Load In And Load Out Planner
Coordinate supplier and crew movements through venue loading points with an editable Movement Schedule and Loading Points plan. A printable desk sheet supports on-the-day logistics control. This resource focuses on arrivals, departures and loading access; it is not the master lifecycle timeline or the production schedule that sequences technical and show activities, and it does not override venue traffic or access rules.
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- Format
- PDF · XLSX
- Difficulty
- Intermediate
- Time
- 30 min
- Stage
- Plan → Build
- Audience
- Event organisers and Venue managers
What this resource helps you do
- Capture the essential load in and load out planner inputs in one place
- Hand off a consistent template across event planning owners
- Reduce last-minute gaps before the plan milestone
- Reuse the structure for the next event planning cycle
When to use this resource
- After supplier requirements and venue access rules are known
- Before issuing arrival slots and loading instructions
- At the logistics desk during build and strike
What is included
- load-in-and-load-out-planner.xlsx
- load-in-and-load-out-desk-sheet.pdf
- PDF + XLSX download package
- Instructions: Guidance for planning logistics movements.
- Event Setup: Event and venue logistics context.
- Movement Schedule: Timed load-in and load-out movements.
- Loading Points: Loading location controls and reference information.
Information required before starting
- Supplier or crew movement requirements
- Venue loading points and access constraints
- Approved arrival, departure and contact information
What you produce
- Movement schedule
- Loading-point control plan
- Printable logistics desk sheet
Who this is for
This resource is designed for Event organisers and Venue managers who need a practical, reusable document for event planning.
operations manager
Coordinates movement slots, loading points and venue liaison.
production manager
Supplies technical delivery dependencies and crew access needs.
Event-type use cases
exhibition
Sequences exhibitor and contractor movements through constrained loading areas.
festival
Coordinates supplier arrivals and strike departures across site access points.
How to use this resource
- 1
Confirm venue loading controls
Record approved access points, operating windows and local constraints.
- 2
Build the Movement Schedule
Enter each expected movement with time, owner and relevant contact.
- 3
Balance Loading Points
Review overlapping movements and allocate suitable loading locations.
- 4
Issue confirmed slots
Communicate controlled arrival information to suppliers and crew.
- 5
Operate the desk sheet
Use the printable companion for reference and keep changes in the workbook.
Common mistakes to avoid
- Treating load-in as the whole production schedule — Coordinate production activities separately and link only the relevant movement dependencies.
- Issuing slots without venue confirmation — Validate access rules and loading capacity with the venue owner.
Download files
Unlock this resource above to download every included file. Companion files do not need a separate form.
Load-in and load-out movement planner — editable XLSX
Editable workbook with Movement Schedule and Loading Points sheets for coordinating supplier and crew access during build and strike.
When to choose it: Use as the maintained logistics movement plan shared with venue and delivery leads.
Load-in and load-out logistics desk sheet — printable PDF
Printable desk-sheet companion for quick reference to confirmed movements and loading-point controls during build or strike.
When to choose it: Use at the loading desk after the editable schedule has been agreed.
Take this workflow into EventSuite
Replace manual files with live event operations connected across ticketing, vendors, marketing, and reporting.
Frequently asked questions
Frequently Asked Questions
How is this different from a production schedule?+
It controls physical arrivals, departures and loading locations; production scheduling sequences work and show activities.
Can the PDF be edited?+
Update the XLSX and use the PDF as a printable logistics reference.
Does it replace a venue traffic plan?+
No. Follow venue and site traffic controls and incorporate only approved instructions.
When should movement slots be confirmed?+
Confirm slots after access rules, loading points and supplier requirements are known. Reissue affected times when delays, vehicles or site restrictions change flow.