Just-in-Time Delivery: Why Timing is Everything at Events
At events, timing isn't just important – it's everything. A delivery that's five minutes late can mean the difference between a perfectly organised exhibition and a chaotic setup.
Reality Check: What Can Go Wrong
The reality of event logistics is harsher than many organisers think. Delivery times are often scheduled to the precise quarter-hour, making transportation logistics extraordinarily challenging. Arriving too early can lead to significant penalties – just like arriving too late.
Missed Deadlines
One of the biggest challenges is ensuring shipments arrive on time. Missing delivery deadlines can lead to costly delays, missed opportunities, and even the inability to set up your stand in time.
Marshalling Yard Chaos
At larger exhibitions, lorries can congest access points. It's not uncommon for 50 to 60 lorries to queue to collect or deliver at the largest shows.
Documentation and Access
Exhibitor packages often contain complexities that are overlooked. Many exhibitors, especially those new to trade shows, don't know what to look for.
Last-Minute Changes
Logistics problems with transport, setup, or dismantling can cause delays that affect overall efficiency and effectiveness.
Just-in-Time Benefits: Cost, Flexibility, Risk Management
Just-in-time delivery isn't just a logistics strategy – it's a way to control costs, maximise flexibility, and minimise risks.
Cost Control
- Lower storage costs: By delivering materials only when needed, you avoid on-site storage costs
- Optimised transport costs: Consolidated shipments significantly reduce costs
- Reduced damage: Fewer movements mean lower risk of damage
Flexibility
- Last-minute changes: Adjustments possible until shortly before the event
- Multi-location coordination: Coordinate shipments from multiple locations
- Dynamic planning: Respond to changing circumstances
Risk Management
- Proactive problem-solving: Identify potential problems before they escalate
- Reduced vulnerability: Materials remain secure until the last moment
- Real-time adjustments: Respond immediately to unexpected situations
Real-Time Tracking and Contingency Plans
Modern event logistics revolves around visibility. Real-time supply chain visibility collects and presents the location and status of goods in real-time throughout the entire supply chain.
GPS and IoT Technology
GPS devices and IoT sensors provide live data on the location and condition of inventory, enabling businesses to respond quickly to disruptions.
Predictive Analytics
Advanced systems can predict potential disruptions with up to 95% accuracy by analysing diverse data sources.
Central Control
A centralised approach enables teams to manage operations with 91% load tracking and improved on-time delivery.
Our Contingency Plans
Alternative routes: We scout multiple routes in advance and have alternatives ready for traffic problems or obstacles.
Reserve capacity: Extra vehicles are on standby. Within the Netherlands, our own couriers can realise standard deliveries within 24 hours – and often faster for urgent shipments.
24/7 Communication: Availability during events, with direct communication lines to drivers, location managers, and your team.
Strategic locations: From our Brainport region Eindhoven facility, we can respond quickly to unexpected needs.
International Expertise: Cross-Border Just-in-Time
International events bring an extra layer of complexity. Just-in-time becomes even more critical when customs, different time zones, and international regulations come into play.
- Customs and documentation: Incorrect documentation is the leading cause of customs delays. With international just-in-time delivery, accurate, timely documentation is crucial.
- Predictable vs. unpredictable factors: Whilst transport times are fairly predictable, customs procedures can vary from hours to days. That's why we work with buffers and local partners.
- Different working hours and time zones: A delivery departing the Netherlands in the evening arrives early morning in Asia – timing requires precise planning.
Our International Approach
Network of Partners
We work with reliable partners worldwide who know the local situation and can switch quickly when problems arise.
Pre-Shipment Visibility
We work proactively with suppliers to assess whether we need to adjust routes or change transport methods.
Impact Analysis
Insight into how supply chain disruptions affect orders and inventory for better decision-making.
Service Level: Tailored for Every Event
Not every event is the same, which is why our service level is always bespoke. After creating an initial outline, we determine which service level suits your project. So you never pay too much and always receive the service you need.
What You Can Expect From Us
Quick Response Time
When problems arise, we switch quickly. Our experience means we know how to prioritise.
Transparent Communication
You always know where your shipments are via real-time tracking or direct updates from our team.
Flexibility
Last-minute change? Forgotten item? Extra materials needed? We'll arrange it.
Client-Specific Solutions
Every project is unique. We tailor to your needs – from 24/7 monitoring to milestone updates.
No Guarantees, But Reliability
Like any serious business, we don't offer guarantees – real life is too unpredictable. But what we do offer is: experience, a strong network, professional systems, proactive thinking, and complete dedication to making your event successful.
Timing: The Invisible Success Factor
Just-in-time delivery at events isn't just about delivering boxes on time. It's about understanding the complete context: the setup schedules, the access protocols, the contingency plans.
Because at events, timing truly is everything. And timing is what we do best.
Would you like to hand over the stress of event timing? Get in touch via the contact form below and discuss your event with our logistics specialists.
Sources
- Trade show timing and deadlines: Inbound Logistics - Event Logistics
- 50-60 lorries queuing: Inbound Logistics - Event Logistics
- Missed deadlines impact: Revolution Trucking - Trade Show Logistics Guide
- Real-time supply chain visibility: FourKites - Supply Chain Visibility Guide
- 95% prediction accuracy: Perfect Planner - Supply Chain Visibility
- 91% load tracking results: FourKites - Supply Chain Visibility Guide
- GPS and IoT tracking: Seattle University - Supply Chain Visibility
- Trade show logistics best practices: Pyramid Logistics - Trade Show Guide
- 24/7 support and tracking: NXTPoint Logistics - Events & Tradeshow Logistics