The Master Event Logistics & Load-In/Load-Out Checklist

Precision Execution: Load-In to Load-Out

The first and last hours of an event are often the most chaotic. This checklist ensures that nothing is forgotten and that your team remains efficient during the move-in and move-out process.

Phase 1: 48 Hours Before Load-In

• Confirm delivery windows with all third-party vendors (Catering, AV, Decor).
• Verify venue freight elevator access and loading dock dimensions.
• Distribute "Site Access Passes" to staff and crew.
• Check that all Tixified scanning devices are fully charged and updated.

Phase 2: The Setup (Load-In)

Phase 3: The Strike (Load-Out)

• Inventory all rented equipment before the vendor arrives.
• Ensure all lead data from the event is safely synced via Tixified to your CRM.
• Conduct a final walk-through with the venue manager to confirm zero damage.
• Distribute "Thank You" packets to vendors and collect final invoices.

Tixified’s flat-fee pricing model (From $49/mo, 0% fees) helps you keep your logistics budget in check, ensuring you never pay more just because you sold out your venue.