Taking the talent abroad can be a hassle in itself. Now add the band gear and production into the mixture. What do you get? A real potential headache. Cutting corners, and or treating it as a small issue can cause damage, theft or loss to your gear. We spoke to Paul Elderidge at 'Production Freight' about this industry and he gave us a few pointers that may help you. In case you're not familiar with the process here it is:

The company you choose will get all your details, i.e. show dates, amount of gear etc. They will file your carnes (CARNET) and other paperwork and arrange for a truck to pick up the gear at the last gig or rehearsal you're doing. They take it to the nearest airport or shipping dock depending on your urgency. From there it's loaded and en route to your next gig. It clears customs and is picked up by the local promoter ( depending on the country ) or arranged transportation service.

This all seems very simple, but the amount of people that touch your gear on the way is amazing.

Deciding on the cheap approach can get you into trouble. Like people who don't pay attention to detail by not scheduling enough time from pick-up to the airport or boat. We all know what happens when a travel agent books 20 minutes in between flights for you and same thing applies here. Filing the wrong paperwork can also cause delays for your gear. You may get cheap trucks that won't even make it to the dock or airport. These aspects all add up, especially when time is limited.

Before anything else, know as many details of the tour as possible. It will save you and everybody else a lot of time. For example, all the pertinent telephone numbers: Truck drivers, venue staff, promoters, shipping company and freight staff. We have all been there when a driver shows up to the venue with that look on his face. No idea what he's picking up, who he's looking for, and even what show it is. You will also want to make sure that you have an after hours number for the forwarding company. Some freight forward companies offer 24/7 support.

As soon as it's possible, get a full list of your equipment. This includes: contents, dimensions, weight, and value. Each case should also have a number or identification marker on the list. Road cases are the best protection for your gear and it's also a good idea to get your gear insured. Production Freight suggests that you get Goods in Transit insurance from your local broker. It will save you some money. Also add 10% to the value of your gear to cover the cost of freight.

If your freight forwarders know their stuff, then they will know which countries deal with Temporary Import Duty. You don't want your gear sitting in customs waiting for you to raise the cash. Also, certain countries will need the co-operation of the local promoters. South America is a prime example. A friend of mine recently told me a story about getting gear into Mexico City during evening rush hour. The gear should have arrived at 8 AM that morning. The only way out was to get a police escort, which wasn't exactly a cheap substitute. Getting a company that has been around in this industry for a while will help immensely, as they will know a lot of the right people to contact. They will also have representatives around the world who can help you, which is a big plus. Don't let foreign promoters tell you that they can organize all the details for you from their end.

The shipping industry works on volume and weight, whichever is greater. The reason for this is the age old example of shipping a ton of cotton. There are general measurements to keep in mind on the volume side of things. If the gear is going on a standard cargo plane (747, 777, or 767) the dimensions of a single object cannot exceed 125" L x 88" W x 60" H . If the travel for the gear is a short distance you could get a smaller plane like a 727. If you want to find out whether the shipping company will charge you on weight or volume use this formula: L x W x H ÷ 366kgs. They will charge you on whichever is greater. This is called the IATA Calculation. If you are shipping by sea the standard container sizes are: 20FT INTERNAL 19ft 5in x 7ft 8in wide x 7ft 10in high and 40FT INTERNAL 39ft 3in x 7ft 8in wide x 7ft 9in high. Be aware sizes do vary depending on the shipping company.

A couple of last tidbits: If you are dealing with large set pieces consider getting two sets built and leapfrogging the two from gig to gig. If anything is damaged upon arrival, ensure that you get pictures and as many details as possible. Then contact the insurance broker as quickly as you can.

View your freight forwarding company as you would the rest of your suppliers. It is often worthwhile to involve them in the early planning stages. It could even save you the expense of having to arrange charters.

If you have any questions regarding this industry feel free to call Paul Elderidge at Production freight. +44 (0)208 890 2200 or e-mail him at paule@productionfreight.com

Add Your thoughts on the Message Board.