Behind the scenes of roadshow logistics planning

Sophie is Versatile’s Live Events Manager – day to day, she oversees the logistical operation of our events, such as ensuring client’s items are loaded and ready to go out to an event. We asked for her expert insight into the logistics of planning roadshows.

What is the first thing you do when a roadshow project comes up?

First off, we tend to build a spreadsheet adding in all the dates and locations that the client wants the tour to run to. In some cases, the client will just send the locations and it’s up to us to plan the route for both cost-effectiveness for the client as well as for driver hours and resource from our side. Once the dates and locations are confirmed, we can plan resources including operators, vehicles, overnights, ferries etc. Driver hours and rest days are a big factor and, in most tours, we have to sort swapping operators in and out to make sure they have the correct amount of rest.


What is the most challenging thing about event logistics when it comes to roadshows?

Definitely making sure we have the correct resources for the job including operators and vehicles amongst the other jobs going on.


What is your favourite thing about roadshow event logistics?

I really enjoy the planning bit, I love a good spreadsheet! Getting the route organised and costs pulled together.


What is your favourite roadshow logistics project that you’ve worked on?

It’s hard to have a favourite as the guys on the road really get to experience the roadshow more than anyone, but I really enjoyed working on the Everton FC tour a few years ago. It was the first proper roadshow I worked on closely with a client and they were really happy with the overall job from fit-out to on the road.


What advice would you give to a company that is considering the idea of a roadshow but isn’t sure where to start?

Planning and thinking about anything and everything that impacts the tour. We recently pulled together some information for a prospective roadshow and they needed to go from Germany to Norway and little things like the cost of the ferries, their journey time and the fact they only run on certain days could have caused issues later on down the line if they hadn’t been flagged now. Also, not to try and cram too much in too shorter a time. I think people look at Google maps and it says it’s going to take X hours to get from one location to the next, but they haven’t considered for the most part we are in a lorry that is limited to a certain speed and that the drivers have to take rest breaks.