The logic of logistics

No one plans to participate as an exhibitor in a trade show without exhibits, but it may happen, especially if something goes wrong while your goods are being transported. When it comes to the exhibition-freight business, use a freight company that is accredited with exhibition industry associations. Selection criteria Trans-Link Express is a member of the Singapore Association of Convention and Exhibition Organisers and Suppliers (SACEOS). Group managing director Sim Kian Kiat cited the requirements. "Use a freight forwarder with a good track record of handling freight to and at exhibitions," he said. "Experience counts. The freight forwarder must have good knowledge of customs regulations on import/export of exhibition goods to an event and know what services are required. "The freight forwarder must have a global network of offices or partners to handle exhibition freight. This is a unique network of resources that are specially dedicated and exclusive from the general freight-forwarding network. The freight forwarder must have liability insurance to protect their continuity to deliver, in the event of a claim arising." Rhema Events and Arts Services director Gerald Pillai said it is crucial to find a reliable company that delivers exhibits on time. The company should also have full knowledge of exhibition handling, including special packing methods and total control of the cargo from place of origin to destination and return. "This involves hassle-free, door-to-door service, knowledge and the ability to offer proper and prompt customs clearance at the various ports." Unlike general freight forwarding, exhibition freight involves a degree of extra knowledge as the cargo might require different types of customs declarations due to tax purposes. Sim cited one example where an exhibitor shipped cargo through a general freight forwarder for cost reasons. "The freight was less than a container load and the goods had to be consolidated with other cargo into a container. The final destination was Phnom Penh via Singapore. "The cargo arrived in Singapore and the agent of the consolidator took another ten days to reconsolidate the cargo into another container for Phnom Penh. "Without realising the need for timely delivery of the cargo, it finally arrived Phnom Penh but did not make it to the exhibition." Another shortcut to avoid is to courier goods directly to the exhibition venue. Again Sim spoke again from experience. "One time, the freight arrived at the destination and there was a requirement for customs clearance and duty payment," he said. "The venue did not want to acknowledge goods that did not belong to them. "They didn't wish to pay the duty on arrival so the courier had to hold the goods until the exhibitor arrived, which didn't happen until the eve of the exhibition opening. By the time they contacted the courier, the exhibits had missed the first day of the exhibition." Said Pillai: "Using a third-party agent to handle the cargo instead of the appointed official freight forwarder might mean additional costs for the exhibitor when their shipment arrives. As they are not appointed, the forwarder might not be able gain entry. "Handling fees imposed by the official freight forwarder at the exhibition ground can be a substantial amount to cover, especially when additional equipment such as forklifts and manpower are required to set up the exhibits. The chance that they are not scheduled for a slot at the unloading bay means further delay is possible." New challenges With new safety-compliance rules after the terrorist attacks of 9/11 and health rules arising from viruses such as bird flu, the exhibition freight business faces new challenges. Shipping exhibition goods to the US has become more cumbersome as they must be filed with the carriers as part of US Customs rules prior to the shipment at origin. Ageneral description of goods is no longer accepted by US customs. In the US and Europe, the cargo content and its consignee are heavily scrutinised before exhibits are allowed to enter a port. Any cargo arriving in the US must be consigned to an approved forwarder or direct owner in the US Customs database or it will not be allowed into the country. No amendments can be made after the final document is printed. The customs authority will withhold the entire cargo consignment if there is incorrect information on the paperwork. "Not only will the exhibits fail to reach the exhibition on time, but there will be extra costs including taxes and freight, and the hassle of refiling all the necessary paperwork to clear the cargo," said Pillai. Fumigation is now a requirement for many countries. This means all wood-based materials must be fumigated prior to the shipment at origin. Higher levies on security and insurance have also pushed up the cost of participating in international trade exhibitions. Other considerations Companies such as Trans-Link Express employ software applications that track and trace all exhibits from departure to destination for each exhibition. It also provided real-time 'track and trace alert' for customers. "We use a combination of diesel and battery- operated forklifts for handling goods, depending on the environment and the requirement," said Sim. "With shorter buildup and teardown days in the exhibition, this can lead to industrial accidents unless there are strict safety regulations within the venue. "We are equipped with special tools and equipment for quick unpacking and repacking of exhibits at the venue, including manoeuvring within a tight space in the venue." Exhibitors also need to be mindful of the packing method and material to be used. Different modes of transport require different packing material and packing methods to withstand the journey. "We ensure our packers and handlers are up to date on the latest materials and methods of packing so that we can handle virtually any job," said Pilal.