Working abroad presents many challenges. While considering the usual factors to producing an event away from our home base, we also have to consider how customs plays a role in transporting equipment across international borders, while also considering the tools our personnel travel with to do their jobs.
First, we have to create an equipment manifest, with specific info for each and every item such as brand, model, weight, and serial number. From there, a freight transit company uses that information to inventory as equipment passes customs checkpoints.
We go through a similar process for personally transported equipment. In our most recent international event, we condensed all tools into road cases with just one traveler. This equipment is subject to a Carnet, a.k.a. “a passport for goods.” The Carnet is a similar manifest in that it catalogs all personal equipment and allows it to pass through airline customs without tax implications on exportation or reimportation.
Finally, we communicate with our personnel about what they can safely bring through airport customs and what to expect upon landing in foreign territory. We also recommend downloading a translation app, including making languages available offline, in order to allow for seamless communication upon arrival.
Architex equips staff with a statement of purpose to carry through customs that permit our staff and freelancers to pass through without needing a work visa (if that is in fact the case in that country). These letters are written in both English and the local language.
The final step we as a company take to ensure that we have all of our bases covered is to add international liability insurance to our workman’s comp plan and confirm that all traveling employees are covered under this plan. We then print, laminate, and distribute insurance cards to all staff. Depending on the destination, we’ve even gone so far as to secure kidnapping insurance, though luckily we’ve never had to use it!
The fastidious pre-production planning allows us to cruise into the event as stress free as possible.
Once through customs we head to the venue and make the magic happen for the next week, bringing the stellar, signature Architex productions to our event attendees!
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