Q: What is best practice now?
A: Best practice in event freight and logistics involves several key aspects to ensure the smooth and efficient running of events:
1. Planning and coordination is key. This includes understanding the specific requirements for the particular show, type of goods being transported, the timeline and any special handling needs. Coordination with all stakeholders, including the event organiser, exhibitors, venue and freight forwarders is essential.
2. Ensuring compliance with all relevant regulations and obtaining the necessary documentation is vital. This includes customs declarations, permits, and insurance. Correct documentation helps avoid delays and ensures that goods are handled correctly. You need to adhere to any particular country regulations relating to restricted or prohibited goods and advise exhibitors accordingly.
3. Proper packaging and labelling of goods are important to prevent damage or loss and ensure that items are easily identifiable.
4. Identifying potential risks and having contingency plans in place is crucial. This includes assessing the risks associated with transportation, handling, storage, and implementing measures to mitigate these risks. Weather conditions can cause havoc depending on the time of year of the event, especially winter months. We always have Plan B, C and D! Being proactive to change is paramount in the planning stages.
During a recent show, we assisted an exhibitor who had booked with another provider but couldn’t get their stand materials to the venue. They were about to return home due to this issue, believing there was no reason to stay at the expo. Our team intervened, collected all their goods from the depot, where the goods were stuck, and delivered them to the show. Regardless of the obstacle, your logistics partner should always be ready to help and go the extra mile!
5. Leveraging technology can enhance efficiency. This includes using tracking systems to monitor the movement of goods, digital platforms for communication and coordination, and software solutions for managing logistics operations in the background.
6. Incorporating sustainable practices in exhibition freight can have a positive impact. This includes using eco-friendly packaging materials, optimising transportation routes to reduce carbon emissions, and recycling or reusing materials whenever possible.
7. Providing excellent customer service is key to building strong relationships with clients. This includes clear communication, timely updates, and addressing any issues or concerns promptly. Your logistics partner needs to be available 24/7 for organisers and exhibitors. They need to have a real can-do attitude and a true desire to help. These are such important characteristics in this sector.
Adhering to these best practices enables companies to manage their exhibition freight operations both smoothly and efficiently, resulting in successful events and happy clients.
Q: How do you see it changing in the future?
A: The event logistics industry is constantly changing, with several important trends influencing its future. One major trend is the adoption of digital technologies, which is transforming how the industry operates. We are currently developing a digital platform to enable seamless communication and coordination, optimise the supply chain, and offer analytics.
There is also an increasing focus on sustainable practices within event logistics.
Providing an outstanding customer experience remains central to modern event logistics. This includes delivering personalised services, real-time updates, 24/7 access to teams, and efficient management of logistics to satisfy clients’ specific requirements.
Three top tips
1. Consider logistics at the planning stage, as some countries or venues may present challenges and higher costs for exhibitors, potentially deterring them from participating.
2. Your selection of a logistics partner should be taken with care and done early. They need to be able to represent an organiser and their brand with confidence, delivering seamlessly on their behalf.
3. Make sure you, or your logistics partner, have a plan B, C and D. You never know exactly what is around the next corner, so you need contingency plans for every eventuality.
Join Lenka and the other contributors to our Events Special on Wednesday, 13 November for a Q&A webinar when you will have the opportunity to put questions to them.
Air Business, an award-winning global logistics and technology company, provides intelligent solutions for logistics challenges in the event and exhibition sector. As a subsidiary of An Post, Ireland’s national post office, we enjoy both operational independence and robust support whilst prioritising exceptional service quality and customer experience.
Email: events@airbusiness.com
This article was included in the Events Special, published by InPublishing in October 2024. Click here to see the other articles in this special feature.
