When you’re planning a festival or an outdoor event, it’s critical to ensure you have everything ready, in place and on time. Ordering trackway is the first step to ensuring your event build is a success. So, what do you need to know and take into account when hiring or buying trackway and temporary roads for your event?
Timescales
This is one of the most important, and now critical actions. Do you realise there’s going to be a global shortage in 2024 due to a major sporting event taking place in Paris during July and August? It’s crucial that you order early to secure your trackway and flooring so you can guarantee the supply required to fulfil your event projects.
The area of your event will certainly have an impact on what is required. You will need to plan well ahead of the event to ensure your supplier can support your trackway and flooring requirements.
We recommend creating a comprehensive timeline for setting up your event. From the amount of time needed to install your trackway and ground cover, to ensuring you leave sufficient time for your suppliers to set up (with time in between for any potential unplanned eventualities).
Your supplier should provide a site survey so they can fully understand what type of panels are needed, where they need to be placed, and highlight any challenges that may arise during the installation (installing trackway on shifting sands for example). All these factors have a direct influence on your build timeframe, and organising other suppliers for when they can arrive on site.
Main routes and build
How is your event going to be laid out? How many stages and stalls need to be built? What are the ground conditions for the location? Most outdoor events foundations are not usually on a hardstanding, so your suppliers will need temporary roadways to get their equipment to where it’s required.
How will your festival goers and attendees get from their vehicles to the event site? Installing the right trackway for the type of ground is vital as it will provide a safe, solid surface no matter what the weather decides to do on the day of your event.
Equipment and vehicles
If you’re hiring or buying trackway panels, it’s probably because you need to access a hard to reach location. With any outdoor event, there will be multiple suppliers involved from staging to AV and hospitality.
To ensure the correct trackway is in place to support their needs, it’s important to find out what each suppliers’ expected loads will be, and what type of vehicles they will be using to transport equipment to site. For example, vehicles with steel tracks cannot go on the trackway as they can damage the panels – this could be costly and an expense you don’t need. Your supplier’s site survey will help them determine the correct type of trackway to use for all vehicles, including their own!
The right supplier
It’s important to choose a supplier who has the capability to work flexibly and fit in with your schedule. This will give you peace of mind that your build will be completed efficiently and on time.
A good supplier will give you a dedicated point of contact, so if you have any questions closer to the physical setup of your event, or you urgently need to speak to your trackway supplier, you know you’ll be discussing matters with the person who has seen your event site and understands your build.
Quite often, there’s one supplier who arrives ahead of their time slot! You may need to contact your trackway supplier quickly as the last thing you need is a delivery arriving on site and no roadways to drive on!
Supplier experience
Choosing a supplier who has plenty of experience working with outdoor events and festivals can really work to your benefit. Hiring a company who has already worked on similar projects will have a better understanding of your specific needs and can make accurate decisions as they have already experienced how these events operate. Past experience means your supplier will be able to offer advice and help you find the best solution quickly.
Are you planning a festival or outdoor event?
From ensuring you fully plan your build and breakdown timings and identifying the pedestrian routes with the heaviest footfall, to organising a dedicated point of contact with your trackway supplier, there’s a lot to take into consideration.
If you have any questions, or would like some expert advice on hiring or buying trackway for your temporary roads, give our team at The Box Group a call on 0203 286 7463, send us an email to hello@theboxgrp.com or visit our website www.theboxgrp.com and use our chat facility. We’re here, ready for action.
Why The Box Group?
Our solutions are about much more than the provision of the right kit; they combine our years of experience with inventive thinking and a can do, positive mindset to meet logistical challenges, enable operations, mitigate risk and complete missions.
We offer a sustainable, comprehensive range of military and commercial grade solutions, developed to perform under the most testing and varied conditions. From overlay for large scale concerts and live events, to providing the infrastructure for humanitarian aid and military operational bases, we’ve spent more than two decades bringing success to projects by delivering practical, dependable, and high-quality solutions that are easy to transport, install, and pack up.
And you’ll find this experience and expertise in everything we do. When there’s no room for error, our clients trust us to deliver.
Call us on +44 (0) 203 286 7463 to secure your flooring needs and whether buy and sell-back might work for you compared with rental. Or send us an email with your enquiry and we’ll be in touch. Don’t get caught short. Secure your 2024 temporary infrastructure with The Box Group now.
