Shows & Exhibitions FAQ's
It is never too early to make a start. We recommend you commence your search for a specialist forwarder at least six months in advance to allow yourself sufficient time to obtain competitive quotations, finalise your freight schedule, prepare your itemised packing list and make all the necessary arrangements.
Simply email us with your equipment list and proposed itinerary or call us on 020 8838 8084. Our appraisal is free of charge and without any obligation. To provide an accurate quotation we will require a detailed packing list with dimensions and your touring schedule indicating when and where the equipment is available to collect and/or deliver. Freight rates are liable to change without warning so in most cases we will provide a transport budget based on current tariffs and rates of exchange prevailing. This will be subject to our final confirmation.
Wherever possible we will undertake a site visit to assess critical factors such as overall volume for shipment, export packing and/or casing requirements, loading access and any special requirements such as ramps or lifting facilities.
We will require a detailed itemised packing list in ATA carnet format, indicating a full description of each item, with dimensions of rolls of fabric or flooring and serial numbers of any electrical equipment, gross weights, customs values and the countries of origin. Packing lists should be prepared in an Excel spreadsheet format wherever possible and emailed to us for crosschecking prior to submission to the Chamber of Commerce or the customs authorities. Feel free to make use of the carnet list template at Carnets . In addition we will require a commercial invoice for countries, which do not participate in the ATA carnet convention. For specimen documentation please click on documentation .
Anglo Pacific will take care of all import/export documentation, including the preparation and submission of carnets to facilitate the 'free' movement of goods outside the EU. Acting on your behalf we can also lodge temporary import bonds, prepare and authenticate import/export licences and apply for restricted parking and driving permits, as required. For information on carnets please click on carnets .
Props and costumes are generally packed in sturdy cardboard skips and sound and lighting equipment in metal flight cases. Anglo Pacific stock a wide range of export cartons for a multitude of applications including layflat or hanging wardrobe cartons. Delicate items of scenery should be bubble-wrapped and poles and scaffolding should be bundled together. We offer a full on site export packing service and can arrange hazardous goods packing where necessary.
The choice of transport is obviously crucial to timing and budget. As a volume shipper, Anglo Pacific obtains preferential rates and service from shipping lines and airlines to virtually any destination. We utilise our buying power carefully to negotiate the best possible prices and service for our customers and monitor all shipments from door-to-door.
SEA FREIGHT
This is generally the most cost-effective method to destinations beyond the EU and can be combined with inland haulage and/or intermodal rail services. For full scale touring productions or set rentals we generally recommend high cube containers for added headroom. Temperature controlled insulated units are available for musical instruments, flat racks or open top containers for out of gauge items.
Containerisation of cargo is the key to safety. Containers are of a steel, water-resistant construction and travel in a secure position on modern purpose-built vessels. Even the tallest items of scenery remain upright and contents rarely shift. As an added precaution we will always request under-deck stowage.
Containers are generally available in 20ft and 40ft configurations on all major routes. Smaller 20ft insulated (or reefer) containers are also available to Australasia and South Africa; larger 45ft containers are available to the USA and South East Asian ports, with the exception of Japan. Whilst internal container dimensions can vary marginally from one shipping line to another the following configurations are generally accepted as industry standard:
| Container Type | Internal dimensions | Door aperture dimensions | Capacity | Tare weight |
|---|---|---|---|---|
| Dimensions in cms | L W H | W H | cu mts | Kilos |
| 20ft NOR (insulated) | 543 x 228 x 215 | 228 x 218 | 26 | 2900 |
| 20ft General Purpose | 589 x 235 x 238 | 234 x 227 | 33 | 2200 |
| 40ft General Purpose | 1205 x 234 x 234 | 234 x 227 | 67 | 3700 |
| 40ft High Cube | 1205 x 234 x 268 | 234 x 258 | 76 | 3000 |
| 45ft Super Cube | 1358 x 234 x 269 | 234 x 258 | 86 | 3900 |
Containers are positioned on site for loading by the stage crew at your specified date and time; alternatively we can cross-load from rigid transport or scenery trailers at our London, Manchester or Glasgow depots and wall-off any unused space for load rigidity. Most shipping lines permit three hours free time for loading or unloading a 20ft container and four hours for a 40ft container; thereafter container 'detention charges' apply at an hourly rate. It is therefore advisable to stagger delivery times when loading or unloading multiple units.
