Introduction
Event logistics aren’t just about transport—they’re about precision, pressure, and performance. Whether you’re delivering a stadium tour, a sports broadcast, a global product launch, or a cultural exhibition, your logistics plan underpins everything.
Every move has a fixed deadline. Equipment must arrive safely, clear customs, and be ready to load in, often across borders and under time pressure. One missed connection or misdeclared item can impact the entire event.
That’s why experienced production teams and logistics leads build their freight strategy early, factoring in everything from global risk to customs regimes to last-mile constraints.
Here’s what to consider when planning multi-leg or international event logistics, drawn from EFM’s decades of experience supporting complex global events across entertainment, sport, and beyond.
Core Planning Considerations
- Involve Logistics Early
Bringing in your strategic logistics provider early in the planning process gives you better routing options, lower rates, and fewer operational issues later. Freight availability and pricing get worse the longer you wait. - Lead Time Is Everything
Late bookings mean limited carrier choice, increased cost, and higher risk. The earlier you can confirm and secure space, the better your outcomes. - Be Aware of Macroeconomic Pressures
Fuel prices, inflation, and global demand all impact freight. Stay close to market trends, especially during peak seasons or global disruptions. - Watch Geopolitical Risks
Sanctions, conflict zones, and trade restrictions can reroute or delay shipments unexpectedly. Risk assessments should be part of route planning.
Route, Mode & Freight Dynamics
- Optimise Routes with Data
Tools and historic data help avoid bottlenecks and reduce transit time. What’s cheapest on paper isn’t always fastest, or most reliable. - Know the Trade-offs: Sea vs. Air
Air is fast but expensive. Sea is slower but cheaper. Sometimes you’ll need a mix. Balance budget, speed, and risk. - Consider Charters in Tight Windows
When deadlines are fixed and regular air freight is constrained, charters can provide flexibility, even if the cost is higher. - Account for Global Chokepoints
Canals like Suez and Panama are vital routes, but also potentially major risks. Plan for contingencies in case of closure or congestion. - Use Established Carrier Alliances
Strong alliances mean more reliable service and fallback options. They can also protect against last-minute availability issues.
Cargo, Customs & Risk Management
- Declare Dangerous Goods Early
If your shipment includes DG, flag it immediately. Misdeclared or late-declared goods can be held or fined, especially in sensitive regions. - Consolidate Where Possible
Combining materials into fewer shipments reduces the cost per unit and simplifies customs clearance. - Documentation Must Be Right the First Time
Inaccurate paperwork causes delays and fines. Know which customs regime applies and prepare accordingly. - Secure Guarantees if You Can
In volatile markets, having guaranteed space or allocation from carriers can be the difference between a smooth move and an expensive scramble.
Real-World Disruption Awareness
- Avoid Peak Seasons
If you can shift movement out of high-demand windows, you’ll save money and gain flexibility. - Monitor Ports & Labour Conditions
Port strikes and congestion can paralyse timelines. Stay updated and adjust routing when needed. - Know Local Constraints
Origin and destination infrastructure, access limits, and local handling restrictions can throw off plans. Plan every leg carefully.
Key Takeaways
- Start early, involve experts.
- Track macro trends and build in flexibility.
- Plan for the worst, then plan again. Never fail.
We get it, logistics isn’t your full-time job. It’s ours.
If any of this made you nervous (customs regimes? charters?), you’re not alone.
Our team’s helped clients dodge disasters and deliver under pressure. Ask us how we’d approach your brief.
Send Us Your Scenario
