Truck Operations

The Truck Operations SOP defines all procedures for operating, loading, scheduling, and maintaining trucks used by Maryland Productions and Event Revolution. This includes company-owned vehicles, rented vehicles, box trucks, cargo vans, and personal vehicles used for official transport.

This SOP ensures that all transportation activities are safe, compliant, efficient, and consistent across all jobs.

Purpose

• Establish standardized rules for operating trucks safely.

• Ensure DOT, company, and venue compliance.

• Protect equipment from damage during transport.

• Provide clear expectations for drivers and warehouse staff.

• Prevent scheduling conflicts and transport delays.

• Maintain a clean, organized, and professional fleet image.

Responsibilities

Drivers

• Safely operate vehicles in accordance with law and company policy.

• Perform pre-trip and post-trip inspections.

• Secure loads according to MP/RV standards.

• Communicate delays, issues, or incidents immediately.

• Maintain cleanliness and organization of vehicles.

Warehouse Staff

• Stage equipment for easy and efficient loading.

• Support drivers during loading and unloading.

• Ensure pack order and safety guidelines are followed.

Project Managers / Logistics Coordinator

• Schedule trucks for each job.

• Confirm driver assignments.

• Manage rentals and return times.

• Collect venue dock and parking details.

Repair Technicians / Fleet Manager

• Track maintenance schedules for company-owned trucks.

• Address mechanical issues or recalls.

• Oversee inspection documentation.

Required Tools & Materials

• Vehicle keys and fuel cards

• Load straps, ratchet straps, and load bars

• Moving blankets (if required)

• PPE (gloves, steel-toe shoes)

• Flashlight for inspections

• Phone mount and charger for navigation

• Vehicle inspection checklists

• Copies of rental agreements (if applicable)

Procedure

1. Scheduling the Truck

1. Project manager submits truck request to Logistics.

2. Logistics verifies: - Truck availability - Driver availability - Pickup and return times for rentals

3. Logistics enters the truck assignment into: - The Logistics Calendar - Job-specific notes (Current RMS or Flex)

4. Rentals must be reserved under the company account and confirmed at least 48 hours prior to load-in.

2. Pre-Trip Inspection

Drivers must complete a pre-trip inspection before departing the warehouse.

Check the following:

Exterior - Tires (pressure, tread, visible damage) - Headlights, brake lights, and turn signals - Mirrors clean and aligned - Door latches and seals - Liftgate operation (if applicable) - Body damage (photograph anything unusual)

Interior - Fuel level - Cabin cleanliness - Working A/C and heat - Dash lights / warning indicators - Phone mount installed securely

Safety Equipment - Fire extinguisher - Reflective triangles or markers - First aid kit

Any mechanical concerns must be reported immediately.

3. Loading Protocol

Truck loading must follow the Truck Loading SOP. Key rules:

• Drivers oversee securement of all items.

• All cases must be latched before loading.

• Heaviest items loaded first against the bulkhead.

• Use E-track straps or load bars every 4–6 feet.

• No loose items may be placed in the truck.

• Driver must approve the final load before departure.

4. Driving Standards

Drivers must adhere to the following:

• Obey all posted speed limits.

• Maintain increased following distance when loaded.

• Avoid sharp turns and sudden braking.

• Use hazard lights when backing into docks.

• No phone usage unless hands-free.

• No unauthorized passengers.

• Use GPS that avoids low-clearance routes.

• Doors must be locked while driving and during stops.

In case of delay, notify PM or Logistics immediately.

5. Venue Dock Protocol

1. Follow all venue dock rules.

2. Communicate with venue dock staff politely and professionally.

3. Do not block fire lanes or active docks.

4. Keep engine off while parked.

5. Always chock wheels when loading/unloading (if required).

6. Secure liftgate or ramp safely before use.

7. Maintain clear communication with crew during load-in/out.

6. Post-Trip Inspection

After returning to the warehouse:

1. Inspect truck interior: - Remove trash - Sweep if dirty - Check for spilled fluids - Ensure straps and load bars are returned

2. Inspect exterior for new damage.

3. Return vehicle with at least the required fuel level: - Company standard: ¾ tank minimum

4. Turn in keys to designated location.

5. Report any issues (damage, mechanical problems, warnings).

7. Rental Truck Return

For rented vehicles:

1. Fuel to “Full” unless contract states otherwise.

2. Clean out truck of all gear or trash.

3. Remove all straps, blankets, or company items.

4. Take photos of the truck condition on return.

5. Return on or before the scheduled time.

6. Upload receipt or documentation to Logistics.

8. Incident Reporting

Any accident, injury, or vehicle damage must be reported immediately.

1. Ensure safety and call emergency services if needed.

2. Document the incident: - Photos - Location - Time - Description

3. Contact: - Warehouse Manager - Logistics Coordinator - Project Manager

4. Fill out company Incident Report form.

Do not discuss fault at the scene; provide factual information only.

Quality Control

• All trucks must be clean, organized, and properly maintained.

• Every trip must be documented with pre- and post-trip notes.

• Drivers must follow all DOT and company safety rules.

• Load must not shift during transport.

• Any unsafe behavior or violations must be addressed immediately.

Troubleshooting & Exceptions

Truck unavailable - Logistics arranges alternate rental ASAP.

Mechanical failure during travel - Pull over safely, call roadside assistance, then contact Logistics.

Low clearance route - Stop, reassess, and reroute safely—do not risk impact.

Inadequate loading help - Wait for support; do not load heavy cases alone.

Extreme weather - Adjust driving speed; allow extra time.