If you’ve booked your promotional vehicle, then congratulations! The idea’s in motion, excitement’s building, and it’s time to bring your project to life. together, we now have to get everything in place so your campaign is delivered smoothly and on time.
Find out what happens once you’ve signed your booking form, and what we’ll need from you – so we can transform your vehicle into a unique branded showcase.
Your vehicle is secured
Once your booking dates are confirmed, we’ll reserve your vehicle for your campaign. We’ll also hold it ahead of time so we can wrap and customise it, and reserve it for a few days after your event so we can strip it back for the next client.
If you’re reading this guide and haven’t secured your vehicle yet, be sure to book as soon as possible so we can get your project moving.
Securing your vehicle spurs the Promohire team into action, as everyone from our wrap team to logistics experts will start to schedule your campaign into their workflow. Every day counts, and the earlier we lock in timeframes, the smoother everything will be.
The ‘kick off’ meeting
If you’ve booked a large vehicle or need internal fit outs, then an account manager or a member of the build team will arrange the ‘kick off’ call.
This initial meeting gives us a chance to bring key team members into the conversation, learn more about your needs, and agree a schedule for the design and build elements. It can be done remotely, but we often recommend meeting in person for large and complex projects.
The 30-60 minute kick-off meeting covers:
- What your campaign is about and what you need to achieve
- How your vehicle will fit into the campaign
- The scope of work, such as branding and modifications
- A clear timeline for the works to be completed
- Which creative assets and docs we need from you
We’ll then share a scheduling document, outlining key dates and details. This clarifies the process for all involved and ensures you know exactly what we need from you.
We work with your creative assets
We need to know what your vehicle (and props) will look like.
We’ll send you a scaled vehicle template, which is a 2D diagram of your vehicle’s make and model. It’s here that you’ll decide on the exact colours and the placement of logos and imagery, so we recommend getting a graphic designer to do this for you.
Assets for your vehicle wrap should be with us at least 3 weeks before your campaign goes live. This gives us time to print your graphics and apply them to your vehicle without compromising quality. We also need artwork before we can build any campaign props.
If you have technical drawings to give us, then brilliant! If not, we can make rough sketches, technical drawings and 3D renders, but you’ll need to approve them before we can go into production.
Below: A floorplan of an Airstream, and a 3D render of the same vehicle.
Late artwork can cause problems, so please keep those deadlines in sight!
Planning your campaign logistics
With your vehicle and campaign dates locked in, it’s time to think about locations. Most clients have ideas of their own, and some come to us with a loose framework. Keep an eye out for information packs sent by the venue owners – these explain key details like access times and power restrictions.
Our logistics team will need to see these packs so they can highlight any challenges and provide RAMS (Risk Assessment and Method Statements). Checking these packs early can help prevent issues before they happen, so everything runs smoothly on the day.
Logistical planning can be overwhelming. That’s why we offer various levels of support to suit every budget. Visit our logistics guide to see these options in detail.
We build your promotional vehicle
With timelines agreed, our build experts can get to work on your campaign vehicle. This crack team includes certified engineers, carpenters, electricians, fabricators and more – with all principles delivered in-house to ensure deadlines are met.
Again, this part of the process is highly collaborative. We'll share regular progress updates and photos with you, and you’ll have the chance to see your vehicle at various stages of the build to confirm you’re happy with the progress so far.
We recommend visiting a week before your campaign goes live so there’s time to make last-minute tweaks. See our design and build guide to learn more about how we build vehicles for brands.
Below: The 'Coppafeel' van with a plush interior for educating guests.
About approvals and sign-off
From the branded wrap to bespoke props, every element goes through a sign-off stage. By approving each step as soon as possible, you put us in the best position to help you.
This also gives us time to adapt to your changing needs, and because early changes are easier to make, we can accomplish more and help your budget go further.
Think you need additional support?
If so, Promohire has you covered. From sampling and fulfilment to promotional staffing, content capture, and logistical support, we provide a range of services that remove the stress and ensure a smooth activation from start to finish.
Whether you need a full team on the ground or a helping hand behind the scenes, we’re here to support you every step of the way.
Click the button below to see these support options for yourself, and visit our costs and services guide to see how they factor into your budget.
