Transportation process and related precautions of exhibits during international exhibitions

Transportation process and related precautions of exhibits during international exhibitions

No matter more than ten years ago or today, for many enterprises, exhibition is a mainstream traditional way to develop customers. Through exhibition, they promote their products to attract customers' attention. In the whole exhibition process, the transportation of exhibits, as a key link, is crucial. If there is a slight error in the transport of exhibits, it will seriously affect the exhibition plan of enterprises, and in serious cases, it will turn the expensive exhibition plan into a bubble. Here, Xipu International introduces the transport process of exhibits and some precautions.

The transportation of exhibits refers to the act of moving exhibits to the destination by means of transportation and various means after the packaging of exhibits (including loading and unloading of exhibits). The scope of responsibility is from the time when the packaging box of exhibits at the place of departure leaves the ground to the time when the packaging box of exhibits reaches the destination lands. In a broad sense, the transportation of exhibits includes the transportation of exhibits before and after the exhibition, the transportation of physical objects distributed to exhibitors and visitors during the exhibition, and the transportation of supporting exhibition facilities; In a narrow sense, the transportation of exhibits refers to the transportation process with exhibits as the main body. Therefore, during the transportation of exhibits, we should do the following work well.

**1. Make preparations before transportation**

For some large-scale exhibitions, exhibitors (also known as organizers, commercial exhibitors can be referred to as exhibitors, just as the name implies, they are enterprises that organize exhibitions) usually designate one or several exhibition transport companies as their transport agents for exhibitions, and brand exhibitions often designate transport companies with good service and reputation. International exhibitors are usually transported by some international transportation companies. When the exhibitors apply for exhibition approval and file it with the customs, they will also file the transportation agent with the customs. The customs will only accept the customs declaration business of which transportation company the exhibitors entrust. Therefore, the exhibitors should consult clearly in advance.

2. Inform the carrier of the details of the goods

After the exhibitors decide to participate in the exhibition, the organizer will inform the exhibitors which transportation company has been entrusted as the transportation agent of the exhibition. Exhibitors can also take the initiative to ask the organizer which company will do the transportation business for the exhibition. At the same time, the transporter will also get a list of exhibitors and take the initiative to contact the exhibitors, and will send a bill of lading to the exhibitors, which lists the charging standard, delivery date, consignee and other items. The exhibitors should fill in the information of the goods as clearly as possible and return it. The detailed information of the goods should be told to the transporter, such as the information about the exhibits, the exhibition address, date, recipient, and the box number, shipping mark, size, gross weight, net weight, and total volume and weight of the exhibits.

3. The label of the packing box should be fine

First of all, outsourcing must be meticulous. The labels must be filled in the packaging box of the goods. The company name, exhibition name, booth number, date, goods name and other details must be clearly written. In order to save costs, some carriers subcontract their goods. After several subcontracts, a company with transportation capability will ship the goods together. In the peak exhibition season, the goods carried by the exhibition transporter will also belong to different venues. In the case of multiple exhibitions held in one exhibition center, the transporter will not know which hall to send the exhibits to. Therefore, the contents of the labels during the transportation of exhibits are particularly important. If they are not clearly written, it is easy to cause goods to be lost or enter the wrong venue. In addition, necessary shockproof materials for fragile commodities shall be filled, and fragile signs and no inversion signs shall not be omitted.

4. Precautions when selecting a carrier

There are both international and domestic exhibitors in an exhibition. Some international transportation companies and international exhibitors are usually contacted by their agents. Although international exhibitors can choose carriers, it should be noted that exhibitors can choose any one transport company to transport ordinary goods, but not any transport company can transport exhibits under customs supervision. According to the regulations of the customs, the exhibits will not be taxed when they enter the country for exhibition, because they have to leave the country after the closing of the exhibition. In order to ensure that there will be no tax evasion, the transporter should ensure that the goods will not be sold randomly in China under the supervision of the customs. At present, not every transportation company can do this kind of transportation supervision business. Therefore, overseas exhibitors should pay special attention to this issue when participating in the exhibition.

5. Close contact with the carrier during transportation

After delivery, the carrier shall be informed in a timely manner, the person in charge of the other party shall be informed that the goods have been delivered, the waybill shall be faxed, and what kind of goods have been delivered, through which company, etc. shall be clearly stated. Notice should not be sent by telephone only, but by fax in the form of documents. First, it is convenient for the other party to keep a copy of the goods for inspection. Second, when the other party's contact person is not available during the exhibition, other responsible persons will also check the contents of the documents. In addition, special personnel are arranged to communicate with the transportation company. In some exhibitions, the transportation company often delays due to the lack of internal communication. Therefore, like each link, the transportation must be carried out by a specially assigned person.

6. Flexible response to emergencies

Generally speaking, the goods for exhibition usually arrive two days before the opening of the exhibition, but sometimes there are accidents in the process of transportation. For example, the participating cities suddenly implement traffic control because of some activities. Some carriers do not know this experience, but they have rich experience. Therefore, exhibitors must keep close contact with the transporter and provide some certificates and documents as required by the transporter. In addition, the exhibitors should check the exhibits in time after arriving at the booth. Once they find that the exhibits are lost or damaged, they should immediately contact the leader of the exhibition group or directly contact the foreign insurance company to ensure the necessary verification steps such as taking photos at the first time, so as to reduce the loss to Z low.