Equipment Batches
Before loading, confirm with the driver which equipment batch you are assigned to use.
We have two complete sets of equipment so that simultaneous events can take place. Never mix equipment from the two batches. Everything you load must come from the same batch.
Each batch is stored together on one side of the storage unit, making it easier to identify and load the correct equipment.
Loading & Transport Safety
Loading the van or truck safely is a team responsibility, wait until the driver arrives to start taking boxes or heavy equipment out the storage. Always work carefully — safety comes first, and preventing accidents is key.
Take your time when handling heavy or bulky equipment, communicate clearly with each other, and never try to lift or move something alone when it requires two people. The goal is to protect yourself, the driver, and the equipment. The driver is also there to help load and unload the van.
Candle Boxes
DO NOT take the candle boxes out of the storage unit before the van driver arrives. Once stacked outside, the boxes can become unstable due to uneven ground or wind. If a stack tips over, the boxes can open and the candles may fall out, causing damage and potentially having a serious impact on the event.
Loading the van should normally take 15–20 minutes. Take your time, work carefully and do not rush the loading process. Saving a few minutes is not worth damaging equipment or creating a problem that affects the entire event.
Registering Your Start Time
When you arrive at the storage unit with the driver, send a message in the WhatsApp group saying:
“Starting Load-In”
This records the official start time of your shift, so your hours can be correctly registered and verified by both Lumos Operations and Easy EventCrew.
Registering Your End Time
If you are also doing the load-out after the event, you will travel back to the storage unit with the van driver and help return all equipment.
Once everything has been unloaded and neatly stored in its correct place, send a message in the WhatsApp group together with a photo of the organised storage unit.
This records the official end time of your shift, allowing you to submit your hours and have them verified by Lumos Operations and Easy EventCrew.
Equipment Checklist
Each event uses approximately 2,500 candles, which means a minimum of 20 candle boxes must be loaded into the van (depending on the box size). You will be given information on where each item is located in the storage unit.
Before leaving, make sure all equipment is loaded and accounted for:
+-20 × Candle boxes
5 × Stage planks
20 × Stage legs
1 × Stage stairs
2 × Tall shelves
2 × Small shelves
1 × Stage box — same type as the candle boxes, marked with a large “S”. Contains the toolbox, stage skirt and stage clamps.
1 × Manager’s box — contains the microphone, wireless transmitter/receiver and USB power brick.
1 × Flyers box — check that there are enough flyers and refill if necessary.
1 × PA speaker
3 × LED spotlights
1 × Stand bag — contains 3 light stands and 1 speaker stand.
1 × Power bag — contains extension cords and power bricks.
1 × Cable reel bag — contains 1–2 cable reels.
1 × Rubber mat bag
1 × Small transport cart
Important: Do a final equipment check before closing the storage unit and leaving. Missing even one essential item can affect the setup or the event.
Securing the Candle Boxes
Make sure all candle boxes are upright and properly secured before driving. They should not be able to tip over or move around during transport.
If a box tips over, the candles can be damaged, batteries may fall out, or the lid can open and spill the candles inside the van. Always check that the boxes are stable and secure before leaving.
Storing back into the storing unit
Keep each equipment batch together on its assigned side of the storage unit:
Yellow Batch → Left side
Red Batch → Right side
Stack the stage planks together, with the stage legs and stairs kept with the same batch.
Candle boxes can be stacked 3–4 boxes high, depending on the box size and stability.
Equipment can be stored on top of the stage planks to save space, but only in stable stacks that cannot tip over.
Never place equipment from one batch on the other batch's side.
The most important rule: keep the two batches separate at all times. Do not just unload everything and leave. The shift is finished when the equipment has been returned to the correct batch, safely stacked and the storage unit is ready for the next event.
NOTE: Send one final storage photo to the event group before leaving.
If something is damaged or missing, report it immediately. Take a clear photo and send it in the event WhatsApp group before leaving the storage unit. Do not put damaged equipment back without reporting it.