Following loading, the container is sealed in your presence, delivered directly to the port of departure and shipped on board the first available vessel. It is advisable to note the contents in each container in anticipation of delivery requirements. Upon disembarkation at the destination port most shipping lines permit up to five days free storage; thereafter 'demurrage' (container rent) and 'quay rent' (storage) apply, often at a prohibitive daily charge. For longer periods we can arrange to store containers at our destination agent's depot.
Containers can often be delivered direct from the destination terminal to the ultimate delivery address, subject to local customs and quarantine formalities, thereby avoiding any unnecessary handling throughout the journey. Notable exceptions include downtown Tokyo where containers are not permitted entry and will generally involve laborious unpacking and re-loading to smaller rigid vehicles.
AIRFREIGHT
Airfreight has the obvious advantage of speed and is recommended for transferring props and costumes between touring locations when timing is critical. Be sure to check routing and availability of cargo space between locations before finalising your itinerary.
Goods are delivered loose to the airline terminal and loaded and secured by the carrier in netted or enclosed pallets (igloos) at the carrier's discretion and transported in the cargo hold of passenger or freight aircraft. Charges for loose airfreight are calculated on either the actual gross weight of the consignment or its volume weight, whichever is the greater.
To calculate the volume weight of an item multiply the length, breadth and height in centimetres and divide by 6000 to obtain the volume weight in kilos. Remember to include any wheels or fork runners in your calculation. Typically the volume weight of theatrical equipment exceeds the true weight.
Large consignments of scenery are generally loaded and stowed off-airport in pallets or enclosed airline containers and delivered to the carrier by roller bed truck. The unit is then available for collection at the destination airport for delivery to the venue. This method avoids double handling by airline personnel and limits risks of potential loss or damage in transit. As with loose freight charges are calculated on the greater of actual gross weight or volume weight but are also subject to a minimum chargeable (pivot) weight that may be higher.
There are many different pallet configurations depending on the aircraft type and routing. The following are the common pallet types utilised by wide bodied aircraft on most major routes:
Type 1: Boeing 747, MD11 freighter aircraft
20ft pallet 600 (L) x 243 (W) x 243 (H) cms, 5900 volume kg, minimum chargeable 5540kg
Type 2: As above
10ft pallet 318 (L) x 243 (W) x 243 (H) cms, 3130 volume kg, minimum chargeable 2860kg
Type 5: Boeing 747, Airbus A300, Airbus A340, MD11 passenger aircraft
10ft pallet 318 (L) x 243 (W) x 160 (H) cms, 2060 volume kg, minimum chargeable 1650kg
If your schedule is dependent on transferring scenery by air we recommend sets be constructed to Type 5 passenger aircraft dimensions unless all routes proposed are served by freighter aircraft.
To facilitate priority customs clearance on arrival it is our policy to forward theatrical effects under one exclusive airwaybill and wherever possible by direct service. Commercial cargo forwarders may offer cheaper airfreight rates for shipment as part of a general cargo consolidation; however, be advised that incomplete documentation of any consignment within the consolidation can cause delays in releasing cargo upon arrival. Transhipment should be avoided.
Upon arrival most airlines permit 24 hours free time for customs clearance and collection; thereafter prohibitive airline storage charges may apply, calculated on the chargeable weight on the airwaybill.
TRUCKING
Knowing how road conditions can vary from good to non-existent we only use dedicated theatrical transport. We can supply 3.5 ton high top panel vans and 7.5 or 17 ton GVW box vans with hydraulic tail lifts. We also supply 30ft or 45ft air-suspension trailers complete with ramps and load restraints of the following internal configurations:
| L B H | ||
| 30ft Step frame | Main deck | 5.91 x 2.38 x 2.89 Mts |
| Dance floor | 3.20 x 2.38 x 2.51 Mts | |
| 45ft Step frame | Main deck | 9.72 x 2.38 x 2.89 Mts |
| Dance floor | 3.98 x 2.38 x 2.51 Mts | |
| 45ft Megacube | Main deck | 13.71 x 2.43 x 2.99 Mts |
All vehicles undergo extensive preventative maintenance and trailers are stripped to their axles prior to departure. Vehicles are equipped with spare airlines, spare trailer and tractor tyres, wheel bearings and fuel filters and can cater for most unexpected hazards on tour.
