Logistics¶
The Logistics department ensures the smooth movement of equipment, vehicles, personnel, and information across all Maryland Productions (MP) and REV (RV) operations. This includes coordinating deliveries, pickups, vehicle usage, warehouse scheduling, cross-rentals, and show support. Effective logistics planning ensures timely event execution, reduces operational risk, and maintains a consistent client experience.
Responsibilities¶
The logistics team is responsible for:
Scheduling transportation for shows, deliveries, and pickups.
Managing MP and RV vehicle fleets, including reservations and maintenance.
Coordinating cross-rentals, inbound and outbound.
Supporting warehouse operations and ensuring gear is prepped on schedule.
Communicating timelines to drivers, warehouse staff, and project managers.
Tracking equipment movement, deadlines, and returns.
Ensuring safety, documentation accuracy, and timely execution.
Core Functions¶
Transportation Coordination¶
Assign drivers and vehicles for all scheduled movements.
Ensure proper routing and timing for deliveries, pickups, and show load-ins/out.
Confirm all movements are entered into the Logistics Google Calendar.
Maintain accurate departure and return times.
Monitor conflicts and prevent double booking of vehicles or staff.
Warehouse Integration¶
Communicate daily schedules to the Warehouse Lead.
Verify prep timelines align with logistics movements.
Ensure inbound gear is processed, checked in, and restored to proper storage.
Support after-hours or weekend movements as needed.
Cross-Rentals¶
Track all inbound/outbound vendor rentals.
Confirm reservation windows and return deadlines.
Attach necessary documents (BOLs, rental agreements, etc.).
Communicate with vendors on schedule changes.
Vehicle Fleet Management¶
Oversee maintenance scheduling, inspections, and safety checks.
Track mileage, fuel status, and service needs.
Ensure vehicles are clean, fueled, and ready for use.
Maintain documentation for registration, insurance, and repairs.
Documentation & Communication¶
Maintain accurate calendar entries and event details.
Communicate changes promptly through Slack, email, or calendar comments.
Ensure drivers receive correct pull sheets, addresses, and access instructions.
Keep PMs informed of schedule changes or conflicts.
Daily Operations¶
Morning Review¶
Each day begins with a review of:
Today’s scheduled deliveries, pickups, and shows.
Vehicle assignments and availability.
Warehouse prep status.
Conflicts or missing information.
Any urgent issues (red-coded events).
Driver Assignments¶
Provide drivers with instructions, paperwork, and schedule updates.
Confirm drivers are aware of any special access requirements, dock schedules, or restricted areas.
Track departure and return times.
End-of-Day Review¶
Confirm all movements were completed.
Review outstanding returns, cross-rentals, or delayed deliveries.
Update the calendar for next-day events.
Notify Warehouse Lead of expected inbound gear.
Safety Considerations¶
Logistics personnel and drivers must follow all safety requirements:
Use proper lifting techniques and PPE in warehouse and show environments.
Follow DOT guidelines for vehicle operation.
Keep vehicles properly loaded and balanced.
Report any incidents, near-misses, or equipment damage immediately.
Follow site-specific safety rules when loading/unloading.
Key Tools & Systems¶
Current RMS / Flex for rental tracking
Pull sheets, BOLs, and site documents
Vehicle keys, inspection sheets, and fuel logs
Best Practices¶
Communicate early and often.
Document everything clearly.
Always double-check vehicle availability.
Confirm delivery windows—never assume.
Keep warehouse and drivers aligned on schedule changes.
Use color codes consistently in the logistics calendar.
Review next-day logistics before leaving each night.
Contacts¶
Logistics Coordinator: Primary contact for scheduling and transport.
Warehouse Lead: Responsible for prep, returns, and warehouse operations.
Project Managers: Provide show details, timelines, and client information.