Once you’ve picked your promotional vehicle, it’s time to think about campaign logistics – specifically how you’ll get your event on the road. Ask yourself: ‘How will my vehicle get to the site?’, ‘Who is going to drive it?’ and ‘What happens if there’s a road closure?’.
If your answer is Google Maps, this guide is for you! You’ll learn all about vehicle route planning and discover how Promohire takes the strain out of campaign logistics.
Why does route planning matter?
By mapping the best route, you ensure your vehicle reaches its destination on time. Smart routing also keeps everything on track, even across multiple stops. Consider:
- Access times can be very strict (and specific!)
- Unplanned detours may lead unwanted delays
- Low bridges and tight roads can cause problems
- Traffic changes and road closures are common
If you’re worried about planning alone, don’t worry! We take charge of vehicle route planning every day. Learn more about this service in our logistics package guide!
When logistical planning is a must
All campaigns need careful planning, but some take extra thought because of how complex they are:
Doorstep campaigns
Whether you’re giving freebies to the public or visiting social media stars, you’ll need to think carefully about the vehicle’s routes. A great plan can empower you to hit as many places as possible, creating extra chances for engagement and social media moments! Find out how to run a doorstep or influencer campaign here.
City activations & PR stunts
A city activation is ideal for photoshoots but challenging in its own way. City squares and parks can restrict how long you can stop there, while railway stations and shopping centres are strict about access times. If you’d like venue ideas, consider picking one of these top 5 cities for promotional campaigns.
Nationwide tours
Extended road trips mean overnight parking and driver accommodation, so be sure to factor those into your costs. With vehicle route planning, however, you can potentially save both time and fuel – hitting up plenty of locations before the end of your campaign.
Check out QV Skincare’s UK road trip for inspiration! They visited London, Birmingham, Manchester and Edinburgh during a month-long campaign.
1. Factor in activation time
It can take a long time to park up, unload, set up, run the activity, and then pack up at the end of the day. So, you have to do what you can to maximise engagement time. Avoid taking scenic routes and group locations together so that you’re not taking extra, unnecessary trips.
It’s also important to be realistic. A classic VW Campervan isn’t going to hit 6 stops a day easily, so build in time to ensure you’re not always chasing the clock.
2. Understand your vehicle’s limitations
From milk floats to electric taxis to Airstreams and double-decker buses, the vehicle you choose affects everything from speed limits to access. Before you commit to a route:
- Check for height and weight restrictions
- See if there are any ULEZ areas or toll roads
- Find out where and when you can unload
- Ask how you’ll power your vehicle on-site
Vintage vehicles can’t be driven on the motorway – and that’s exactly why we use a loader/tow truck for the job.
If you’re planning an extended roadshow (like BiOrbic’s educational ‘biobus’), then it’s often best to go with something modern and reliable.
3. Get serious about your driver
Your campaign deserves someone who’s both experienced and comfortable behind the wheel. Remember, this person may have to navigate tight spaces and tricky terrain, and they’ll need to adapt to any challenges that arise.
Wondering where you’ll find such a person? Don’t worry; at Promohire, we provide an experienced driver for every vehicle. They’ll even help with setup and derigging!
4. Plan for ‘what if’ scenarios
Real-life challenges can scupper the best laid plans. That’s where strong campaign logistics can provide you with much-needed breathing room.
This can mean:
- Allowing extra time for traffic and breakdowns
- A backup plan in case staff members are sick
- Alternative routes if key roads are closed
Vehicle route planning isn’t about expecting the worst – it’s about being prepared so you’re never caught off guard.
5. Leave your campaign logistics to us!
Campaign logistics and vehicle routes don’t need to be a headache. We’ve managed thousands of activations and know exactly how to keep your campaign rolling.
Whether you need help planning a schedule, plotting the route, or finding venues as part of a wider location management service, we can do it all.
Click the button to explore our logistics service, then speak with the team so we can get your campaign moving.
