Loading docks, lifts and access: the logistics people forget

Your event venue loading dock access can determine whether your event build is feasible before you have even looked at the room. Furniture, staging, AV equipment and displays all need to get inside somehow, so check the route and measurements before booking.

Street access, docks and time limits

Start outside the building.

Check:

• Where vehicles can stop
• Whether there is a loading dock
• Vehicle height restrictions
• Loading bay dimensions
• Access hours
• Delivery restrictions
• Distance from the loading point to the venue
• Whether suppliers need to book a delivery window

A venue may look easy to access from the street while having a difficult route once you reach the building.

Ask your suppliers what vehicles they plan to use and compare those dimensions with the access information provided by the venue.

The event spaces on Spacenow can help you build a shortlist, but confirm the practical loading arrangements directly with the venue.

Lift dimensions and why they decide your build

The lift is one of the easiest things to overlook.

A large event room does not help if your largest piece of equipment cannot fit through the lift or access door.

Check:

• Lift door width
• Lift internal width
• Lift internal depth
• Lift height
• Weight capacity
• Doorway dimensions
• Corridor width
• Turns between the lift and room

Measure your largest items as they will actually travel.

A display wall that fits the room may not fit through a lift. A stage component may need to be carried in pieces. Large furniture can also become difficult if the route has sharp turns.

Ask the venue for measurements rather than relying on a general description such as "goods lift available".

Trolleys, protection and what venues require

Once equipment reaches the building, consider how it moves through the venue.

Ask whether you can use:

• Trolleys
• Dollies
• Pallet jacks
• Protective floor coverings
• Service lifts
• Loading equipment

Also ask whether there are restrictions on moving heavy equipment through shared areas.

Some buildings may require particular protection for floors, walls or lifts during a build. Others may have designated routes for deliveries and event equipment.

These details can affect how long your setup takes, so include them in your production schedule.

For more help communicating an event brief, you can contact Spacenow's concierge team with the equipment and access requirements you need to confirm.

Who needs to be on site and when

Access is not only about the physical route.

Someone may need to meet the delivery driver, provide building access, receive equipment or coordinate suppliers.

Create a simple access schedule that shows:

• Delivery time
• Supplier arrival
• Venue contact
• Production team arrival
• Equipment collection
• Final pack-down
• Departure time

Share this with everyone involved.

If several suppliers are arriving at once, stagger their arrival times where possible. A loading area can quickly become congested when multiple vehicles and teams arrive together.

FAQ

How do I find out the lift dimensions?

Ask the venue or property manager for the lift's internal dimensions, door opening, weight capacity and the dimensions of the route leading to the event space. Check these against your largest equipment before booking.

Do I need a dock booking?

You may need to arrange access depending on the building and venue. Ask whether deliveries require a booking, time slot or nominated access point before your suppliers arrive.

A successful event build starts with getting everything through the door. Measure the route, check the lift and loading arrangements, and give your production team enough time to work within the venue's access requirements.