Shipping Event Projection Systems

Shipping Your Event Projection Systems: A Guide

Shipping Your Event Projection Systems: A Guide

Shipping event projection systems requires careful planning and execution due to the fragile nature and varying sizes of the equipment (projectors, screens, audio equipment, cabling, and accessories).

Choosing the Right Shipping Method

The best shipping method depends on the volume and dimensions of your equipment:

FCL (Full Container Load)

Best for: Large shipments that can fill a 20ft or 40ft container.
Advantages: Most cost-effective and offers the best protection.
Process: Equipment is carefully crated and palletised within the container.

OOG (Out of Gauge)

Best for: Items exceeding standard container dimensions (height, width, length) or exceeding weight capacity.
Advantages: Necessary for oversized or overweight equipment.
Process: Requires specialized handling and potentially Breakbulk shipping.

Breakbulk

Best for: Smaller shipments or when OOG items are better handled individually.
Advantages: Suitable for smaller, less-than-container-load shipments.
Disadvantages: Less cost-effective and carries a higher risk of damage.
Process: Equipment is secured onto pallets or in crates for loading onto a vessel's open deck.

Packaging and Crating Best Practices

Proper packaging is crucial to prevent damage during transit. Use high-quality materials such as:

Custom-fit crates made of sturdy wood or plywood
Bubble wrap for cushioning fragile items
Foam padding to fill gaps and prevent shifting
Stretch wrap to secure items to pallets
Acid-free tissue paper to protect delicate surfaces

Secure all equipment firmly within the crate to prevent movement. Use straps, bracing, and padding as needed. Clearly label all crates with contents, handling instructions ("FRAGILE," "THIS WAY UP"), and destination information.

Insurance and Liability

Cargo insurance is highly recommended to protect against loss or damage during shipping. Types of coverage include:

All-risks coverage: Protects against virtually any loss or damage except for specifically excluded causes.
Specific coverage: Covers only specified perils, such as fire, theft, or collision.

In case of damage or loss, file a claim with your insurance provider promptly, providing all necessary documentation, including photos and shipping documents.

Shipping Checklist

Assess equipment dimensions and weight
Choose appropriate shipping method (FCL, OOG, Breakbulk)
Source packaging materials (crates, bubble wrap, etc.)
Carefully pack and crate equipment
Label crates clearly with handling instructions and destination
Obtain cargo insurance
Arrange for pickup and transportation to port
Track shipment and confirm delivery

Recommendations

For most significant event projection systems, FCL is generally preferred unless exceptionally large or heavy items necessitate OOG or Breakbulk shipping. Careful planning and crating are crucial regardless of the chosen method.