Important Points to Remember Shipping
July 13th, 2009 -- Posted in Shipping | No Comments »• SITES is responsible for making the arrangements and paying the cost to ship the exhibition to the first venue and from the last venue.
• The state humanities council, working with their state participants, is responsible for making the arrangements and paying the cost to ship the exhibit to all the venues in their state.
What to Consider When Making the Arrangements
In order to make the tour experience enjoyable to all, the state humanities council coordinator should plan shipping arrangements for the state about a month before the tour opens. Although more specific details about shipment will be worked out as the tour progresses, at least you, the coordinator, and the representatives at the venue will be aware of the basic arrangements. Most often stress and confusion arise over these shipping arrangements, but if it is done in advance, everyone can relax and enjoy.
When making shipping arrangements within the state, it is important to consider these things:
• Size and type of conveyance: Will all the crates fit in one enclosed vehicle without forcing? Square foot requirements are 50 square feet—a bed area of 5
or 6 feet x 10 feet should work. Does the vehicle have a lift gate for ease of loading and unloading?
• Quality of service: If using a company, are they well known in your area? Do they have a good reputation? Are they reliable?
• Secured conveyance: Is the vehicle able to be securely locked? Will the vehicle be attended at all times during transport?
• Covered conveyance: This is a requirement. No open bed pickup trucks please.
• The loading area should be in close proximity to the exhibit hall so that the crates are not subject to extreme weather. The crates should not be exposed to moisture; water will soak through the crates and damage the exhibition.
• Territory: Can you contract with this company for all venues in your state for a discounted price?
• Cost: Some companies may offer discounts for non-profits as a donation or as a matter of policy for multiple shipments, so it is worth checking.
• Convenience: Some places have used personal vans or have rented trucks. In some cases, this may be the only solution due to expense and lack of shipping resources in a particular area. One note of caution though: liability and security should be considered when doing this and all participants will need to be aware of their roles and obligations. Also, rented vehicles may not be completely weather tight—too many people have had their furniture damaged due to an undetected leak.