Special of the Month: Aluminum Shippers
Getting it There – Exhibit Freight
Putting together a great exhibit takes time and energy – and some money too. But that will all be for naught if the thing never makes it to the site! And, even if it does, unexpected expenses – especially drayage – can severely cut into your ROI. Like it or not, handling your freight properly is as important as any other part of the exhibiting game and, like any game, there’s a wrong way and right way to play it….
The Great Crate Debate: Aluminum vs. Wood. Actually, there’s little cause for debate about which is better. If your company plans to participate in four or more U.S. trade or consumer shows, then it needs aluminum-constructed crates. What’s wrong with wooden crates? To start with, they are excessively heavy. Aluminum crates weigh approximately seventy-five percent less than wooden crates, which means you’ll be spending that much less on drayage for those items. Also, aluminum-built crates are more durable, so you’ll save later because of reduced refurbishment requirements.
Negotiating Costs. Unless your company is engaging in a great deal of business with a freight company, it will most likely not rate a volume-based discount. Nevertheless, the industry is highly competitive and vendors are willing to negotiate – especially if they suspect you are willing to take your business elsewhere. We recommend getting at least three price quotes from reputable exhibit freight companies before procuring services. This may sound like simple comparison-shopping, but there’s actually more going on here. You see, the lowest priced exhibit freight provider is not necessarily the one you ought to choose. Quite often, one carrier may have better capabilities at a particular city or show than its competitors. Those competitive price quotes you gathered can therefore be used in one of two ways: 1. You can go with the lower-priced vender if it is, in fact, the right choice. 2. If it the higher priced company is actually the one you need to use, you can use the other company’s lower price as a negotiating tool. “I’d really like to go with Acme Shipping, Harry…but Sheila over at Ajax Shipping says she can do it for a third less. How about meeting me halfway?”
Vegas/Orlando/Anaheim/Anywhere U.S.A. or Bust. You’ve packed your shipment correctly and are confident in your vendor. But, as long as Murphy’s Law remains on the books, you need to take some further steps to ensure that nothing can go seriously wrong. Place four shipping labels on each crate. And, make sure that the labels have complete contact information for yourself and at least one other person. Gather as many contact numbers as you can. Supervisors, dispatchers, local hub personnel, and especially the driver who will be delivering your booth. Deter theft by wrapping your shipper in non-transparent shrink-wrap. If thieves can’t see what’s in your crate, they’re less likely to steal it. (Even crooks aren’t foolish enough to risk jail for stealing a pig in a poke.)
Hoping for the Best, Preparing for the Worst. Even though you’ve taken every precaution, worst-case scenarios can still happen. Therefore, always check to see what type of insurance your carrier provides prior to scheduling freight. If that coverage isn’t sufficient to cover your possible losses, then you may want to purchase as much insurance as you need to make up the difference. To ensure that you’ll be able to collect from an insurance provider, you will need to take pictures of the crates and exhibit properties before they leave your facility. Be especially diligent in documenting serial numbers of costly electronics (plasma televisions, etc.) Later, make sure to inspect the items upon arrival at the show and when leaving the show and when accepting them on their return. At all points, don’t sign anything until you have thoroughly inspected the properties for damage or losses. If anything odd has occurred, a description of the incident must be noted in the freight documents (bill of lading) and through photos. If a theft occurs, make sure to fill out a police report and report it to the venue’s security office.