Updated: Apr 2
If you're in the business of transporting assets, whether it's for your job or your hobby, then you want to do it like a pro. In this blog post, we're going to teach you five tips that will help keep your assets and the transporter safe and sound. So whether you're using a car, truck, or van; whether you're shipping items cross-country or just across town; read on for some tips that will make transporting assets a breeze!
Event Production Asset Management, Logistics and Transportation
1. Make sure to choose the right vehicle for your assets. Different types of vehicles are designed to hold different capacities and weights, so be sure to do your research before selecting a transporter.
2. Consider the terrain you'll be travelling on. Research roads and highways that will provide safe transport and make sure the transporter is up for
VVS Events and Marketing is hosting a team training on how to transport assets like a pro, so we figured we would share some of our bullet points with our followers and the world. This blog will teach you five tips to ensure your assets, as well as the transporter, are safe and sound.
5 Tips to keep Assets (and the transporter) safe and sound
Tip #1 - The Proper Vehicle For The Job
Vehicle has the proper space and towing capacity
Is the vehicle capable of taking on all or at least most of your tasks and hauling cargo? Generous space and favorable towing capacity? The extra room gives assets the opportunity to spread out and accessed comfortably without having to remove everything at once. Be sure not to have too much excess space however, it can become difficult to properly secure everything in that instance. Towing power includes what is inside the vehicle in addition to what is being hauled behind it. If you notice the vehicle towing capacity says, 2000 lbs, but your trailer is 1500, that means you only have 500 lbs between what is in the trailer and inside the vehicle.
Items can be secured so they are not sliding around to get damaged/injure a passenger
It’s important to secure items in your vehicle in order to avoid damage or injury. Sliding items can cause distractions within the car that could potentially lead to dangerous situations. Equally, elements moving around in your cargo area can cause damage to your assets which, of course, can effect your bottom line.
Every event planner or event manager cringes at the thought of arriving to an event venue to find a damaged asset and trying to figure out how to alter your plans or source another in the moment.
Making sure items are tightly tucked away ensures that a passenger isn't harmed by any material inside the vehicle that could shift depending on road conditions and turns. Incidents happen, expect the best, but prepare for the worst. Taking a few moments to securely fasten all loose items can mean the difference between a safe journey and an unwanted headache down the line.
Tip #2 - Containers Matter
Strong Totes - These are important when stacking or when bracing to floor or wall of the vehicle with a bungee or ratchet strap.
Durable Canvas Bags - It is the worst feeling in the world to be hauling a bag that tears in transport. Imagine spilling jelly beans all over the ballroom floor!
Bubble wrap for fragile items - We haul fragile items such as mirrors, cameras, photo booths ect, a little bubble wrap in a properly sized container works miracles.
Totes that are the proper size for the item - Even if your totes are strategically placed and secured, if the item is too loose, it can be damaged. Totes come in a variety of sizes for a reason. Use them appropriately.
Use the right container to pack your items so they don't get damaged.
Tip #3 - Tetris Master aka Stacking
Order of Usage - When possible, the items you need to remove first, should go into your van or trailer last. For example, if you need to lay the floor for a photo installation, you will want to have that able to be accessed first so that it can be put together while the remaining event assets are being unloaded.
Heavy on the Bottom - Your heaviest items should be on the bottom. That allows you to place lighter items up top. Reaching higher for heavier items can be extremely dangerous. If something did some how slide, it would be better to have pillows fall vs a stack of books.
Start with larger items and fill smaller items into the gaps - Larger does not always mean heavier, however, if you place your larger items into your van or trailer, you can fill the gaps with smaller items to keep everything secure and in place.
To be a Tetris Master, you must fill in the gaps of the big items with smaller items so that everything fits snug and securely
Tip #4 - Security - Securing cargo can be done with ratchet straps, bungee cords, or cargo nets.
Securing cargo is an essential step in any transportation, and to do it efficiently, you need the right tools. Ratchet straps, bungee cords, and cargo nets are all great options that can make the task hassle-free. Ratchet straps, for example, are incredibly durable and adjustable, providing a secure hold on heavy-duty items. Bungee cords can stretch to accommodate cargo, making them ideal for oddly-shaped objects or varying loads. Meanwhile, cargo nets are the perfect solution for preventing smaller items from flying out or bouncing around during transit. Regardless of the method, it is vital to secure your cargo and ensure safe transportation. With the right gear, you can ensure that your goods arrive at their destination without any issues.
Tip #5 - Driving 101 - Driving While Branded
I'm sure we are all responsible drivers, but have you considered the importance of being BRANDED while driving. Something as simple as what you wear, what you eat (which you should not be doing anyway), and even what music you listen to can all have an effect on how your brand and business is being represented. That's why it's crucial to be aware of the simplest of initial driving mechanics: accelerating, braking, and using your signals.
Follow the speed limit, be a courteous driver and avoid any reckless activities or displays of road rage.
The core driving mechanics also protect your assets. Hard braking or accelerating can potentially jostle items you had previously secured.
READY TO HIT THE ROAD?
All in all, transporting assets can be quite a challenge, but it doesn't have to be. With the tips provided above, you should be well on your way to transporting assets like a pro. Choose the right vehicle for the job, make sure your containers are secure and also use logic when stacking items into them. Additionally, make sure assets are strapped down securely and practice safe driving techniques. Then you should have an enjoyable experience moving products from one location to another.
So give it a try – what tips do you have? Share if you found this article useful or even if you have had different experiences with transportation of assets that can help others!
Together we can learn how to transport our precious event assets more safely and efficiently. Thanks for reading and learning with me!