Transport for Events Industry & Event Transport
Stage, sound, lighting, exhibition stand or fixtures — Logisticoo runs event logistics to the event's calendar, not to office hours: delivery into the build-up window, collection straight after the tear-down, even at two in the morning. Event technology travels in flight cases, on trolleys and in truss packages — high-value, often rented and already scheduled for the next production the following day. If the return transport is delayed, the next job falls through; that is why we phase the outbound and return legs as a single package and keep vehicles on standby for the tear-down. Exhibition grounds, arenas and halls have their own rules: entry times, waiting zones, limited dock slots — our planning team registers vehicles correctly and factors in realistic waiting times, rather than charging them to you later. For guest performances outside the EU, we support the ATA Carnet handling so that equipment leaves and re-enters duty-free. From the Sprinter van for the forgotten case to several articulated trucks for the touring production: fixed price within 30 minutes, one planner who has the production manager's mobile number — and picks up. And after the show is before the show: we take returns straight to the warehouse or on to the next venue.
Vehicles & equipment
We deploy air-sprung box vehicles and curtainsider semitrailers with tail lift, lashing rails and separating bars for cases and trolleys; for tours we plan several vehicles in convoy with coordinated arrival times.
Typical requirements
- Delivery and collection exactly within the build-up and tear-down windows, including at night and on weekends
- Careful transport of flight cases, trusses and stage technology
- Registration and slot management at exhibition grounds, arenas and halls
- Phased outbound and return legs as a single package for follow-on productions
- ATA Carnet handling for guest performances outside the EU
- Short-notice additional runs for reordered material
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Typical shipments from the events industry
Event logistics moves the technology and fixtures that make an event possible in the first place. Most common are stage, lighting and sound technology in flight cases and on trolleys, truss systems and rigging, LED walls and video technology. Add to this stage and rostrum building, exhibition stands and stand-construction systems, seating, tents and fixtures, as well as décor and props. On top of that come backline and instruments at concerts, catering equipment and merchandise. Some of the shipments are valuable and usually rented, often already scheduled for the follow-on production — any delay in the return transport jeopardises the next job. Quantities range from a single forgotten case in a Sprinter van to a complete touring production in several articulated trucks. For guest performances outside the EU, professional equipment is added that leaves and re-enters duty-free under an ATA Carnet.
Standards and regulations in event transport
Two levels of rules govern the work. First, load securing in accordance with VDI 2700 ff. and EN 12195: cases and trolleys are stowed form-fittingly between lashing rails and separating bars, and sensitive technology travels air-sprung. Second, the access and registration logic of the venues: exhibition grounds, arenas and halls work with entry permits, time windows, waiting zones and limited dock slots; inner-city locations have parking rules and delivery time windows. We implement these requirements correctly and plan realistic buffer times. For guest performances in non-EU countries, the ATA Carnet is the practical route: the equipment leaves and re-enters duty-free; the production applies for the carnet at its chamber of commerce (IHK), and we coordinate the item list and border clearance. For effect devices with dangerous-goods relevance (pyrotechnics, gas cylinders, batteries), we check the ADR requirements in advance.
How an event transport works at Logisticoo
- Enquiry with equipment list, build-up and tear-down windows, venue and any cross-border element.
- Fixed-price quote within 30 minutes with vehicle class and, for tours, convoy planning.
- Access and slot clarification: registration to the requirements of the exhibition company or hall, waiting zones and dock times.
- Careful loading in air-sprung vehicles with tail lift, cases secured form-fittingly.
- Delivery into the build-up window, including at night and on weekends; the driver reports in good time to the production or venue manager.
- After the tear-down, the phased collection — straight to the warehouse or on to the next venue. We plan the outbound and return legs as a single package; short-notice additional runs for reordered material are usually planned within a few hours. Your planner remains a fixed point of contact.
What does an event transport cost?
You always receive a fixed price up front; the rule-of-thumb rates per kilometre (±15%): Sprinter van for reorders around €1.10/km (from €89), 7.5 t truck around €1.45/km (from €169), 12 t truck around €1.65/km (from €219), articulated truck for stage and lighting packages around €1.95/km (from €379). An outbound and return leg counts as a single package; night and weekend operations are included and are shown transparently. A stage/lighting package in the articulated truck from Berlin to Munich (around 585 km) therefore comes to roughly €970–1,310 per direction, while a Sprinter-van reorder over 200 km is around €190–250. Surcharges apply for waiting time at the venue, vehicle standby during the tear-down, and ATA Carnet clearance for guest performances abroad.
Typical event shipments and how they are handled
| Shipment type | Example | Vehicle/equipment | Typical transit time |
|---|---|---|---|
| Lighting/sound technology | Flight cases, LED wall, rigging | air-sprung, tail lift | into the build-up window |
| Touring production | complete stage package | several articulated trucks in convoy | to the tour schedule |
| Exhibition stand | Stand-construction system, fixtures | Articulated truck, slot at the exhibition grounds | into the delivery window |
| Reorder | forgotten case, extra part | Express Sprinter van, often same day | a few hours |
| Guest performance abroad | Equipment under ATA Carnet | Box vehicle, border clearance | scheduled, with customs |
Frequently asked questions
The tear-down ends around 1 a.m. — when do you collect?
Then the vehicle is at the dock at 1 a.m. Night collections after the end of an event are standard in the event business and are factored into the fixed price from the outset. The driver reports to the production manager in good time, and if the tear-down runs late, the vehicle waits in coordination with your planner.
How does delivery to an exhibition ground work?
Exhibition grounds work with entry permits, time windows and waiting zones — we handle the registration to the requirements of the respective exhibition company and plan realistic buffer times. The driver checks in at the waiting zone and drives to the stand on call. Deposit rules and stand numbers we clarify with you before the run.
What does an event transport with an outbound and return leg cost?
You receive a fixed price within 30 minutes. As a guide: articulated truck around €1.95/km (from €379), Sprinter van around €1.10/km (from €89), each ±15%, night and weekend operations included. A stage package from Berlin to Munich (around 585 km) comes to roughly €970–1,310 per direction. Waiting time at the venue, vehicle standby during the tear-down and ATA Carnet clearance are shown separately.
The tear-down ends at night — when do you collect?
Then the vehicle is at the dock at the agreed time, even at 1 a.m. Night collections after the end of an event are standard in the event business and are factored into the fixed price from the outset. If the tear-down runs late, the vehicle waits in coordination with your planner rather than letting the run fall through.
We are playing a guest performance outside the EU — what about customs?
For temporary exports of professional technology to non-EU countries, the ATA Carnet is the practical route: the equipment leaves and re-enters duty-free. The production applies for the carnet at its chamber of commerce (IHK); we coordinate the item list and border clearance with you and factor the clearance times into the schedule.