Events and trade fairs always offer a good promotion possibilities of one's own activity or company: during events and trade fairs, the various activities and companies have the opportunity to increase their sales numbers and also make themselves known to potential customers, to be transformed into actual customers.
Very often, however, people are unaware of how these events and fairs are organised, in which, in order to participate, it is necessary to bring one's own products, to be put on display in the space assigned to one's own business or company. Among these modes of organisation, there is undoubtedly everything to do with the shipping of products to be exhibited and of one's own material. The question therefore arises: how do you organise shipments for events and trade fairs? We will explain this in this article, which was created precisely with the idea of being a guide to organising the various shipments of this type.
Needless to say, how absurd is the thought of foregoing an event or trade fair just because you do not know how to organise the expedition: once you are well prepared, in fact, thinking about the expedition will be almost child's play. The important thing is that everything is planned in time and that you use the support of reliable partners and couriers.
What the sender has to think about is only the’packaging of the various products: packaging, of course, is a rather delicate phase, to which all possible attention must be paid. In fact, it is only through quality packaging that one can be certain that the goods and the various products are not damaged during transport and that they do not suffer from any shocks they may receive.
Here, then, is a small vademecum to best organise this type of shipment.
- Use of sturdy boxes for transport. The boxes selected must be sturdy and in good condition to ensure the security of the package to be shipped.
- Pack objects perfectly. As we mentioned earlier, this is a fundamental step, which involves the use of strong boxes and filling materials (such as polystyrene or bubble wrap), which are useful for cushioning any shocks and knocks.
- Apply the’shipping label. This is the last step, which should never be forgotten, as the success of the shipment also depends on this label.
How to organise shipments for international events and trade fairs
And for the international shipments, about events and trade fairs, does anything change? We can say with absolute certainty that, for countries belonging to the European Union, it is sufficient to proceed as we explained in the previous paragraph. It is a different matter, however, with regard to events or fairs held in a non-European country, so shipping involves a few extra steps.
First of all, you should know that in this case you need all the various documents necessary for the customs control; In addition, you must also check that the goods and products you are shipping are not in the category of prohibited items in the destination country. Having said that, let's list the documents required for this type of shipment (which can be made by express courier, such as the UPS courier), which are as follows:
- a copy of the identity document;
- a copy of the tax code or VAT number;
- the declaration of free export;
- the various shipping labels (which we also referred to for national shipments);
- the pro forma or commercial invoice.
All these documents must be submitted through three copies, two of which must be written in the language of the destination country or at least in English. In addition, two of these documents require further data to be included in them: these two documents are the declaration of free export and the pro-forma or commercial invoice.
With free export declaration means that document which identifies the sender as being solely responsible for the goods contained in the parcel. Within this declaration, the following must be stated:
- personal data (own or company's);
- an e-mail address;
- the telephone number;
- the shipping number;
- the date of dispatch;
- the sender's signature.
As for the pro-forma invoice, The latter is the document in which all the information useful to customs, which is in charge of checking the parcel, is listed. In this invoice, the following data must be indicated:
- the purpose of the expedition;
- a detailed list of the products contained in the package and their materials;
- the sender's and consignee's shipping data;
- the place of production;
- the unit economic value and the total economic value.
Everything you need to know to make perfect shipments for events and trade fairs
Whether it is a domestic or an international parcel shipment, there are factors to take into account when organising a shipment for events or trade fairs.
As we have already said, it is necessary to plan and prepare everything on time, especially for dispatch parcels of large dimensions. After that, you need to understand which shipping service one may need, according to one's needs.
As far as the practical aspects are concerned, however, one must take care of the’package packagingTherefore, you must have all the materials you need and, once the package is packed, you must proceed with the application of all the labels required, These must contain as much information as possible about the sender, the consignee, the goods inside the parcel and the parcel itself.
Finally, it is necessary to have a contact person who is in charge of receiving the parcel containing the goods and the various products: this is essential to ensure that the parcel is not lost, rejected or damaged.
With these small tips and tricks, we are sure that organising your expedition to events or trade fairs will be very simple: you simply need to act in good time and have all the necessary information and materials at hand.
