May 2001

Around the world
Tips on helping your exhibitors choose a freight forwarder for an international show
By Michelle Bruno

Whether or not exhibits arrive on time at an international show can spell the difference between success and failure for exhibitors and show management. Forwarders thatspecialize in shipping exhibition freight and arranging the customs clearance and local delivery of shipments handle the international shipping process. Here are some tips on selecting a freight forwarder and ensuring the best possible service for your exhibitors.

Choosing a shipper

• Make sure the freight forwarder has offices or local representatives in the destination country. A local office often adds a higher level of control than a local agent. Scrutinize the local office/customs broker being used as carefully as the freight forwarder, especially if it’s a separate company. Ask for references, and visit their offices during site visits.
• Evaluate shipping companies’ experience, references and pricing. Ask how long the forwarder has been in business, whether the company specializes in exhibition shipping and whether the shipper offers door-to-door service.
• Clarify the freight forwarder’s procedures and policies if freight doesn’t arrive as scheduled.

Key points for the RFP

• In addition to a line-by-line tariff of the shipping costs, request a sample quote. What would it cost to ship a display that weighs 5,000 pounds and is valued at $50,000 from Chicago to Paris? Such a request helps you interpret the tariff and compare pricing from one forwarder to another.
• Ask for a list of complimentary services that the freight forwarder will provide to show management. These services may include shipment of show materials (up to a certain weight or dollar value), customs clearance, delivery to the show site and temporary import bond charges.
• Inquire about staffing procedures. Ask how many of the freight forwarder’s staff will be on site to assist exhibitors and solve any problems, and for how long.
• Request a sample of the forwarder’s shipping instructions. Doing so helps you see the risks, prohibitions and requirements that exhibitors will face and identifies any objections that exhibitors might have to participating in the show.

Pointers for exhibitors

• Customs and procedures can be very different overseas. The sense of urgency, level of care in loading and unloading freight, and attention to detail will vary from country to country. Tell your exhibitors that it’s the freight forwarder’s job to mitigate these differences and provide a seamless service.
• Suggest that your exhibitors consider pre-selling equipment to a qualified buyer. This eliminates the costs of a return shipment. As an added bonus: The exhibitor and buyer can share the costs of shipping to the show.
• Freight forwarders are only the “brokers” of services. They usually don’t own the airplanes, trucks or equipment used to transport the exhibit between countries. Exhibitors need a “plan B” in case uncontrollable situations arise, such as labor stoppages, power outages and equipment failures.

For the exhibitor manual

• Give exhibitors the names and cell phone numbers of decision makers from the local company “in country” so that someone can provide assistance in case the shipment doesn’t arrive.
• Provide detailed shipping instructions that include deadlines, documentation requirements, packing/marking/labeling instructions, service and payment terms, a list of prohibited items, insurance coverage, tariffs and limits of liability.
• Include tips and advice to minimize the exhibitor’s costs, such as strict observance of shipping deadlines, shipment via surface (ocean or truck) whenever possible, and shipping only what’s necessary.

Sources: Lou Kerpan, Operations Manager, R.E. Rogers Inc., (310) 378-4888; Stephanie Selesnick, Executive Vice President, International Trade Information Inc., (818) 591-2255. 

Michelle Bruno is a writer and Web publisher based in Salt Lake 
City. She has worked in and written about the international events industry for more than 15 years. You can reach her atmichelle@brunogroup.com .