Modules · Transport & logistics
A festival is a village that is built and gone again in three days. Logistics is the choreography of that: every truck, every stage part and every shuttle bus at the right moment in the right place.
A glimpse of this module
with sample data, liveTransport & logistics shares data with Suppliers & contracts, Run sheet & the day itself and Safety & permits. Change one thing and they move with it.
Nineteen modules, one system. Change it here and it stays right everywhere.
What it does
Every supplier gets a time slot and a place on the grounds. The slots come from the supplier arrangements and appear automatically in the build-up run sheet.
Vehicle movements on the grounds, track mats on soft ground and routes that always keep the emergency routes clear. Linked to the site map from the safety file.
Who picks up the headliner, which rider requires transport, and how the late bar shift gets home. Shuttle schedules alongside the run sheet.
Visitor parking, bicycle parking and shuttle times, in line with the mobility plan from the permit application.
What is rented, what is your own, where it is and when it has to go back. Lost equipment is the quietest cost item of a festival.
The breakdown order, pickup slots for suppliers and what goes into storage for next year, with an inventory list.
Logistics is the choreography that builds a festival site in a few days and then makes it disappear again. Every truck, every stage part and every shuttle bus has to be in the right place at the right moment, otherwise suppliers stand waiting on one another and the build-up runs over.
The heart of it is a load-in schedule: every supplier gets a time slot and a fixed spot on the site, so the arrivals do not get in each other's way. On soft or wet ground, track mats belong under the heavy vehicles, and the routes must always keep the emergency access routes clear. Load-out works the same way, but in tear-down order. Alongside that, you arrange the transport of artists and crew, the visitor parking, the bicycle storage and the shuttle times, matching the mobility plan from the permit.
And you keep track of what you have rented and where it is, because lost equipment is the quietest cost item of a festival. Logistics is one part of festival.productions and it shares its data with the rest: the slots come from the supplier agreements, the site map from the safety file and the schedule sits in the run sheet.
Frequently asked questions
Load-in is delivering and building up everything that has to go on site: stages, technical production, bars, fencing and decor. Load-out is the reverse afterwards, the tear-down and removal, usually in a fixed order. This module plans both in time slots, so the arrivals and the removal do not get in each other's way.
Give every supplier a time slot and a fixed spot on the site, take account of the order in which things have to be built and of who receives each delivery. Prevent two heavy transports needing the same access at the same time. This module pulls the slots from the supplier agreements and puts them into the build-up run sheet automatically.
Track mats are sturdy panels you lay on soft or wet ground, so trucks and forklifts can cross without sinking in. On grass sites and in the rain they are often indispensable, also to limit damage to the ground. This module links the site logistics to the map from the safety file, so routes and emergency access routes stay clear.
Decide where visitors park, where the bicycle storage goes and whether you run a shuttle bus from a station or park-and-ride, and coordinate that with the council. This belongs to the mobility plan that is often part of the permit. This module keeps parking, bicycle storage and shuttle times, matching that same mobility plan.
Record per item what is rented and what is your own, where it is and when it has to go back. Lost or late-returned equipment leads to unexpected costs. This module keeps the equipment in view with an inventory list and return slots, so the tear-down runs as tightly as the build-up.
Work with time slots instead of letting everyone come on the same morning, assign a site captain per slot who receives the delivery and keep one route clear for emergencies. That way the flow on site keeps moving. This module divides the load-in into slots with a spot and a receiver, linked to the run sheet.
Everything in one place
In festival.productions, Transport & logistics feeds straight into Suppliers & contracts, Run sheet & the day itself and Safety & permits. You change it in one place and it stays right everywhere, from the budget to the event day.