Is it necessary to mark vendor load-in routes on the floor plan?
Why routes belong on the plan
Vendors arrive with carts, equipment, and food that need wide paths and sometimes elevator access. Without a marked route, they may cut through the guest area or block a fire exit. A clear route on the plan keeps the setup crew and the guests from colliding.
Keep a spare copy of the load-in map at the venue front desk so a late vendor can find the route without calling.
- Mark service doors and freight elevators
- Note the width of each route
- Show where carts can be staged
Keeping the routes clear
Mark the time windows for load-in and load-out so each vendor knows when their route is open. Keep the route away from the guest entrance when possible. Share the plan with each vendor so they can plan their own timing.
Checking with the venue
Confirm the routes with the venue manager, since building rules sometimes limit when carts can use certain hallways. Some venues require a certificate of insurance for equipment deliveries. Ask about these rules early so nothing is missed. Add each vendor's time window beside their route, and note which doors lock after a set hour. Clear notes like these prevent many of the simple delays that happen on event day.
Common mistakes
- Routing carts through the main guest entrance.
- Failing to share load-in times with each vendor.
- Assuming the venue's standard routes match what the event needs.
