Event Load-In Checklist for Production Managers

A smooth load-in is decided before the first truck arrives. Use this checklist to avoid the most common delays.

By Stage Hands UK · Practical guide

Before the day

Confirm the load-in window, the dock or access point, parking and vehicle size limits with the venue.

Check whether the venue needs RAMS, insurance details or named crew in advance.

Share the call sheet with your crew supplier, including who to report to and where.

Crew briefing

Brief the team on arrival: the order of work, safety rules, what not to touch, break times and who is in charge. A five-minute briefing at the start saves an hour later.

Confirm that every crew member has the right PPE for the job, including safety footwear and high-visibility clothing where needed.

On site

Walk the route from the truck to the stage with the crew chief. Agree where kit will be staged so aisles and fire exits stay clear.

Unload in the order you will need things, not the order they fit on the truck.

Paperwork and communication

Keep a printed call sheet, key phone numbers and the venue contact to hand. Agree who can change the plan, so that three people are not giving three instructions.

Before the get-out

Confirm the finish time, the truck arrival time and the loading order. Tell the crew supplier if the show runs late.

Common load-in problems

Trucks arriving outside their slot because the venue was not told.

Kit loaded in the wrong order so the first thing needed is at the back.

No clear route, so people carry things the long way round.

No one knowing who to ask, so decisions slow down.

A five-point final check

Is the crew briefed? Is the route walked? Is the kit staged in order? Do you have the key numbers? Does everyone know the finish time? If the answer to any is no, fix it before you start unloading.

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