Loading-bay and Shared-route Schedule
Record vehicle arrival separately from the time each team uses the loading bay and shared routes. Resolve clashes with the venue and suppliers, checking the effect on installation and rehearsal.
A supplier load-in schedule showing shared-area bookings and how clashes were resolved.
- File formats
- English XLSX · CSV (UTF-8)
- Version
- 2.0
- Editorial review
- 24 Oct 2026
- Use this for
- Complete before confirming vehicle dispatch. If a vehicle is delayed, recheck the effect on the teams scheduled after it.
When to use it
Complete before confirming vehicle dispatch. If a vehicle is delayed, recheck the effect on the teams scheduled after it.
Example times are fictional bookings, not standard unloading durations. Verify venue reservations, handling, traffic and work-safety conditions separately.
Start with the guide: Venue Load-in Scheduling and Shared-area CoordinationFill in the template step by step
When to use it
Before booking load-in or dispatching vehicles, and whenever arrivals are delayed.
What to have ready
- Venue load-in bookings
- Each supplier’s vehicle and equipment list
- Plan showing loading-bay and shared-route IDs
- Work that must finish before installation and rehearsal can start
Enter vehicle arrival and departure separately from loading-bay and route use.
Mark any overlap where suppliers need the same bay or route.
Ask suppliers whether a changed slot delays installation or rehearsal.
Once the venue and suppliers agree, send the same schedule to drivers and onsite control.
Worked example
Fictional example, not an actual event or supplier record
Eight columns · scroll horizontally to view the complete worked example.
| Supplier and task ID | Vehicle arrival and departure | Loading bay and booking times | Shared route and use times | Installation position, sequence and start conditions | Overlapping times and changes | Venue and supplier contacts | Approved schedule version and change time |
|---|---|---|---|---|---|---|---|
| Video V01 | 2026-11-09 08:00–08:40 | D2 08:05–08:25 | C1 08:15–08:35 | Stage left. Begin installation after floor protection is complete. | Approved to go first. Confirm the vehicle leaves after unloading. | Venue Lee; video Park | LOAD-v2 / approved 2026-11-08 15:00 |
| Audio A01 | 2026-11-09 08:20–09:00 | D2 08:20–08:40 | C1 08:25–08:45 | FOH. Begin installation after the cable route is prepared. | Clashes with video: D2 for five minutes and C1 for ten minutes. Do not dispatch against this schedule. | Logistics Kim; audio Jeong | LOAD-DRAFT-v3 / conflict marked 2026-11-08 15:10 |
| Audio A01-R1 | 2026-11-09 08:40–09:20 | D2 08:45–09:05 | C1 08:55–09:15 | FOH installation now starts at 09:15. Confirmed that this does not affect the 11:00 rehearsal. | Moved after the video team finishes using the route. The installation lead accepts the revised schedule. | Venue Lee; audio Jeong; stage manager Han | LOAD-v3 / 2026-11-08 16:00; driver acknowledges 16:20 |
Blank template preview
This preview shows a few rows. The downloaded file contains 24 prepared rows.
Eight columns · scroll horizontally to view the complete blank worksheet.
| Supplier and task ID | Vehicle arrival and departure | Loading bay and booking times | Shared route and use times | Installation position, sequence and start conditions | Overlapping times and changes | Venue and supplier contacts | Approved schedule version and change time |
|---|---|---|---|---|---|---|---|
| — | — | — | — | — | — | — | — |
| — | — | — | — | — | — | — | — |
| — | — | — | — | — | — | — | — |
Sources used to develop this template
EVENTODIT created this template using the working methods described in the public sources below. It is not an official form and has not been reviewed or approved by those organisations.
- Excel London · Exhibitor manual: vehicle booking system
Adapted separate loading-bay bookings and driver instructions. Excel London vehicle-duration limits are not transferred to other venues.