Using photos in an event transport request

Plan your transport

Show the packed condition and explain details that could be misunderstood in the image. Dimensions and weight still belong in the overview; a scale in the picture – a person or a folding rule – also helps. If a photo shows several units, explain which of them will travel. After changes, it should be clear which image has been replaced.

Three photos that almost always help

For most requests, three types of image are enough: an overview of the packages ready for collection, a close-up of unusual items or packaging, and a photo of access at the collection or destination point, such as ramp or gate. Name the files by package or location so that they can be clearly assigned.

Photos as condition records

Photos before collection and on arrival document the condition of your material – useful for valuable or sensitive equipment that is used often. Take them with a date and keep them with the project. Marks from earlier events can then be told apart from new ones.

What matters

Link photos to package IDs
Mark travelling units in the image
Update images after changes

Good to know

Plan your transport

Which images help most with a first request?

Overviews of the prepared units and targeted packaging details, with a short explanation, dimensions and weight. Images of an earlier build show the purpose but should be clearly distinguished from the current shipment.

Transport solutions

01

Recording packed dimensions and weights for the transport quote

Whether a transport needs a van, a truck with tail lift or an articulated lorry depends on packed dimensions – not on the size of the assembled exhibit. For a quotation request, describe the packed condition: external dimensions and weight per unit, and which parts only form a complete exhibit or stage element together.

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02

Creating a packing list for trade show and event transport

The packing list is the most important document in any event transport. It links the visible labels on crates, cases and bundles to the units actually prepared. Done well, store, driver and crew at the venue all use the same names – and every question can refer to a specific package rather than to “the tech” or “the stand material”.

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03

Describing the route from service yard to stand or stage

Between the service yard and the handover point there may be long corridors, goods lifts, ramps, steps or narrow doors – especially in hotels, historic venues or theatres. Describe the confirmed route and the conditions known to your site contact. What matters are openings and level changes that affect receiving the packed units.

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Using photos effectively in an event transport request

Plan your transport

Three photos that almost always help

Photos as condition records

What matters

Countries & routes

Plan your transport

Transport solutions

Recording packed dimensions and weights for the transport quote

Creating a packing list for trade show and event transport

Describing the route from service yard to stand or stage

Let’s get your project moving.

Route & cargo

Add transport details

Event and delivery (optional)

Contact & overview