From the Indocement event in Cirebon
The project photographs from the Indocement event in Cirebon show LED screens and beam lights on stage with an audience in the ballroom, and an LED screen setup reading 'Dari Indocement untuk Indonesia'. Corporate events outside Jakarta like this need extra planning beyond the equipment list. When planning your event in another city, think about travel and timing from the first brief. Distance affects the schedule, crew and spares.
Account for travel and loading time
Shipping equipment out of town adds time before load-in can begin. The truck departure schedule, travel time and venue access hours need to be worked backwards from the rehearsal time. At regional hotel venues, also ask about the loading dock location, goods lift size, and whether another event uses the same room the day before. Toll routes and traffic conditions also need allowing for, especially before weekends or public holidays.
- The earliest venue access time for loading and rigging.
- Door and goods lift sizes, and the route from loading dock to event room.
- Other events in the venue before and after yours.
Crew, accommodation and working hours
Out-of-town production means the crew stays overnight during setup and the event. Accommodation, local transport and crew meals need discussing early, including who arranges them. A schedule packed too tightly after a long journey can affect the care taken in the work, so allow sensible rest between loading and rehearsal. If the event runs over more than one day or teardown happens at night, say so early so the number of nights and crew shifts can be planned.
Technical backup and power
Far from the warehouse, faulty equipment cannot be replaced quickly. A spare list for critical components such as cables, video processors and microphones should therefore be discussed before departure. Also confirm that the venue's power capacity is enough for the LED screens and lighting, or decide whether a generator is needed. Also ask whether the venue has an electrician available during installation, and who to contact if there is a fault.
- Venue power capacity and the local venue technician's contact.
- A spare list for the most critical components.
Send one brief the team can work from
Combine the date, venue, access times, layout, rundown and technical requirements in a single version of the brief. Add the full venue address, a local contact and a schedule that allows for travel. Separate essential items from optional extras still under consideration, and mark anything not yet final. Also include a contact who can be reached during preparation. Princess sales prepares a quotation after discussing these details with you, so the equipment and crew list follows the actual conditions of your event.
