Logistical support is there to help your campaign run smoothly. But while some activations are simple to manage, such as delivering a vehicle just an hour away, others can prove more challenging. That’s why some projects incur a higher cost for logistics.
At Promohire, we want to give you the information you need as early as possible, so there are no surprises. Read on to see what can impact the cost of logistics and why past projects have cost more than the standard rate.
Logistics aren’t just about getting your vehicle from A to B. They’re about careful preparation so your vehicle is where it needs to be and on time for each campaign day.
If your event’s in the South East, we can usually transport your vehicle and set things up all in one day. We can also come and take it away once your event’s done, without additional costs.
If your event's further afield, like in the Midlands or North of England, then it’ll be a much longer drive – so we’ll need to bring your vehicle up the night before your event and take it away the morning after. This adds an extra logistics day to each side of your activation, incurring extra costs.
For example, a two-day activation in Manchester will count as a four-day hire because of its distance from the South East.
Our drivers frequently take on long drives, only to arrive on site and start helping our clients with setup. This can begin as four hours on the road, followed by two hours of setup and then more time solving issues so the event can go live. This can soon spiral into quite a bit more than an 8-hour shift!
As a responsible employer, we want to ensure our staff are treated fairly. While that often means charging for a hotel and expenses, these costs can be minimised with smart planning, e.g. by allowing one day between event locations rather than two or three.
Planning the route can prove more complex than you think, especially for multi-location campaigns. Beyond finding the most efficient from our workshop, we may also have to solve access issues, find suitable hotels (which can be out of town), detail the best path between venues, and more.
If you’re running a nationwide tour with many stops, this process will naturally take longer – so we may have to charge more to account for the extra planning time.
Short for Risk Assessment and Method Statement, RAMS outline on-site risks and hazards, and explain how they’ll be managed each day. While some RAMS can take just a few hours to put together with templates, they can also get very detailed with page after page of information.
By charging more for RAMS when necessary, we can spend the time needed to ensure each campaign day is well-prepared, safe for staff and guests, and ready to go ahead.
When you book locations yourself, make sure you’re given the proper details from the site owner. Otherwise, installation can prove more difficult than expected. We may have to charge for banksmen and additional staff to push your vehicle into place, install stabilisers, or even drain the fuel depending on the venue’s rules.
That’s why our location planning service is so valuable. We’ll take charge of the whole conversation, liaise with site owners to ensure their demands are clear, and send a quote ahead of time.
Power is essential to every campaign, but site owners can restrict the type of energy used. Every hire vehicle comes with an 8-metre power cable at no extra charge, but unless you talk directly to the site owners, you won’t know for sure what’s available.
We can make sure your activation has all the power it needs to run efficiently, meaning no downtime or loss of power when you’re engaging with customers. This extends to lithium power and solar panels for eco-friendly setups.
While power support incurs an extra charge, getting energy to your vehicle (and appliances) will make or break your campaign – so it’s well worth it!
Delivering the best experience can mean adjusting costs to cover time, travel and resources. Here are some real-world examples of when we’ve had to charge more than the bare minimum.
The client wanted an ice cream van to serve as a backdrop for a weekend activation in Birmingham. With the venue over three hours away and installation happening on Friday night, we had to book a hotel so the driver could stay in the city overnight. They then had to remove the vehicle on Monday morning, adding another logistics day.
EYC wanted an electric milk float and Citroen H-Van for a one-day display at King’s Cross Station in London. Both vehicles were installed out of hours, just outside of the main entrance. We came back the next day to return them to our workshop. In terms of extras, on-site power was provided in the form of a 63-amp supply.
Clarks wanted a branded Airstream to promote their latest shoe range. The vintage vehicle travelled to five locations over a 10-day period, and we were asked to handle all site arrangements, including a site survey at Westfield shopping centre.
Because Clarks wanted us to set up and close the Airstream each day, we had to book hotels for our staff. One indoor venue meant extra team members were needed to push the vehicle into place.
The popular cosmetics brand wanted an Airstream and support van for a month-long tour. They visited six locations, spending two or three days at each venue. Some locations failed to supply external power, so we had to provide, manage and recharge lithium power solutions.
This month-long tour incurred extra costs because of hotel stays, power needs, extensive route planning, and a need for support throughout the campaign.
We’ve made it as simple as possible to get logistical help for your campaign, with e tiers – the standard, enhanced and ultimate packages. These tiers offer different levels to give your campaign the support it needs, but which is right for you?
Explore our logistics guide to find out! It breaks down each service in detail, helping you choose the best fit for your needs.