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.
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