Logistics: Getting From Point A to B

Just getting to the meeting can be daunting, no matter where it is. For Americans, the logistics of conducting a meeting overseas can be downright intimidating.

And, even though the volume being shipped obviously is less than it would be for a tradeshow, the same regulations apply. They can be different from U.S. requirements, so going it alone, especially for a first-timer, is asking for trouble. Luckily, there's help.

Ross Robinson, president of Robinson Consultants, heads Meeting Professionals Intl.'s “Meetings Without Borders” program, a series of three one-day seminars scheduled in October in San Francisco, Washington, D.C., and Chicago to help meeting planners hold meetings overseas. The most important issue to be addressed? Logistics.

Plan ahead – at least six weeks out, Robinson said. How will you ship materials to the meeting? By air? Sea? Examine the costs and time frames involved; consult with someone who knows the process and procedures.

With careful planning, logistics don't have to be complicated, Robinson said.

“Certain facilities are customs-secure, with a customs agent from that country present to ensure you take back home what you brought,” he added. “Anything you leave, like brochures or flyers, you'll have to pay customs duty on.”

For a health care meeting Robinson organized recently in Thailand for 4,000 doctors, he found local assistance.

“The facility was secured, and the broker made everything seamless,” Robinson said. “And since you only pay duty on what you leave behind, we e-mailed our handouts and other material to Thailand and had them printed there, avoiding high U.S. printing costs, shipping and the need to pay any customs charges.”

He noted that holding a meeting in parts of the world where the U.S. dollar still is strong, such as China and South America, makes it all even more feasible. Such destinations try to make themselves as attractive and affordable as possible for U.S. meeting planners, Robinson said.

Of course, things do get more complicated as the size of the event increases.

Eric Gemmer, operations manager for international fairs and exhibitions for UniGroup Worldwide UTS, agreed that meeting planners going overseas should contact an experienced, qualified international freight forwarder who specializes in tradeshows and temporary imports for meetings. A good place to start would be the Intl. Exhibition Logistics Associates, a trade association for international freight forwarders, he added.

“Any IELA member would have this type of experience,” Gemmer said.

Discuss the schedule and mode of transport: the commodity, weight, size of shipment and time sometimes dictate ocean or air. Destination is a big factor.

“For instance, some hotels are on narrow streets and cannot accommodate a steamship container or large truck,” Gemmer said. “Also, the agent may need to protect floors for move-in.”

You've also got to know about doors and elevators.

“In Spain, we had to hire carpenters to remove double doors, including jambs, to get crates into and out of the building,” he added.

For shipments, solid wood packing materials must be professionally treated for infestation, either by heat treatment or fumigation, and must have an Intl. Plant Protection Convention stamp. On the other hand, plywood, particle board or oriented strand board, metal, plastic, fiberglass and fiberboard cases, cardboard cartons and plastic pallets do not require treatment.

“Check and declare the packing material that is loaded on the pallet, because it may be a combination of packing materials,” Gemmer said.

Packing must be sufficient for multiple handling, opening and closing, and it must be reusable for the roundtrip to avoid additional costs. Always pack consumable (giveaway) items separately from temporary items that will be returning. Many countries have restrictions on giveaway items, some requiring censorship review.

Documentation should include a detailed commercial invoice and packing list with descriptions, tariff numbers, model and serial numbers and values, along with whether the materials will be in the country temporarily or permanently, Gemmer said.

Then there are meetings in Third World countries, which, according to Carla Battle, senior projects director for Courtesy Associates, can really wreak havoc on budgets.

“In Uganda, I've had to find people to make poster board and easels for poster sessions because you can't buy them there,” Battle said. “Afterwards, we donated them to a local university that needed them. A destination management company helped us a lot.”

She added, “My best friend in the Third World is a good DMC. They can find housing, locations and vendors.”

But Battle's most important tip was that in many developing countries the economics are very simple.

“In some places, they won't let you leave until you've paid the full amount,” she added. “They don't bill you.”