Posts tagged #Last minute delivery to London book Fair

The questions people ask us.

 

As we get closer to each book fair that we work on it’s fair to say that we get emails or phone calls asking us to answer questions that people have and that’s fine we are always happy to answer them and find out a little bit more about the people who are asking.

We have realised that we are probably not making it easy enough for you to find out about us and in an attempt to do something about that we thought a blog post with answers might just help.

If you can’t find the answer to yours on this post do let us know,  we can answer it for you and then add it to the blog in case someone else needs that answer another time.

What do you do?

We run a late van service for publishers and associated companies that exhibit at trade fair like Frankfurt, Bologna and London.

The people we work with tend to have a problem getting material to their stand when the know or have realised that it won’t be ready until the last minute and it is either too heavy or there is too much of it for their staff to take to a fair themselves.

Recently we have noticed that we are taking more material for publishers who have a smaller presence at a trade fair, usually with one or two people working from their stand or simply accessing the fair as a visitor.

We also work with people who gear their production processes to be ready just in time

What do you carry?

Typically it’s a mix of catalogues, dummies, presentation material and graphics for peoples stands. It’s also included Computer equipment, boxes of wine, the MD favourite chair, the office coffee machine, mints, chocolate, stuffed toys, boxes of meeting notes, gift bags, virtual stand hosts and portfolio cases.

Deadlines?

We time our departure to offer people as much time as possible to get every ready that they need on a stand.

For Bologna 2014 we are leaving central London at 14:30 on Friday 21st March and arriving at the fiera Sunday 23rd March with delivery to stands from 09:30.

Frankfurt 2014 we see us leaving central London on Monday 6th October at 14:30 arriving at the Messe on Tuesday 7th October with delivery to stands from 10:00.

What does it cost?

We work on a simple per kilo price which means that you only pay for what you send out to a fair with us. There is no minimum number of boxes or weight to worry about which means we are happy to take that one box that you have.

 We would expect to finalise our charges for Frankfurt by the end of July 2014. Please feel free to email us and we will let you know as soon as the rate is confirmed.

How much for cash, how much for an early booking, how much for trade, fire sales and “I’ll call you the day before you leave to check how much unsold space you have.”

It’s not how we work and the answer is always a polite but firm no.

When do I find out how heavy my boxes are.

The glib answer for this one is usually “When you try to lift them!” but the real one is that we weigh all your boxes as we load into our vans and we will tell you how many boxes you have given us and their total weight. We will confirm that with an email to you on the way to the fair and we always ask you to sign for your boxes when we collect and deliver.

Can you leave later?

The honest answer is that we can’t.

We work to the last possible minute to get your boxes to the show and we have a responsibility to our other customer and BFV staffers to make sure we arrive in good time and are making sure that we allow enough time to do the job in a safe way.

More or less boxes than I said I would have.

We have designed the service to work on an on demand basis so if you have been good enough to give us an estimate of boxes before we arrive and you have over or underestimated it’s not a problem we’re happy to take whatever it is you have ready for us.

If you charter an entire van from us we work to a maximum load which is governed by the weight that the van can carry and that is usually 1500kg.

How do we keep in touch on the journey to a book fair?

All our vans carry mobile phones (and someone other than a driver to answer them), internet connection, tracking via Glympse and email access. Do ask us for details if you would like to keep in touch on the run to a book fair.

Proof of Delivery.

We use a proof of delivery system called Workmobile which means that we don’t rely on a paper based system , that said we do run one as a backup. Workmobile lets us book in the amount of boxes we collect from you, record a weight for each and captures a signature.

When we deliver to your stand we will ask for a signature, remind for the amount of boxes and take a photograph, just to be safe. If you are not on the stand when we arrive we will ask your contractor to sign and get their name as well again just to be safe.

The signatures, photos and boxes weights are available for you to see either online or via email, which ever you would prefer.

Return journey’s

We regularly survey our clients to find out whether we can offer them a return service and it seems that just over 85% of what we deliver to peoples stands either returns to London with a contractor, is donated to one of the book charity's or is left behind and this makes it uneconomical for us to offer a return service.

What do you need from me?

Usually very little, we don’t ask you to fill out forms and sign your life away at a time when you’ve got more that enough to do, without us adding to the workload. We like to know how we can reach your or your colleagues at the fair, what time you are arriving in the hall, who we should send and talk to about our invoice and a rough idea of what’s in the boxes. That’s about it.

Labelling Boxes

Our journey to a book fair does not involve your boxes being processed through multiple depots however just to be safe we recommend you follow the label conventions set out by the fair you are exhibiting at for example:

Bologna Book Fair

Your stand contact

Your hall and stand number

Bologna Children's Book Fair

Piazza Costituzione, 6

40128 Bologna

 

Frankfurt Book Fair

Exhibitor name, hall and stand number

Frankfurt Book Fair

MESSEGELÄNDE

Ludwig-Erhard-Anlage 1

60327 Frankfurt am Main

Germany

 

London Book Fair

Your stand contact

Your hall and stand number

London Book Fair

Earls Court Exhibition Centre

Warwick Road

London

SW5 9TA.

