waste.
10. Forgetting the Post-Event Pack Down and Review
Once the final speaker exits or the lights go down, it’s tempting to call it a day. But overlooking post-event logistics can cost you:
- Security deposit losses due to damages
- Extra fees for late vendor pickups
- Missed learnings from what didn’t go well.
To avoid this scenario, schedule a structured pack-down plan. Assign roles for:
- Waste disposal
- Rental returns
- Venue handover
- Final headcount reporting
And don’t forget the debrief meeting, as this is where you capture insights that sharpen your next event.
Quick Recap: Logistics Checklist for Your Next Event
Here’s a quick-fire summary of what to double-check when planning your next event:
| Area | Common Mistake | Fix It By |
| Planning | No run sheet | Build a detailed schedule with responsibilities |
| Setup | Rushing load-in | Buffer with extra hours and venue checks |
| Permits | Missing approvals | Confirm local authority requirements early |
| AV/Tech | Skipping rehearsals | Run live tests and backups |
| Transport | Confusing guest arrival | Send clear instructions and maps |
| Vendors | Patchy communication | Hold a pre-event logistics call |
| Contingency | No backup plan | Prepare for tech/weather/speaker issues |
| Staffing | Under-resourcing ops | Hire experienced roles, not just volunteers |
| Signage | Poor navigation | Design a clear, consistent wayfinding |
| Wrap-Up | Ignoring pack-down | Assign tasks and schedule a debrief |
Final Word
Great event experiences are designed, rehearsed, and tightly coordinated. Every detail, from the first box loaded to the final light turned off, matters. When you handle your event production and logistics like a pro, the effort becomes invisible, and your brand shines through.
If you’re planning an event and feeling daunted by the logistics puzzle, don’t wing it. Look for a reputable event marketing agency that can help you transform your ideas into a seamless reality, without the stress, setbacks, or surprises.
