Mastering Event Logistics: The Vendor Coordination Checklist

Vendor Coordination & Logistics Master Checklist

Managing multiple vendors requires precision timing. Use this checklist to ensure every piece of the puzzle fits together on event day.

Pre-Event Preparation (30 Days Out)

• Collect Certificates of Insurance (COI) from all vendors.
• Finalize the Load-in Schedule (15-minute increments).
• Confirm power and rigging requirements with the venue and AV team.
• Distribute the 'Vendor Handbook' including parking and loading dock info.

Load-In Day Operations

• Designate a Vendor Liaison with a high-vis vest.
• Mark booth/stage locations clearly on the floor with gaff tape.
• Conduct a safety walkthrough once major builds are complete.
• Verify internet connectivity for vendors requiring Tixified POS systems.

The Post-Event Strike

Ensure the venue is returned in pristine condition to avoid cleaning fees:

• Supervise removal of large-scale debris.
• Sign off with the venue manager before the team leaves.
• Document any venue damage immediately with photos.