 

What does it cost to book in with you?

We run a list of people who have asked us to speak with them, usually a day or two before we leave for a fair to see whether or not they are going to need our help. We will never charge someone for being on a list of people that might need help and in fact we’d rather know about what you might need in advance and find out that you don’t need us closer to departure.

If you would like to book in with us and confirm closer to a fair email us at bookin@bookfairvans.co.uk and we can go from there.

I’m outside of London can you still help us?

We regularly have people contact us who are outside of London that need help. We always try our best to help them particularly when they reach out at the last minute. The best route to getting your last minute material to your stand is to send us an email or have a conversation with us by calling 020 3287 4198. We can usually find an answer and give you clear deadline times and costs involved. Because of the distances and time involved we won’t be able to offer collections on the same day as we do with our London collections but we usually find a way to give you a full day to get ready the day before.

Can we get a reference from you?

We are lucky enough to have people that we have worked with over the years who have volunteered to offer us a reference or testimonial and we are happy to introduce you to them. We usually prefer to have a short conversation with you about what you might need to send out to a fair to make sure you end up talking to someone who has sent a similar amount of boxes to make sure you get an accurate experience of working with us.










 

Love those jacket ideas.

It’s great that your team hits the nail on the head with the jackets but how do you cope with getting the graphics printed when you’re working like mad to get the jackets and dummies made? Major marketplace gatherings like Frankfurt Book Fair only come round once a year and that can mean a new title has to be pushed to market. With any push deadlines get squeezed, time, patience and money often end up being in short supply.

When it comes to graphics I go back to the days when a computer was something you saw in a sci-fi movie and quick turnaround was a week. Anything shorter was going to get expensive unless you had a regular supply of work and a good relationship with a graphics house. Even then it was touch and go if you were short of time. It was simply about the amount of days it took a person or a team of people to create what you wanted in what was a labour intensive industry and how large your budget was.

These days we work to much tighter time frames, digital technology means that the market place expects a faster turnaround. All our worlds are much more last minute dot com based with people working in marketing  and sales needing to be able to adjust a campaign to support a drive towards an emerging trend or a new product that has a small window to hit.

Large format graphics on a stand or in a retail environment catch the eye and focus the attention like nothing else. When you marketplace is a major event like Frankfurt it might just make the difference between a buyer st opping and saying hello or heading off somewhere else.

So how do you cope with getting the graphics printed w hen you’re working like mad to get the jackets and dummies made? My four step advice is:

 Talk and be completely honest about how much time you don’t have. That way you can get an honest answer that you can rely on.

Origination. It’s a simply rule quality in = quality out.  Whether experienced or a novice it’s always good to ask what works and what doesn’t.

 Use once or make them last. This can affect the time needed to complete you graphics so it’s always good to know.

 Time slippage. If you deadline moves it’s always good to know before you origination arrives.

It might sound like simple advice but you’d be amazed how many people when they are pushed to the point of panic f orget to talk about the simple things!

Frank Baptiste is another of our trusted friends. Frank, who has known Daniel for long that either of them cares to admit, is a director at Colorset UVI a London based large format digital graphic house. You can reach Frank by email or call 020 7234 0300.

Getting you to and from London Book Fair

We have had some calls from people since posting yesterday asking if people had to book to and from London Book Fair and it seemed worth taking the time to clear this up.

We would be delighted if people did book us to and from but we are happy to be you one way delivery choice. Simply call Daniel on 0207 100 3748 or drop him an email daniel@bookfairvans.co.uk

Sorry for the confusion we hope this helps.

 

Book Fair Vans: Getting you to London Book Fair

When someone says to us “I’m now thinking about London in terms of hours of work rather than days” you can be sure that peoples workload for London Book Fair are growing and time is tight, so it seems like a good time to let you all know that book fair vans is running its last minute service for exhibitors again.

Whilst this show is in London the conversations we’ve had so far are telling us that people still need help with getting their last minute material to Earls Court and as ever we’re happy to help you by doing the driving, lifting and lugging.

Pick ups will be on Friday 16th, with delivery in the hall direct to your stand during Saturday, which means you can turn up bright eyed and bushy tailed to decorate your stand on Sunday or Monday and carry just what you need, rather than those catalogues, dummies, spread and graphics with you.

If you’re going to need to send lots of boxes, think you might need an out of hours pick up or will need help getting everything back to your office after the show, give Daniel a call on 0207 100 3748 or email him daniel@bookfairvans.co.uk

Have a great week and good luck getting ready for London Book Fair.