Running a single-venue event can be tricky enough. But once you throw multiple venues into the mix – whether it’s across town or across the country, the event logistics become a whole different beast.
You’ve got gear to move, crews to coordinate, build schedules to hit, and precious little room for error. One missed delivery window and suddenly your lighting rig’s stuck on a loading bay while the show’s meant to be going up.
Whether you’re planning a touring theatre show, a brand activation campaign, or a corporate event series, getting the logistics right is critical. Here’s our best 7 tips to keep things running smoothly when you’re juggling multiple venues.
1. Start with the big picture – then zoom in
Before getting stuck into the details, step back and map out your whole event schedule. Look at dates, locations, build and break times, and any supplier overlaps.
This gives you a top-down view of what needs to go where and when. It’ll also highlight any tight turnarounds or red flags early on – like having kit that needs to be in two places at once. That’s your cue to check what can be duplicated, hired locally, or transported overnight.
2. Work backwards from the live date
For each venue, work back from when the doors open. When does your rigging or AV team need to start? When’s access to the venue available? Is there a window for unloading?
This helps you set realistic delivery times. And when you’ve got multiple locations, you’ll want to stagger these carefully – you can’t have the same driver in two places at once, and not every venue’s loading bay is a breeze.
Knowing the lay of the land at each site can also save you time and stress. If your logistics partner’s been there before, lean on their experience – they’ll know the best routes, parking options, and where not to get stuck at 4pm.
3. Choose event logistics partners who get it
Multi-venue events don’t work with one-size-fits-all logistics. You need someone who understands that these jobs are fluid – not just dropping boxes but reacting to late crew changes, delayed builds, or last-minute kit swaps.
Ideally, your logistics partner should:
- Track every van in real time – so you can see where your gear is, without ringing round
- Be reachable at odd hours – because builds don’t happen 9 to 5
- Know the events world – so they’re not flustered when they’re unloading between catering and camera crews
At Gabor Logistics, for example, we build in flexibility and keep comms open. Clients get live tracking, direct contact with their driver, and updates without having to chase. It’s about making your life easier – not adding another headache.
4. Be clear about what’s going where
This one’s simple, but often overlooked: label everything properly.
When you’ve got multiple drop-offs, overlapping builds and a van full of equipment, clear labelling can be the difference between a smooth delivery and someone turning up in Manchester with kit meant for Bristol.
If your load’s split across jobs or venues, send a packing list. Make sure your logistics team knows what’s coming off where, and in what order. And if you’ve got anything fragile or high-value, flag it early – we’ll give it the attention it deserves.
5. Use downtime smartly
If your event schedule has gaps – say, two days between gigs – use that time wisely.
Maybe your crew needs a break, but your gear doesn’t have to sit idle. You could schedule maintenance, repacking, or move it early to the next site. Or your logistics provider could store it securely and stage it ready for the next leg.
At Gabor, we often help clients by holding kit between events, then getting it to site just ahead of the build. It saves money on unnecessary hires, and takes pressure off your schedule.
6. Expect the unexpected
Even with the best planning in the world, things change. A crew member falls ill. A road’s closed. The venue access is delayed. It happens.
The key is to have a plan B – and a team who can adapt on the fly. Make sure your logistics provider is in the loop with any shifts in schedule or requirements. Good communication both ways is what keeps things on track.
We always say: tell us early, and we can solve it. Tell us late, and we’ll still do our best, but the options get slimmer.
7. Keep communication tight
Whether it’s WhatsApp groups, email threads, or shared schedules – keep everyone talking. Your logistics crew should be just as clued up as your production team. That way, when there’s a last-minute call to grab an extra case of cables from warehouse B, they know what you’re on about.
When you work with Gabor, we’re part of the team. We’ll join group chats, take direct instructions from your crew, and act like another cog in the machine – not just a van showing up with stuff.
Our final thoughts
Running a multi-venue event doesn’t have to mean chaos. With solid planning, good communication, and a logistics partner who knows what they’re doing, you can pull off something brilliant – and keep your crew sane in the process.
Need help with your next touring event, film shoot or exhibition series?
We’ve done the overnight turnarounds, tricky venue unloads and middle-of-nowhere deliveries. Get in touch for a chat – and let’s get it sorted.