Red carpet ready: The ultimate travel playbook to sashay into this year’s award season
As the red carpet rolls out for Australia’s 2025 awards season, we’re shining the spotlight on the groundwork behind the glamour to ensure cast, crew and cargo get exactly where they need to be. Think of this as your ultimate travel playbook, designed to ensure every moment (from the tarmac to the stage clutching a Logie) is as seamless as it is spectacular.
From synchronising star-studded arrivals to navigating international visas and wrangling delicate couture gowns, awards season is a whirlwind of high-stakes logistics. Behind the glitz and gold statues lies the ultimate juggling act, where timing is everything, and no detail is too small. With this playbook in hand, you’ll have the tools to make sure your team hits the mark every step of the way—because in this game, flawless execution wins the night.
The season officially kicks off in February with the AACTA Awards on the 7th, celebrating the best in Australian film and television on the Gold Coast. Hot on its heels are the Green Room Awards in late March, recognising excellence in Melbourne’s vibrant performing arts scene. By mid-year, the spotlight shifts to the Logie Awards, set to honour the stars of Australian television.
Each event brings its own set of challenges – from coordinating global arrivals, managing tight timelines, and ensuring every piece of luggage (from couture costumes to high-tech equipment) arrives unscathed and on time.
Our General Manager Adam Moon says awards season is a logistical balancing act that requires juggling synchronised itineraries with last-minute changes.
“From ensuring your cast and crew arrive in style to handling the complexities of global freight, awards season is a marathon, not a sprint,” says Adam.
“Over the years we have learned that the devil is in the detail. It’s not just about moving people and cargo, but about delivering a Logie-winning performance under immense pressure.
“But the right strategies, in the right place are the difference between a no show and a showstopper.”
To help you navigate the awards season like a pro, we’ve compiled the ultimate playbook to ensure your cast, crew, and cargo get where they need to be – on time and ready to shine.
Timing is everything
Awards season is all about being in the right place at the right time, whether it’s the lead star stepping onto the red carpet or the director attending a last-minute industry Q&A. Coordinating arrivals across time zones requires precision, says Adam.
“This is where aligning complex schedules is key. Having your cast and crew arrive on cue requires a level of coordination that leaves no room for error,” he says.
Allowing buffer time for delays, synchronising arrivals to maximise media impact, and considering private charters for high-profile talent are all part of the equation. But the real game-changer? Choosing a travel manager with awards-season expertise. They’ll not only juggle the logistics but also anticipate the unexpected, ensuring every moment is seamless - because when it comes to awards season, timing truly is everything.
Cut through visa red tape
When international travel is on the cards, visas and work permits are non-negotiable. For filmmakers, this often means navigating tight deadlines and ever-changing regulations.
Adam says, “Awards season travel is about precision. The smallest oversight can derail even the best-laid plans.”
Ensuring every team member has the right documentation well ahead of time is essential, especially when juggling multiple countries and complex requirements.
Keep your stars shining
A-list talent needs more than just a plane ticket, it’s about creating an effortless, tailored experience.
“The goal is to ensure they’re focused on the spotlight, not the logistics,” says Adam. From securing boutique accommodation to meeting specific dietary requests and coordinating on-ground security, it’s the finer details that keep your stars shining both on and off the red carpet.
Freight that steals the show
It’s not just about moving people, awards season also means moving everything from delicate couture gowns to high-tech equipment.
“Freight is a production’s silent partner,” says Adam. “When it’s done well, no one notices, but when it’s not, the cracks show.”
Getting critical items through customs and across borders safely and on time takes expertise and precision, ensuring nothing stands in the way of showtime.
Be ready for the unexpected
Awards season has its share of surprises, from last-minute schedule changes to delayed flights and unforeseen weather disruptions.
Adam says, “Preparation is key, but adaptability is just as critical. The ability to pivot quickly can be the difference between a disaster and a seamless solution.”
Having contingency plans in place and staying agile ensures the show always goes on.
