Mike Llewellyn director at EFM provide advice on freighting and logistics for live events

Mike Llewellyn director at EFM

EFM are specialists in international freighting and logistics for live events worldwide. Voted ‘Favourite Freight Company’ at the 2010 TPi Awards by their music industry colleagues, the company is currently celebrating its 10th Anniversary.

Offices in UK, Germany, USA and Dubai are internationally supported by a network of like-minded partners. Freighting for live events presents unique challenges, requiring a worldwide team, who are familiar with the events industry and with the ability to approach problems creatively, finding suitable solutions – vital qualities in event logistics.

Issues associated with event freighting can be broadly divided into categories: Demanding and inflexible timeframes and tight deadlines; fragile equipment requiring bespoke handling; sensitive or dangerous cargo issues; and the legalities and specific customs requirements of each country visited.

A recent event where timeframes and high-value equipment posed a particular challenge was the 2010 Vancouver Winter Olympics, to which EFM transported essential broadcasting and media equipment for broadcasters and media from overseas.  Schedules had to be adhered to throughout, with equipment staggered for delivery into a different venues, to meet clients’ contracted on-site deadlines.  There was no time to lose – delays in delivering to Games venues would have been costly.  Once the Games finished, equipment had to be loaded quickly from venues and some was consolidated at a local warehouse, sorted and sent to South Africa for the 2010 FIFA World Cup Football for upcoming installations at Broadcasting Centres in Johannesburg and Cape Town.

International and ongoing communication is key.  Clear instructions and handling requirements must be conveyed in advance to all parties and urgency stressed.   When transporting sensitive and high value events equipment, a comprehensive understanding of the material being moved and how best it should be transported and handled is essential.

Complicated scenarios arise with customs officers and quarantine officials when freighting internationally for events.  Sports team movements, such as recent international rugby tours for the British Lions and All Blacks, have seen EFM transporting not only sporting equipment and uniforms, but also the teams’ nutritional supplements, foodstuffs and medicines.  These items regularly arouse suspicion amongst customs and quarantine officials.  It is imperative to have detailed knowledge of local customs legislation, and restrictions for importing products into certain countries.  USA and Australia are especially strict with these commodities and it takes time to establish and agree with local authorities, a process that everyone is happy with and to complete necessary paperwork e.g. textile declarations and import permits, enabling safe and quick transit of supplies through customs to the teams.

EFM recently provided freight & logistics for the Winter Olympics

Other tricky items that EFM encounter and transport worldwide for events clients include shooting team ammunition, pyrotechnics for parties, ceremonies and live events, diving equipment for underwater filming, films for film festivals and screenings, and motor vehicles for shows and motor-racing events.  All these items require specialist handling, packing and documentation due to their dangerous goods status and in the case of films, in many countries including Middle East especially, there are censorship issues and restrictions to consider.

Another challenge in events is the transportation of large and odd-sized equipment – set, exhibition stands, boats, javelins, trussing, staging and structural components for temporary venues etc.  The dimensions of these items are often out of the ordinary from a logistical perspective.  Airlines and shipping lines are uncomfortable moving such equipment.  Transport options are limited to specific aircraft or specialised containers, affecting transit times and restricting options.  On-site at venues, access issues arise and handling in/out requires specialist lifting equipment.  The type of equipment and logistical experience found in Europe is not always available elsewhere, requiring lateral thinking to find a suitable solution.  Prior planning and research is critical, to ensure these items are moved carefully and in the most timely fashion by EFM for their events clients, and that all parties are consulted to ensure best practice and no surprises along the way.

Importantly, for any event freighting, correct and accurate documentation is crucial.  This is a confusing and daunting prospect for events organisers and suppliers.  Each country has its own specific regulations, customs and legislation.  One option is using ATA carnets (an international passport for transporting goods in and out of certain countries), but this requires every item of equipment to be listed in detail and is only valid if the same items are travelling around together in/out of each country.  If a carnet is completed incorrectly, delays or fines can occur, when equipment arrives at a border or its destination, and equipment can be refused entry by customs officials.

EFM’s Managing Director Mike Llewellyn, founder of the company in 2000, explains:

“The complexities of international movements make it inconceivable that an event organiser would not use a specialist event logistics company. We have a huge collective experience and network of international contacts.  Recently we have supported the rapidly growing Middle East events market, opening offices in UAE, and our upcoming office opening in Qatar.  We have remained true to our aim of being an independent, forward-thinking, service-based organisation, with a fresh outlook.  Our priority is ensuring our clients can concentrate on their event, safe in the knowledge that any equipment they entrusted us to look after will arrive safely and on time at venues.  Basically our aim is to deliver peace of mind, on every occasion.”

Tags: EFM, EFM Worldwide, Event Freight, Event Logistics, event management advice

Category: Advice for Event Management, Event Freight & Logistics