What to Prepare Before a First Consultation

A first consultation with an event logistics supplier usually goes one of two ways. Either the client brings a clear brief and we spend the hour refining load plans and access routes, or the conversation stays vague and we end up guessing at floor loads, power drops, and delivery windows. The second scenario costs everyone time.

For corporate event companies and venue planners, the preparation before that first meeting determines how useful the session actually is. Here is what we ask clients to have ready before we sit down.

Venue drawings and floor plans

PDF exports from the venue are fine, but CAD files or DWG versions are better. We need column positions, ceiling heights, door widths, and any fixed elements like staircases or service corridors. If the venue has not provided drawings yet, ask for the technical pack that the operations team uses. A marked-up floor plan from a previous event also works as a starting point.

Load and access constraints

Write down the weight limits for the main hall floor, the loading bay, and any mezzanine levels. Include the dimensions of the goods lift if there is one. For outdoor venues, note the ground surface and whether vehicles can drive onto the site. These numbers decide which staging frames and decking systems we can propose.

Event schedule and setup window

We need the move-in date, the number of setup days, and the time the venue hands over to the client. Also useful: the bump-out schedule and whether overnight work is permitted. A tight 12-hour build changes the equipment list completely compared to a three-day installation.

Equipment inventory from previous events

If you have run similar events before, bring the equipment list from the last one. It does not need to be polished. A spreadsheet with quantities, sizes, and rough weights is enough. This gives us a baseline to adjust rather than starting from zero.

Stakeholder contact list

List the people who will need to approve the layout, the electrical plan, and the final equipment order. Include the venue operations manager, the client's production lead, and anyone responsible for health and safety sign-off. Knowing who decides what helps us route questions to the right person during the consultation.

Bringing these five items does not guarantee a perfect plan, but it means the first meeting produces something concrete. You leave with a load plan, a delivery schedule, and a clear equipment list instead of a list of open questions.