No car, no crew. How BWS manages its fleet so productions don’t stop.

A car nobody booked for the job. A car that comes back dirty. A warning light at midnight, and nobody knows what to do with it.

Small car problems turn into late crews and stressed clients.

So we do not leave the fleet to chance.

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01 — Every car has a calendar

We plan every car month by month. Which car, which job, which dates. We always know where a car is and where it goes next. No car is booked twice. No car is missing on the morning of a load-in.

02 — Live GPS on every car

Every car has GPS. We see where the crew is in real time. We also set speed limits. If a driver goes too fast, the office gets an alert and the driver pays a penalty. The rules protect the crew, and we enforce them.

03 — One (or two) drivers per job, set in advance

Before a car moves, we assign a driver in Sinch. One person is responsible for the car, the keys, and how it comes back. If something goes wrong, we know who was driving. On long trips abroad we put two drivers in one car, so they can swap and nobody drives tired.

04 — Every driver gets three documents

Before a driver takes a car, they get three things in writing.

• The car rules: no smoking, no trash, what is and is not allowed.
• A plan for a breakdown, a crash, or an accident — with who to call first.
• A fault form for problems that are not urgent. A warning light on a car that still drives fine does not need a call at 3 a.m. The driver fills the form, it goes to our Trello board, the office takes care of it. Nothing is left to guessing.

05 — Two checks a year, one full service

Twice a year we check every car. Usually off-season, when most cars are back at base. We look at the condition, clean them, and top up fluids like washer fluid and coolant. Once a year every car we can spare goes to the workshop for a full service. We do not wait for things to break.

06 — The driver keeps the car clean

Drivers get extra pay for the role. In return they do more than drive. They bring the car back in the same condition they got it. Clean, no trash, ready for the next crew.

07 — Our own fleet is not always enough, so we have a plan B

Cars are not perfect, and demand is not always predictable. When a job needs more cars than we have free, we work with rental companies to cover the gap. Sometimes we rent a bus and move the whole crew in one go. And when something breaks on the road, we improvise. One of our cars once got a flat tire abroad. Another BWS car was already heading that way, so we bought two new tires locally and dropped them off to be changed near the venue. The crew kept working. The job did not stop.

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For an event crew the car is part of the job. If the car fails, the booking fails.

Ready to talk about your next production? Book a call with Robin Volkmar, Head of Sales, or reach him at r.volkmar@bws.net.pl.

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