Coordinating the combo of the bump‑in bump‑out for your performers can feel like choreography in its own right. With sharp planning, clear communication, and a steady dose of flexibility, you’ll ensure everything runs like a well‑rehearsed show from first truck to final take‑down.

1. Setting the Stage: Smart Planning Makes Perfect

Start months in advance by defining your event’s scope, including performer count, gear needs, access times, and venue restrictions.

• Craft a detailed run sheet with time, task, designated lead, and backup slots—build in buffer time (15–30 minutes) between tasks to combat optimism bias and back‑to‑back overruns.
• Share the run sheet with every stakeholder, from suppliers to the production crew, ensuring everyone is fluent in the plan.

2. Mastering the Bump‑In: From Trucks to Curtains

Expect Delays — then Buffer Them

Bump‑ins notoriously run late due to traffic, access issues, permit delays and faulty gear. Accept that unpredictability is the norm—and build buffer zones to protect your show day.

Over‑Communicate Every Detail

Send maps, loading dock height restrictions, contact lists, and staging access routes well in advance. This proactive information reduces on‑site confusion and questions.

Triage Tasks & Prepare Contingencies

Prioritise essentials first—sound and event acoustics, lighting, stage rigging. If power’s delayed or gear’s late, pivot to backup plans immediately.

3. Performer Transport & Backstage Coordination

Ensuring performers arrive relaxed, on time, and informed is key.

• Collect arrival details—flights, shuttles, ride‑shares—and track any delays to adjust transfers.
• Coordinate crew logistics, including reserving loading zones, backstage parking, and securing entry points.
• Support welfare standards—ensure everyone is briefed on manual handling, PPE, event safety and emergency exits, and venue protocols.

4. Showtime: Staying Agile & Ready to React

During the show, systems must be seamless behind the scenes.

• Appoint a troubleshooter—a senior event crew member who can react swiftly to mic issues, lighting mishaps or backstage crises.
• Maintain robust communication, using walkie‑talkies, mobile signals, and a clear chain of command.
• Care for your crew—build in shift breaks, offer refreshments, and monitor fatigue to maintain performance quality.

5. Smooth Bump‑Out: Teardown with Tact

Your bump‑out should mirror the bump‑in in structure, not panic.

• Pre‑schedule bump‑out using the exact run sheet logic from bump‑in. Factor in vendor timing for dismantling and packing.
• Sequence your breakdown—strip props, then flats, then rigging, followed by load‑out in an organised, safe order.
• Pack like a pro—use cases, blankets, straps and event security checks. If the gear is damaged en route, address repairs or replacements swiftly.

6. Post‑Event Debrief: Learn, Improve, Repeat

Wrap‑up is more than clearing the site—it’s refining the next show.

• Conduct a team debrief to review delays, communications, gear performance, and identify areas for improvement.
• Capture actionable feedback from performers and crew. Collate timing accuracy, comfort levels, and what caught you off guard.
• Refine processes—use the lessons learned to tighten the next run sheet, adjust buffer zones, and improve contingency planning.

Key Takeaways for Flawless Logistics

Ready to Smash Your Next Show?

At Onstage Entertainment, we specialise in seamless bump‑in bump‑out coordination—taking care of transport, backstage logistics, on‑site support, and tech troubleshooting. Whether you’re planning a concert at Brisbane’s Riverstage or an intimate show in a boutique theatre, we bring precision, passion, and professionalism to every production.

Contact us today at Onstage Entertainment and experience logistics that let your performers—and your audience—shine.