Props used at events are procured around the globe. The glitz and glam that produce the wow factor of any event is worth the quest when it arrives on time and without incident. However, one of the risks of purchasing items from outside the country is the possibility of having shipment stopped at customs.
The hold-up could be initiated for several reasons from wrong documentation to incorrect Harmonized Codes or HARM codes to not your fault at all.
If it is your intent to be involved in events that require equipment, props or decorations from outside the country, the person you should be looking to for guidance is your customs broker. Take the time to meet with them at the onset of your business. Explain your company to them and include any and all items you think you might want to import. If they have the full story, they will do all kinds of hoop jumping to keep your shipment rolling from the supplier to your door.
If your company finds itself in a situation where by your shipment has been held up, there are some steps you can take to get your product delivered to you as soon as possible.
1. Isolate the problem. Take and deal with any and all telephone calls immediately. These calls will provide the information needed to direct you in resolving the problem. This hold up may be due to someone else's error; however, you are ultimately going to have to deal with this as your problem until the product you ordered arrives safe and sound.
2. If it is determined that your company is responsible for the product being held, recognize possible reasons as to why. Once it has been ascertained that there is an issue and at what magnitude, start gathering your team. Assemble the files, orders forms, names of contacts with the company you have bought from and go through each with your team.
3. Brainstorm with your team. This will provide options to solving the problem from getting the product to your door to reviewing or initializing Plan B in order facilitate your customer's wishes.
4. Identify outcomes, problems and solutions. As things fall into place, for you to receive your shipment, it is important to review the situation and its outcome. Your company and the team responsible for this area must have an all-encompassing comprehension of the problem, the solution and outcome in order to evaluate and make the best choices for the company and ultimately your clients.
The predicaments that arise from border crossing delays can be avoided if you know your suppliers and have a logistics company that you trust to handle the shipping arrangements. These two factors along with having a good inbound customs broker working for you will be to your company's advantage. Communicate with all concerned from date of order to date of delivery as this area of planning an event cannot be taken lightly. Preparations for any event that is based around a specific d矇cor piece can be disastrous if the focal point does not arrive.
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