Shipping Prefabricated Exhibit Assembly Stages

Assess Your Cargo

Precisely determine the dimensions (length, width, height) and weight of each stage and the total shipment weight. Obtain detailed drawings and specifications. Note material types (steel, aluminium, etc.), the centre of gravity for stability calculations, and any disassembly possibilities for easier transport. Create accurate weight and measurement documentation.

Determine the Shipping Method

The optimal method depends on the dimensions and weight. Options include Breakbulk, oversized containers, flat rack containers, and open-top containers. Weight and size restrictions apply to all options. Shipping International can advise on suitable methods.

Packaging Your Cargo

Custom-built crates offer superior protection. Use appropriate dunnage (e.g., wood, foam) to prevent shifting and impact. Utilize plywood or steel bracing, and adhere to international packaging standards (ISPM 15). Clear, durable labeling with handling instructions is crucial.

Secure Permits and Documentation

Obtain necessary export and import licenses, prepare a detailed cargo manifest (including dimensions, weight, and packaging details), arrange customs brokerage services, and secure permits for oversized/heavy cargo transport. Accurate documentation is vital for smooth customs clearance. Shipping International can assist with this process.

Carrier Selection

Choose a carrier experienced in out-of-gauge (OOG)/project cargo, including Breakbulk shipping if necessary. Consider insurance coverage, tracking capabilities, and reputation. Shipping International has a network of reliable carriers.

Transportation Arrangements

Specialized transport may be required (low loaders, heavy-lift vehicles). Port handling involves cranes and heavy-lift equipment. Secure appropriate vessel space. Arrange specialized transport to the exhibition site. Shipping International can manage transportation logistics.

Shipment Insurance

Obtain comprehensive cargo insurance (e.g., all-risks, Institute Cargo Clauses) to cover potential damage or loss. Ensure adequate coverage for the shipment's value.

Shipment Tracking and Monitoring

Regularly monitor shipment progress using GPS tracking and online portals. Proactive monitoring helps identify and address potential issues.

On-Site Supervision

On-site supervision at loading and unloading points ensures safe and efficient handling, potentially preventing damage and saving costs.

Budgeting and Cost Estimation

Create a detailed budget encompassing all costs: shipping (freight, handling charges, port fees), insurance premiums, permits and licenses, customs brokerage fees, packaging materials, specialized transport (to and from ports, and to the exhibition site), potential storage fees, and on-site supervision. Request itemized quotes from carriers and service providers to ensure accuracy. Shipping International can provide cost estimates.

Risk Assessment and Mitigation

Identify potential risks such as damage during transit, port delays, customs hold-ups, and theft. Develop mitigation strategies including: using robust packaging, selecting reliable carriers with proven experience in handling OOG cargo, obtaining comprehensive insurance, having contingency plans (alternative shipping routes or transport options), and ensuring all documentation is accurate and complete. Proactive communication with all parties involved is crucial. Shipping International can help mitigate risks.

Post-Delivery Procedures

Upon delivery, thoroughly inspect the shipment for any damage. Document any discrepancies immediately, taking photos and videos as evidence. If damage is found, follow the claims procedure outlined in your insurance policy. Retain all documentation related to the shipment, including invoices, permits, and inspection reports. This will be crucial for any potential claims.