Plan your transport
Assign delegate materials, presentation technology, stage elements and exhibitor packages to the responsible teams. Clarify whether a central goods reception takes everything or whether several handovers are wanted. With staggered programme items, material times per area matter more than a single collective time. With this allocation we plan delivery and later collection so that each group arrives in the right place.
Congress centres and hotels
Congress centres usually have a central delivery point with loading bay and fixed times; hotels often only a supplier entrance with limited space. Ask the venue where and when material is accepted and whether it is taken to the rooms internally. The answer determines how finely the shipment must be pre-sorted.
Return after the last session
After a congress, several rooms are often cleared at the same time. Decide where material for the return is gathered and who releases it. Leftover material, technology and exhibitor packages may have different return destinations – the clearer the separation, the faster the collection.
What matters
- Distinguish registration, halls and exhibition
- Name the receiving team for each material group
- Set a gathering point for the return