Our drivers are highly experienced and bilingual, selected both for their mechanical aptitude and their compatibility with cast and crew on tour. Double or even treble driving teams can be supplied to ensure your delivery deadlines are met.
Certain items cannot be accepted for transportation under general conditions of carriage, e.g. fireworks or other explosives, flammable gases, liquids or solids, poisons and toxins, corrosives, radioactive materials, ammunition or firearms, scuba tanks, gas cylinders, aerosol cans, butane lighters and other pressurised vessels. It is inadvisable to include perishables or liquids, which could leak in transit causing untold damage. Please note that the shipment of consumables under ATA carnet is prohibited. If you have any concerns please contact one of our sales consultants.
For a country by country guide on Customs regulations please click on Customs Guides . For a full list of prohibited items it is advisable to apply to the Customs authority for a ruling in the importing country or their overseas representative such as the embassy or consular office. Most countries prohibit or restrict importation of the following items:
- Firearms, ammunition and explosives
- Hazardous items such as fireworks, toxic or poisonous substances
- Swords, sabres, daggers, spears, switchblades, hatchets
- Items made from animals on the endangered species list (eg ivory)
- Foodstuffs, plants, herbs & spices
- Dried flowers, bulbs, seeds, pine cones, pot pourri
- Soil, sand, straw & hay
- Unprocessed furs, skins and hunting trophies
- Alcohol
- Medicines & narcotic drugs
- Pornographic materials
Please note that the importation of goods packed in solid wood packing materials, for example timber cases, is prohibited in the USA.
Please give us as much notice as possible, particularly if the 'Get Out' is on a Saturday night - everyone's favourite! Most shipping lines and airlines will not accept bookings more than two weeks prior to shipment. Nevertheless, it is sensible to advise the carrier in advance of any major or unusual space requirement (particularly on congested routes). Advance permission to import is also a requirement of certain overseas customs authorities.
Freight costs are exempt from VAT if the ultimate destination is outside the EU. VAT applies at the current UK rate if you are touring within the EU.
A senior representative of Anglo Pacific or one of our overseas representatives will where practical attend the 'Get Out' and carry out a whole range of key functions - supervising transport, loading and stowing of freight, labelling airfreight, crosschecking packing lists, sealing containers and generally assisting the technical crew. He or she will accompany airfreight to the airline terminal, attend to security formalities, oversee the building of pallets and present documentation to the customs authority. Whatever the method of transportation, a continuous liaison is thereafter maintained with the carrier to ensure shipment as booked.
For means of identification it is sensible to label each skip, flight case or other receptacle with a unique reference, coinciding with your packing list. Anglo Pacific will supply airwaybill labels for all airfreight items.
Competitive terms are available for UK storage in scenery bays or in 20ft containers at our depot. Our storage facilities are HM Customs approved, fully bonded and protected by 24-hour security. Strong room facilities are also available for the storage of high-value items.
International operations demand a highly experienced and competent worldwide agency network. Anglo Pacific will appoint a local specialist who will coordinate origin or destination formalities on your behalf. Most of our agents are like-minded senior individuals within their organisations and can be relied upon to drop everything when the situation demands. They will be on hand 24 hours a day, 7 days a week throughout your visit.
Our representatives are all carefully selected to ensure continuity in service levels and in most instances our directors have visited their facilities to ensure they meet our exacting standards. By constantly monitoring the performance of our agents we are able to maintain a global network of the finest companies in the theatrical forwarding industry.
Our terms are generally 30 days net for account customers however sometimes we will vary the terms in writing in accordance with the duration of a tour. All business is undertaken subject to The British Association of Removers contract terms and conditions. For further information please click on terms & conditions .
To download area maps indicating the location of our London, Manchester and Glasgow depots please click on maps . Visitors are always welcome.
