Return to Sender – address unknown…………..

Shipping is one of those awful jobs that if not done properly can give you nightmares!  We do a lot of shipping and we take it seriously!  Here are some tips for shipping and receiving that may help you in the upcoming busy fall season.

• Package your shipment properly. Do not scrimp on proper packaging. Regardless of your mode of transportation, arriving intact is just as important as arriving on time.  
• Your label is key and must tell a story.

ü  When we are sending large shipments we always include the content of each box which makes unloading a breeze.  Different colored labels are also useful.  Use a different colored label for each area of your conference (Registration/Trade-show/Office/Back-stage/General Session Room)

ü  If sending for a trade show include exhibitor name, booth number, show name, contractor name, street address, and a specified arrival date and time. Ensure you know the proper target date as well as the right check-in time.

• Know how to contact your carrier 24/7. Always have after hours contact phone numbers for all carriers and show site contacts. 

ü  Keep your FedEx/UPS/Purolator phone numbers and accounts handy in one centralized location and make sure you have them when you are traveling 

ü  For private van shipments, you should have the drivers cell phone number

• Proper documentation – a passport for your box. Ensure that your carrier has all of the information about what they are hauling and include an itemized inventory sheet and a completed Bill of Lading

ü  For tradeshows display the booth number, show name, contact person, show contractor and arrival date and time.

ü  Account for not just the price of shipping, but taxes, possible duty and brokerage fees to determine so there are no surprises to your bottom line

• Verify Verify Verify. 

ü  Shipping is not complete until you know for sure it has reached its destination. Track your package to make sure the recipient has received it or make sure you know where it will be stored if you need to find it at a hotel or convention center when you arrive.

ü  For large shipments and trade show deliveries – Does the venue require a lift gate? Where is the marshaling yard located? Has early load-in been approved? Is the move-out date/time still correct? Will the packages need to be picked up in a loading dock or be magically delivered to my exhibit booth?

• Leave time at the end of your program for packing. There are always items to return to your office.  Put Packing-Up right on your task lists. 

ü  Try to pack up things that are no longer needed at the end of each day.  Make sure you have all your shipping material for returning items.  Have labels ready so you know what is in each box making the sorting process much easier when you return to the office.

ü  Be sure to mark boxes/packaging that you want to save for return shipping as “DO NOT THROW OUT – BELONGS TO,..” . Even better, pack “Do Not Throw Out” labels into your shipment.

Hope my “Free Idea” makes your Friday!

To learn more, please visit www.andlogistix.com

PS - A post script tribute to a Canadian Champion

I have never been much of a political keener; however I was very pleased to hear the news that Jack Layton was to receive a state funeral (a rare honor and a break from protocol as state funerals are only reserved for heads of government, cabinet leaders and governor generals).  I make my home in Leslieville where Mr. Layton, Leader of the Opposition served as my Member of Parliament for close to 10 years.  My neighbors are single moms, married gay couples, older adults, movie mogul money makers from the film district and new immigrants – and smiling Jack was the champion of us all. He helped make our little part of the world a better place - a vibrant, eclectic, tolerant neighborhood in the heart of the city.  So thank you Jack.  I hope your “new neighborhood” treats you well.

Abstinence makes the heart grow fonder

Mid-August temperatures always means fewer phone calls, less emails and for me = time to brainstorm new ideas for the fall season.  It is also a perfect time to STEP AWAY from your blackberry – go for a walk – take a lunch break or try a blackberry-less Friday.

The cartoon speaks volumes but all kidding aside - people often ask me what I think about the presence of the blackberry around a boardroom table. Now, I hope RIM stock doesn’t take a plunge but I really think that your mobile email devices should remain stored if you are having a meeting.  It is not only professional but also respectful to give everyone the courtesy of your full attention.   If you are conducting a meeting that is over 1 hour long, you should also schedule breaks to allow everyone to check emails for anything urgent.

Here are some other dos and don’ts I recommend:

1.       Attend the entire meeting (being late or leaving early causes disruption and delays the process as late comers always need to be brought up to speed)

2.       Set a time limit for the meeting and end on time

3.       Prepare an agenda and assign time limits to discussion points.  Put any tangential conversations aside and reassign them at the end of the meeting

4.       Summarize decision made or progress made at the end of each discussion point and re-state action items for that section

5.       Distribute minutes within 2 business days and follow up after the meeting with a reminder of action items, assignments and open items yet to be resolved.

Hope my “Free Idea” makes your Friday!

To learn more, please visit www.andlogistix.com

Coffee, Tea or……….?

On a recent flight to the US, I witnessed a passenger getting very upset because the flight attendant had run out of tea bags after serving only half of the aircraft.  I later heard the flight attendant saying that it always happens on flights from Canada.  Do Canadians drink more tea? Was the passenger not able to drink juice or coffee because of an allergy?  After multiple occurrences would they not know to add more tea bags to those particular flights? Should the airlines even need to go to that effort for a food/beverage preference?

Coincidently later on that day, I met with a colleague who provides training on the various types of food allergies, conditions, dietary restrictions and preferences that are out there, and can help you design healthy menus for your events or venues.  Tracy Stuckrath is a fellow CSEP (Certified Special Event Professional) based in Atlanta. She herself lives healthy with a yeast-free diet (no yeast, sugar, nor vinegar, dairy, white flour, peanuts, and mushrooms).

Despite what one would think is a limited diet choice, Tracy is passionate about food:  “Our lives revolve around food. We see it on TV. We read about it. We write about it. We fight about where it should come from and how it should be made. We create, bake and cook it - not just for ourselves, but for our customers, our friends and our loved ones.  And, most importantly, we eat it”.  Something that we take for granted each and every day. But we can’t take it for granted as planners.

Tracy went on to remind me that “US Congress made it law when they passed the Americans with Disabilities Act Amendments Act (ADAAA) of 2008. Eating and other bodily functions are now considered by law, major life activities. That may not seem like a big deal to most, but for the more than 12 million Americans with food allergies or the one in every 133 or roughly three million Americans with celiac disease, it is. It means that when they eat in the company cafeteria, attend a public meeting or event or go to a restaurant, they have a right to get a meal prepared for them that not only meets their dietary needs, but is also of the same quality as the others being served”.

Tracy recognized right away that this also meant that the hospitality industry - caterers, hotels, chefs, meeting & event planners would need to learn how to prepare and safely serve guests with special dietary needs.  “It's not easy at first, especially if you have multiple guests with varying allergies or needs, but it can be done successfully, tastefully, flavorfully and without an excessive amount of cost. It just takes a bit of creativity and forethought on the guest, the host and the chef”.

“Did you ever think about turning your vegetarian meal into a gluten free one? How about creating a quinoa salad cooked in vegetable broth and tossed with nuts, dried cranberries, vinegar, cilantro and parsley”– Tracy has!

Check out Tracy’s blog for more tips http://thrivemeetings.com/blog/

Hope my “Free Idea” makes your Friday!

To learn more, please visit www.andlogistix.com