Free template
Event Load-In Schedule Template
A simple vendor arrival timeline for event planners, producers, and wedding coordinators. Plan when each vendor arrives, where they unload, and when setup has to be done. Download the free spreadsheet, add your logo, and send it to every vendor.
- Event info that fills in the schedule and call sheet automatically
- Setup complete by and buffer before doors, calculated for you
- Flags for late setups, early arrivals, and two vendors at the same dock
- A spot for your company logo, ready to send to vendors
- A printable day-of call sheet in arrival order
- Works in Excel, Google Sheets, and Numbers
Sample vendor load-in schedule
Example for an evening event with guests arriving at 6:00 PM.
| Vendor | Category | Day-of contact | Arrival window | Entrance / dock | Setup complete by | Notes |
|---|---|---|---|---|---|---|
| Party Rentals Co. | Rentals | Name, phone | 7:00 to 8:00 AM | Loading dock A | 10:00 AM | Tables, chairs, linens |
| Stage & Lighting | Production | Name, phone | 8:00 to 9:00 AM | Loading dock A | 12:00 PM | Needs power drop by 8:30 AM |
| Sound Systems Pro | AV | Name, phone | 10:00 to 11:00 AM | Loading dock B | 2:00 PM | Sound check 3:00 PM |
| Elite Florals | Florist | Name, phone | 12:00 to 1:00 PM | Main entrance | 3:30 PM | Centerpieces after linens are set |
| Acme Catering | Catering | Name, phone | 2:00 to 3:00 PM | Kitchen entrance | 5:00 PM | Hot boxes, needs freight elevator |
| Sweet Tiers Bakery | Cake / desserts | Name, phone | 3:00 to 3:30 PM | Kitchen entrance | 4:00 PM | Cake table by the dance floor |
| DJ / Band | Entertainment | Name, phone | 3:30 to 4:00 PM | Loading dock B | 5:00 PM | Load out after 11:00 PM |
| Photographer | Photo / video | Name, phone | 4:30 PM | Main entrance | n/a | Detail shots before doors open |
How to build a load-in schedule that holds up
Order arrivals by dependency
Structure first, then decor. Rentals, tents, and staging go in before AV, and linens go down before florals and place settings.
Use arrival windows, not exact times
A 30 to 60 minute window is realistic for traffic and parking, and it keeps two big trucks from hitting the dock at once.
Assign every vendor an entrance
List the dock, door, or freight elevator for each vendor so nobody wanders through the ballroom with a hand truck.
Set a "setup complete by" time
Arrival time is only half of it. A clear deadline for each vendor tells you early if the room will be ready for doors.
Send it a week out, confirm the day before
Share the schedule with the venue and every vendor about a week before, then confirm arrival windows the day before.
Track arrivals live on event day
A schedule is the plan. On the day, you still need to know who is actually on the way and who is running late.
Your schedule says when vendors should arrive.
ETA Tracker shows when they actually will.
Send each vendor a link. They tap it to share their live ETA, no app download. You see every vendor on one dashboard: on the way, running late, or arrived. No more calling around to find out where the caterer is.
Load-in schedule FAQ
What is a load-in schedule?
A load-in schedule is the timeline that tells each vendor when to arrive, where to unload, and when their setup must be finished. It keeps the venue from getting crowded and makes sure vendors that depend on each other (like rentals before florals) arrive in the right order.
How early should vendors arrive before an event?
It depends on setup time. Rentals, staging, and tents often arrive 8 to 10 hours before guests. AV usually needs 4 to 6 hours including a sound check. Catering typically arrives 3 to 4 hours before service, and photographers 1 to 2 hours before doors open. Always confirm with each vendor and the venue.
How do I know if a vendor is running late on event day?
Most planners call or text each vendor to ask. With ETA Tracker, you send each vendor a link instead. They tap it to share their ETA, and you see who is on the way, who is running late, and who has arrived on one live dashboard. Vendors do not need to download an app.
Can I use this template for weddings?
Yes. The same columns work for weddings, corporate events, conferences, festivals, and trade shows. Swap in your own vendors, adjust the arrival windows, and share it with your venue and vendors about a week before the event.