In this blog, we’ll explore the optimal approaches for managing event logistics, including shipping. Shipping internationally presents distinct challenges compared to local shipments, encompassing customs regulations, additional formalities, and procedures. Familiarizing yourself with these intricacies is crucial to ensuring the safe and timely arrival of your packages across borders.
Participating in an international trade show or corporate event is a great way to spread the word about your business and increase your brand’s visibility, but there’s a lot to know when it comes to packing everything for shipping abroad. Here’s the best practices for event shipping and logistics.
1. Pack with Caution For Event Logistics
Items shipped internationally have a long journey before they reach their final destination, so it is extremely important to pack them carefully. After all, you want to make sure they arrive in the same condition that they were sent. Be aware of all the elements your items might be exposed to during the shipping process, including dust, moisture, weather and sudden movement, and protect them appropriately. Also note the shipping regulations of the country to which you are sending your items. Avoid packing them with material that the recipient country considers potentially dangerous, which could result in your package being dumped!
Subscribe to the Ex-works24/7 newsletter
2. Create Appropriate Address Labels
For international shipping, it may be necessary to put two different mailing labels on your packages. In such cases, the first label must be in English and the second label in the official language of the country to which it is being shipped. If you find that multiple labels are required, be sure to affix both labels side by side so there is no confusion as to where the items are to be shipped.
3. When to work with a freight forwarder
For events with significant shipping needs, the most logical thing to do is to work with a freight forwarder who specializes in the type of event you are managing and someone who has built relationships with that destination. Ideally, this will be a trucking company with offices in the city where your event is taking place and regionally in some key markets where your shipments originate from. You can usually arrange for your goods to be collected from your office (or other departure location) and delivered to you using a mix of couriers, freight forwarders, and customs brokers to meet your shipping needs. It’s also important to know if any of your items are prohibited in the country to which you’re sending them, your freight forwarder may help you on this. You don’t want your entire package—and schedule—to get derailed because of a single item you may have been able to live without.
4. Choose method of transportation
For international shipping, there are two main options: By Sea or by Air. Of course it’s much faster by plane. Your items will likely arrive at their destination within a few days. If ship is used to transport the items, it may take up to eight weeks for the items to arrive. arrive. If you need to ship your items, please allow sufficient time to prepare your shipment. For this reason, it is recommended that you do your research to determine which international shipping method is best for your event items.
5. Know Your International Shipping Deadline
It can take a lot longer to ship something monitored than shipping onsite (months instead of weeks or even days), which means you need to plan ahead and make sure your team is ready to ship on time. your event. To ensure your packages arrive on time, contact the venue early in the planning phase to find out when they will need the equipment and contact local delivery services to know exactly how long shipping will take your Packages.
Conclusion: Mastering event logistics and shipping requires careful planning, strategic partnerships, and attention to detail. By implementing expert best practices, you can ensure seamless execution, minimize risks, and optimize resources for successful events. Start early, collaborate with reliable partners, and prioritize efficiency and sustainability to deliver unforgettable experiences for attendees.
