Shipping High-Capacity Event Screens

Assess the Cargo

Determine the specifics:

• Exact dimensions (length, width, height)
• Weight
• Unique features (fragile components)

Obtain manufacturer's specifications and packing instructions. This is crucial for safe and compliant shipping.

Choose the Right Shipping Method

Oversized or Out-of-Gauge (OOG) Shipping:

• FCL (Full Container Load): Ideal if your screen fits within a standard container alongside compatible cargo, offering cost-effectiveness and security.
• Breakbulk: Necessary for exceptionally large screens exceeding standard container dimensions, requiring specialised handling and potentially higher costs.

Select a Reputable Freight Forwarder

Essential Criteria:

• Proven experience in OOG and event logistics, demonstrating expertise in handling oversized and sensitive cargo.
• Relevant certifications and accreditations, ensuring compliance with industry standards and regulations.
• Comprehensive insurance coverage, protecting your valuable equipment against potential damage or loss during transit.
• A strong track record and positive client testimonials, providing assurance of reliability and professionalism.

Secure Necessary Permits and Documentation

Essential Documentation:

• Export and import licenses, complying with international trade regulations.
• Customs documentation (commercial invoice, packing list, certificate of origin), facilitating smooth customs clearance.
• Special permits for oversized cargo, addressing specific requirements for handling and transportation of OOG shipments.

Accurate and complete cargo details are paramount to avoid delays and potential complications.

Packaging and Crating

Robust, custom-designed crates or specialised packaging is essential to protect your screen during transit. Consider climate control for sensitive equipment.

Inland Transportation

Specialised vehicles are required for OOG shipments:

• Lowboy trailers, designed for transporting heavy and oversized cargo.
• Heavy-lift equipment, capable of loading and unloading exceptionally large and heavy screens.

Careful route planning is crucial, addressing potential challenges such as navigating tight city streets or low bridges.

Port Handling and Loading

Careful coordination is essential for loading onto the vessel, ensuring proper securing and protection. Specialised equipment (cranes, forklifts) is often required. Proper weight distribution is crucial to prevent damage or instability.

Ocean Freight

Suitable Vessel Types:

• RORO (Roll-on/Roll-off): Efficient for loading and unloading large equipment.
• Container ships: Suitable if your screen fits within a standard or oversized container.

Consider transit time, cost, and vessel availability when selecting your shipping route. Route selection also involves assessing weather conditions and potential canal transit times.

Customs Clearance

Shipping International will typically handle customs clearance at origin and destination ports. Ensure all documentation is in order to avoid delays and potential duties or taxes.

Delivery and Unpacking

Arrange specialised transport from the port to the event location. On-site supervision during unpacking and setup is recommended to ensure no damage occurs during the final stages of delivery.

Insurance

Obtain comprehensive cargo insurance (e.g., all-risk, Institute Cargo Clauses) for adequate coverage against potential losses or damage during transit.

Key Considerations

• Weight and Dimensions: Accurate measurements are crucial for selecting appropriate shipping methods and vehicles.
• Route Planning: Account for potential obstacles and restrictions along the transport route.
• Port infrastructure: Ensure the port facilities can accommodate your oversized cargo.
• Budget: Factor in all costs, including freight, insurance, permits, and handling fees.
• Timeline: Allow sufficient time for each stage of the shipping process to avoid delays.

Checklists

Use these checklists to track your progress.

Checklist for Assessing the Cargo:

• [ ] Record exact dimensions (length, width, height).
• [ ] Determine the weight.
• [ ] Identify any fragile components or unique features.
• [ ] Obtain manufacturer's specifications and packing instructions.

Checklist for Choosing the Right Shipping Method:

• [ ] Determine if cargo is oversized or out-of-gauge (OOG).
• [ ] Assess suitability of FCL (Full Container Load).
• [ ] Consider necessity of Breakbulk shipping.
• [ ] Choose the most cost-effective and secure method.

Checklist for Selecting a Reputable Freight Forwarder:

• [ ] Verify experience in OOG and event logistics.
• [ ] Check for relevant certifications and accreditations.
• [ ] Confirm comprehensive insurance coverage.
• [ ] Review track record and client testimonials.

Checklist for Securing Necessary Permits and Documentation:

• [ ] Obtain export and import licenses.
• [ ] Prepare customs documentation (commercial invoice, packing list, certificate of origin).
• [ ] Secure special permits for oversized cargo.
• [ ] Ensure all documentation is accurate and complete.

Checklist for Packaging and Crating:

• [ ] Use robust, custom-designed crates or specialized packaging.
• [ ] Consider climate control if necessary.
• [ ] Ensure adequate protection during transit.

Checklist for Inland Transportation:

• [ ] Arrange specialized vehicles (lowboy trailers, heavy-lift equipment).
• [ ] Plan route carefully, considering potential obstacles.

Checklist for Port Handling and Loading:

• [ ] Coordinate loading onto the vessel.
• [ ] Ensure proper securing and protection.
• [ ] Use specialized equipment (cranes, forklifts) as needed.
• [ ] Ensure proper weight distribution.

Checklist for Ocean Freight:

• [ ] Select suitable vessel type (RORO or container ship).
• [ ] Consider transit time, cost, and vessel availability.
• [ ] Assess weather conditions and potential canal transit times.

Checklist for Customs Clearance:

• [ ] Confirm freight forwarder will handle customs clearance.
• [ ] Ensure all documentation is in order.

Checklist for Delivery and Unpacking:

• [ ] Arrange specialized transport from port to event location.
• [ ] Arrange on-site supervision during unpacking and setup.

Checklist for Insurance:

• [ ] Obtain comprehensive cargo insurance (e.g., all-risk, Institute Cargo Clauses).

Troubleshooting Section

• Damaged Goods: Immediately contact your freight forwarder and insurance provider. Document damage with photos and a detailed report.
• Customs Delays: Your freight forwarder should be your primary contact for resolving customs issues. Ensure all documentation is correct and readily available.
• Route Changes: Work with your freight forwarder to find alternative routes and inform all relevant parties.

Remember to replace "[ ]" with "[x]" once each step is completed.

Contact Information

Logistics Expert at Shipping International

This email address is being protected from spambots. You need JavaScript enabled to view it.

Tel: 0330 027 0450