Project cargo refers to the transportation of out-of-scope, large, complex and high value pieces of equipment. Planning and executing the seamless shipping of project cargo can be an extremely complex endeavour. One that requires the use of specialized equipment, careful planning and extreme levels of care and attention. To add more complexity to the process, these shipments can consist of one or multiple shipments that have a time and date sensitive delivery slot, sometimes requiring a convoy of fleet. We cannot emphasize enough how important meticulous planning is in these scenarios. One foot wrong, could lead to damaged goods, hefty cost overruns, and long delays. Let’s take a closer look at who uses project cargo services regularly and what goes into planning for the movement of these types of cargo…

Who Utilizes Project Cargo Shipping Frequently?🤔

Project cargo consists of all different sorts of freight. The most common industries that utilize project cargo shipping are:

• Oil
• Energy
• Construction
• Engineering
• Aerospace
• Automotive
• Mining
• Wind Power
• Military

But it’s important to remember that it’s not limited to these industries. Examples: we were contacted for project cargo to move a whale shark for Atlanta Aquarium once. So, it really can be anything that is considered complex to move!

So how do we move such freight?

Step One: Defining The Scope And Requirements Of The Cargo 🚚

1.Identify Characteristics of the Shipment

Dimensions – Length, width and height are all needed to determine the space needed, type of equipment necessary to move the freight and also to calculate costs.

Weight: This isn’t as simple as weighing your freight and you’re done. Here are the two pieces of information needed:

Actual weight – The weight of the shipment in lbs, tons or kgs

Volumetric weight – Also known as dimensional weight, volumetric weight is used to calculate the chargeable weight of a shipment based on its’ volume (length x width x height). This is to account for space the cargo will take up during transport. If a shipments volumetric weight is higher than actual weight, then this is the figure that shipping companies will use to determine cost.

Value – The declared value is the value that the shipper deems the cargo is worth. This can influence shipping rates, and shipping insurance that determines how much you could claim should your freight go missing or sustain damage, and even customs clearance to ensure the goods conform with regulations and calculate import or export taxes.

2.Determine Project Timelines

Project cargo usually runs on stringent timelines, because delays could mean downtime of production or construction projects, etc. Factoring in realistic timeframes that allow a buffer time for delays, route changes or permitting processes, will set you one step ahead before your cargo even hits the road. Another key consideration is that project cargo takes longer to move because of the sheer size and complexity. So, be sure to factor in slower transit times and much longer loading and unloading times.

3.Budgeting 

As project cargo requires the use of extra and specialized services the costs can quickly mount up. This is why it’s super important to set realistic budgets that also account for unexpected events.

Step Two: Choosing The Best Transportation Provider and Mode of Transport ✈️🚚🛳🚝

By this point, you’ve figured out your project cargo’s characteristics, determined a timeframe that it needs transporting in and calculated at the least a rough budget. Now, the next step is finding a reliable, trustworthy and expert partner. You need a partner that can handle the capacity, size and complex nature of your project freight. Seeking an expert in this field is necessary (luckily for you, you’re reading a blog from a business that has expertise in project cargo, PEI!😉) We will help you to determine the best routes and modes of transport that will efficiently move your cargo, this could involve multi-modal options. But, we will guide you every step of the way, making sure your project cargo makes it to its’ destination on time and in pristine condition.

Step Three: Route Planning 🛣🗺

1. Surveying Routes – Your shipping partner will survey the chosen route to ensure the roads and and infrastructures can handle the size and weight of the cargo being transported. Also checking that they’re meeting local regulations within the move.

2. Permit Planning – Different states require different permits for oversized loads. Applying for these permits way ahead of time is super important, otherwise it can become a bottleneck and delay moving your project cargo.

3. Coordinate with Authorities – Depending on your cargo, escort vehicles might be required to navigate and pass through busy or congested areas. Thoroughly planning these helps to avoid disruptions.

Step Four: Packaging and Handling Preparations📦🫴

1. Specialized Handling & Storage – Oversized, overweight, fragile, temperature sensitive, hazardous or high-value goods all require extra services. From specialized handling techniques, demanding the use of specific equipment like cranes, modular trailers with enough axels to distribute load weight evenly, and special packaging. Any temperature sensitive and hazardous freight might also require specialized storage, ie. refrigerated, etc. These are all things that need to be accounted for, in order to maintain the integrity of your shipments.

2. Bespoke Crating and Labelling – Due to the size, weight or nature of project cargo shipments, custom built crates, heavy-duty packaging materials and applying appropriate labelling for hazardous or fragile freight is essential to avoid damages and improper handling techniques.

Step Five: Transport, Monitor and Communication🚚🖲📞

1.Tracking Systems – Through the use of GPS tracking systems, and where needed condition monitoring, i.e. tracking environmental conditions like temperature and humidity. On the fly decisions can be made to ensure the cargo’s integrity and keep the transportation on track for an efficient delivery. These systems also open up doors to great communication between the shipper and carrier, so everyone is up to date.

2.Be Prepared for the Arrival of the Project Cargo – The above tracking systems, allow us to accurately time drop offs, so it’s important that the receiving location is prepared to handle the cargo upon it’s arrival. Especially for large, complex cargo it’s important to have special equipment in place and extra personnel for unloading.

3.Inspection of Cargo at Destination – During the unloading process, carefully get the recipient to inspect the cargo for any damages. Hopefully, there is no damage but in the cases there are, promptly reporting this to the carrier and your insurance will speed up the handling of your complaint along with the pay out of compensations if necessary, which could be crucial if your industry is left with downtime as a result.

This is an overview of shipping project cargo, but there are still a ton more procedures that happen in the background with your carrier to make your project cargo shipping a reality. But, this brief step-by-step guide gives you a good understanding of the process behind shipping large, complex freight.

Like we mentioned earlier, if you want an expert in this field to help you with any upcoming project freight, then we’re your “guys”. Get in touch on: Phone: 888-SHIP-911 or by using the link below. We’d love to hear from you, let’s move some projects together!

Love, The PEI Team ❤️

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