Load-in
Load-in is the time for bringing equipment into a venue and setting up. Plan access, unloading and crew arrival around rehearsals, soundcheck and doors.
What to confirm
Confirm the access gate, parking or unloading area, stairs or lifts, stage access and venue contact. Ask if large items must travel through narrow doors or share access with other suppliers.
Build in the next step
Work backwards from doors, soundcheck and any rehearsals. Keep setup time separate from testing time so a late load-in does not consume the whole soundcheck.
Walk through the arrival before the day
A hotel event may share an entrance with catering and decoration teams. Confirm which entrance the production crew uses and when it is available, rather than sending only the venue’s main address. Put the unloading contact and access window in the schedule. Work back from soundcheck and doors opening, and include the clear-out arrangements after the event.
Confirm with the venue
- The exact access point, arrival contact and unloading arrangements.
- Any stairs, lifts, narrow routes or restrictions the team should assess.
- Other suppliers using the same access and the agreed setup sequence.
Before the event
Is the booking start time also the load-in time?
Do not assume they are the same. Ask the venue when the production crew can enter and what access is included before guests arrive.
What should I do if access is delayed?
Tell the venue contact and production lead promptly. They need to review the remaining setup and checking time together before changing the running order or opening the room.