Timing is everything in film production. One missing document can cause significant delays, and a single incorrect assumption can bring an entire project to a halt. While production teams meticulously plan scripts, locations, and equipment, they often overlook critical aspects of the shipping process. A dependable shipping provider can resolve issues as they arise, but an exceptional one works proactively to avoid them altogether.
From customs clearance to insurance coverage and beyond, this blog explores several often-overlooked factors that can break your production schedule–and how to avoid them.
1. Customs Delays Due to Missing Documents
When filming internationally, even a minor paperwork error can stall equipment at the border. Customs officials require precise details, such as serial numbers, declared values, and temporary import or export forms, to process shipments smoothly. If any information is missing or incorrect, gear can be held for days or weeks, jeopardising shooting schedules and location bookings.
For production companies, the key is coordinating closely with freight forwarders or logistics partners well before departure. This ensures all documentation meets the requirements of both the origin and destination countries.
Tip: Build in extra time for document preparation and customs paperwork review. Collaborate closely with your trusted logistics provider.
2. Incorrect Insurance Coverage
Insurance oversights can be costly, especially when transporting high-value or irreplaceable production gear. Some production policies exclude transit altogether, while others may only cover theft or loss, leaving damage during loading, unloading, or storage unprotected. Even small gaps can result in denied claims and significant replacement costs.
To avoid these risks, production companies should review every stage of the transportation process with their insurer and logistics partner. An experienced logistics provider can help identify vulnerabilities, ensure each item has an accurate declared value, and arrange specialist riders where needed.
Tip: Confirm that your policy covers every phase of transport, including loading, unloading, temporary storage, and return shipping.
3. Overlooking Local Permits and Access
Permits don’t just apply to the production process itself. Some locations impose restrictions on commercial deliveries on set or require the use of local handlers for certain equipment. Without the right permissions, deliveries can be delayed or rejected entirely.
If deliveries are delayed or rejected, it can throw off the entire shoot.
Tip: Ensure compliance with all local delivery regulations and work with an experienced partner to secure the necessary permits in advance.
4. Using Standard Carriers
General carriers are great for parcels, not for fragile, high-value production gear. Film equipment needs custom crates, soft handling, and careful logistics. Standard carriers often rush deliveries, causing damage en route.
Tip: Choose a logistics provider with proven experience in shipping film production equipment.
5. No Contingency Plan for Delays
Flights are cancelled, trucks break down, weather interferes, and schedules fall apart. Without backup plans, even small interruptions can create cascading delays.
Tip: Ask your shipping provider about contingency options, from alternate routes to duplicate kits and on-call drivers.
6. Underestimating Load Time and Labour
Loading and unloading take time. Equipment needs checking, crews must be available, and storage must be accessible. Yet many schedules skip this buffer, causing delays before filming even begins.
Tip: Build in sufficient labour and load/unload time into your daily production schedule.
Conclusion
Shipping for film production is more than just moving boxes; it’s a logistics challenge that demands precision, foresight, and industry expertise. Skipping vital steps can lead to delays, damaged gear, and spiralling costs.
Partner with an experienced team that understands the unique demands of the film industry and is ready to help you plan every detail, from first shipment to final wrap.
Ship Your Production Equipment with Confidence
When you’re moving high-value, time-sensitive equipment for your shoot, you need more than a shipping company. You need a partner who understands the unique demands of film and TV production. With decades of experience supporting productions around the world, EFM has navigated tight schedules, complex customs requirements, and the safe transport of irreplaceable kit.
Contact us to make sure your next shoot starts on time, with everything in place.
