Event logistics

Air traffic control for the loading dock

Build-up and breakdown decide whether an event runs well. Voyage Control gives venues, organisers and exhibitors one live schedule for every vehicle, every bay and every forklift.

Book a demo Read the RAI Amsterdam story

Hall 5 — build-up day 2Live

06:00Shell scheme — 3 trailersDock 1–3 · 120 minOn dock

09:00Stand 4B custom buildDock 4 · forklift · 90 minApproved

11:30AV and riggingDock 2 · 60 minApproved

14:00Catering equipmentService yard · 45 minAwaiting approval

Working with

RAI Amsterdam
Olympia Events
NEC
Vancouver Convention Centre
Metro Toronto Convention Centre
Web Summit
Clarion Events
Calgary Stampede

The problem

A hundred contractors, one loading dock, no shared plan

Every exhibitor believes their vehicle should be first. Stand builders arrive on their own schedule. The marshalling yard fills, the surrounding roads fill after it, and the venue takes the complaints from both the show floor and the neighbourhood.

Without a booking system the only lever a venue has is queueing — which converts an operational problem into an exhibitor experience problem and a local traffic problem at the same time.

The solution

One schedule from build-up to breakdown

Voyage Control works as an air traffic control system for trucks: exhibitors and contractors book their own arrival windows against real dock and resource capacity, organisers keep oversight of the whole show, and the venue keeps control of the yard.

Forklifts, cranes, marshalling space and dock doors are all bookable resources, so a vehicle is never scheduled without the handling it needs. Security gets a manifest of who is arriving and when, before they arrive.

Who benefits

Everyone in the yard, not just the venue

Exhibitors and contractors

Control over their own booking slot, a guaranteed delivery window, and far less time waiting at the stand for materials stuck in a queue.

Venue managers

Live control of docks, forklifts and handlers. Digitised processes replace paperwork, and reporting covers capacity, shows and carbon.

Security teams

Advance awareness of every vehicle and driver expected on site, with a full audit trail of arrivals, delays and overstays.

Event organisers

Vehicle tracking and arrival monitoring across the whole build, plus post-event reporting on how the schedule actually ran.

The local community

Optimised traffic flow, fewer vehicles circling for a space, and measurably less idling — which means lower CO₂ and fewer complaints.

Commercial teams

Evidence of throughput and service levels to take into venue negotiations, licensing conversations and sustainability reporting.

How it works

Live in days, not quarters

We configure the venue

Halls, dock doors, service yards, marshalling areas and shared resources such as forklifts are set up with the capacity and rules that apply to each show.

Exhibitors book their window

Contractors and exhibitors request arrival slots online. Organisers and venue teams approve, sequence and adjust as build-up progresses.

The yard runs to the board

Marshals and security work from a live view. Drivers are called forward rather than queued, and every movement is recorded for the post-event report.

At a glance

25M+

Bookings through the platform

100,000+

Businesses booking in

Countries in daily use

In their words

What events teams say

“By pre-scheduling vehicle bookings, our contractors and exhibitors are guaranteed to have a clear delivery window.”

Operations Manager, Global ExhibitionsInforma

“Our standbuilders complimented us, saying this was the smoothest build we ever had.”

Project ManagerAntwerp Expo

Proof

Events teams already running this way

Amsterdam, Netherlands

RAI Amsterdam

Streamlined logistics transformation

2Events a year still needing external holding areas

ZeroPaper-based processes left in the workflow

Read the case study Antwerp, Belgium

Antwerp Expo

Reducing congestion at the loading bays

455 minTotal queue time removed

−31%Vehicles overstaying their slot, year on year

Read the case study Geneva, Switzerland

Informa Global Exhibitions

Vitafoods Europe, Palexpo

81t → 43tCarbon emissions

−26%Traffic, despite 15% more exhibiting companies

Read the case study

All case studies

Questions

Events logistics FAQs

What is event logistics software?

Event logistics software schedules the vehicles, deliveries and handling resources involved in building up and breaking down an event. Exhibitors and contractors book arrival windows against real dock capacity instead of arriving unannounced and queueing.

Can exhibitors book their own delivery slots?

Yes. Exhibitors and their contractors request slots themselves through a browser or mobile app, and the venue or organiser approves them against live capacity.

Does it manage forklifts and handling equipment as well as docks?

Yes. Forklifts, cranes, marshalling bays and dock doors are configured as bookable resources, so a vehicle is only scheduled when the handling it needs is available.

Does Voyage Control help with venue security requirements?

It gives security teams advance visibility of expected vehicles and drivers, and produces an audit trail of arrivals, delays and overstays across the whole build.

Which venues use Voyage Control?

Exhibition centres, convention centres, arenas, theatres and major events across Australia, North America, Asia and Europe — including RAI Amsterdam, Olympia Events, the NEC and the Vancouver Convention Centre.

Last updated: 17 October 2026

Other industries

See Voyage Control on a events operation

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