Event Vendor Rules and Logistics Notice

What a good one includes

• A highly detailed load-in and load-out schedule broken down by vendor type to prevent gridlock at the loading dock.
• Specific physical access points, elevator dimensions, and parking coordinates complete with driving directions for oversized vehicles.
• Strict venue-specific rules regarding wall attachments, flame usage, trash disposal, and floor protection.
• On-site contact information for the event coordinator, loading dock manager, and venue security.
• Insurance and credentialing requirements, detailing exactly where and when certificates of insurance must be submitted.
• Power grid allocations and Wi-Fi login details so technical vendors can test their setups immediately.

Common mistakes to avoid

• Sending the logistics notice too late, leaving vendors without enough time to adjust their staffing schedules or vehicle sizes.
• Using vague directions like the back door instead of specifying exact street names, dock numbers, or GPS coordinates.
• Overlooking trash removal policies, which often results in unexpected venue cleanup fees for the organizer.
• Omitting clear instructions on where vendors can park their personal and commercial vehicles during the actual event.

Frequently asked questions