Load-in and load-out are the bookends of every event. Load-in is when all the equipment, structures, and supplies arrive on site and are set up. Load-out is when everything comes down and leaves. Both require careful planning because they involve heavy vehicles, heavy equipment, tight schedules, and the potential for things to go wrong if coordination breaks down.
What load-in involves
Load-in covers everything from the first delivery arriving on site to the moment the event is ready to open. For a small indoor event, this might be a few hours. For a major outdoor festival, it can span a week or more.
The sequence typically follows this order:
- Ground works and infrastructure -- Trackway, temporary roads, fencing, and any ground preparation
- Major structures -- Stages, marquees, large tents. These go up first because they take the longest and everything else is positioned relative to them
- Power and services -- Generators, distribution, water, and drainage. These need to be in place before production equipment arrives
- Production equipment -- Sound, lighting, video, backline. These need power and a completed stage to install on
- Furniture and fit-out -- Tables, chairs, bars, catering equipment, decoration
- Signage and dressing -- The final layer that makes the site look finished
Each element depends on the one before it. You cannot install sound equipment until the stage is built and powered. You cannot dress a marquee until it is erected. This dependency chain means your load-in schedule must be sequenced carefully, with clear time windows for each supplier.
Creating a load-in schedule
Your load-in schedule assigns each supplier a specific arrival time, an access route, an unloading area, and a setup window. Create this as a detailed document and distribute it to all suppliers at least two weeks before the event.
Include the following for each supplier:
- Company name and on-site contact (name and mobile number)
- Arrival date and time
- Vehicle type and size (this matters for access routes and turning circles)
- Which gate or entrance to use
- Where to unload
- Where vehicles park after unloading (vehicles should not remain in the working area)
- Setup deadline (when their element must be complete)
Build buffer time between suppliers. If your staging company is scheduled to finish at 2pm and the sound company arrives at 2pm, you have zero margin for delays. Better to schedule the sound company for 3pm, even if they have to wait briefly.
Vehicle management during load-in
Load-in typically involves multiple large vehicles: articulated lorries, flatbed trucks, transit vans, and possibly cranes. Managing these vehicles safely on site is critical.
- Site speed limit -- Impose a 5 mph speed limit for all vehicles on site. Communicate this to every driver
- Banksman -- Use a banksman (a trained person guiding reversing vehicles) for all reversing operations, particularly near structures and pedestrians
- Separation -- Keep pedestrians (crew on foot) separated from vehicle movements as much as possible. Designate vehicle routes and pedestrian routes
- Hard hats and high-vis -- Require all personnel in active load-in areas to wear hard hats and high-visibility clothing. This is standard practice on construction sites and the same principles apply during event build
Safety during load-in and load-out
Load-in and load-out are statistically the most dangerous phases of an event. Heavy objects are being lifted, structures are being assembled at height, vehicles are manoeuvring in confined spaces, and people are working under time pressure.
Key safety measures:
- Manual handling -- Ensure crews use proper lifting techniques and mechanical aids (trolleys, forklifts, hoists) where appropriate. Back injuries from manual handling are the most common load-in injury
- Working at height -- Any work above 2 metres requires proper fall protection. This includes rigging, erecting stages, and installing banners. The Work at Height Regulations 2005 apply
- Electrical safety -- All temporary electrical connections should be made by a competent person. Never rush electrical work
- Fatigue -- Long load-in days lead to tired crews making mistakes. Build rest breaks into the schedule and avoid scheduling critical tasks (particularly work at height) at the end of very long shifts
The gap between load-in and doors
Build a buffer between the end of load-in and the moment your event opens to the public. This buffer is for final inspections, testing, cleaning, and resolving any last-minute problems. For a small event, one to two hours is sufficient. For a festival, allow at least half a day.
Use this time to:
- Walk the entire site and check that everything is in place
- Test sound, lighting, and video systems
- Verify that all safety signs, fire exits, and emergency equipment are correctly positioned
- Remove all load-in debris (packaging, pallets, tie-wraps) from public areas
- Brief your front-of-house team on the final site layout
Load-out planning
Load-out is load-in in reverse, but usually under more pressure. Everyone wants to leave, fatigue has set in, and there is often a hard deadline to clear the site. Plan your load-out as carefully as your load-in.
The load-out sequence is typically:
- Immediately after the event -- Remove high-value or sensitive equipment first (sound desks, lighting consoles, video equipment)
- Same night or next morning -- Production equipment, backline, furniture, and fit-out
- Following day(s) -- Major structures, staging, generators
- Final clearance -- Fencing, ground protection, site reinstatement
If your event finishes late at night, you have two choices: immediate load-out (with tired crews working in the dark) or overnight security with load-out starting early the next morning. The latter is almost always safer and more efficient, provided your venue agreement allows it.
Coordinating multiple suppliers during load-out
Load-out conflicts are common because everyone arrives at once. The sound company wants to pack up, but the lighting rig is above the PA and needs to come down first. The staging company cannot start until both sound and lighting are clear. The generator cannot be switched off until everything else has been powered down.
Sequence your load-out schedule to reflect these dependencies. Communicate the schedule clearly. Have your production manager on site during load-out to manage the sequence and resolve conflicts in real time.
Finally, inspect the site after the last supplier has left. Document the condition with photographs, noting any damage to the venue or land. This protects you in disputes with venue owners and helps you plan better for your next event.
