A verbal promise that “we’ll definitely make it” is hard to enforce when the booth stands empty on the opening day of the show. Companies serving exhibitors are increasingly protecting themselves with a contract that defines a service level (SLA) instead of relying on the carrier’s goodwill. Here are the provisions such a contract should include.
Response time to requests
In trade show logistics, short-notice orders are common. The contract should set a maximum time for confirming vehicle availability from the moment of the request – for example within 2 hours on business days – so the event contractor knows whether to look for an alternative before it is too late.
A confirmed delivery time window
An exhibition hall has fixed build-up windows and does not wait. The key provision is a specific delivery time, not “on that day”, ideally with a buffer for traffic jams or border checks. Also put in writing what happens if the time window is missed through the carrier’s fault.
Contractual penalties for missed deadlines
A contractual penalty for late delivery motivates the carrier to plan the route carefully. In international transport, however, keep in mind that the CMR Convention limits compensation for delay to the amount of the carriage charges (Article 23(5)), and contract terms that conflict with CMR are void in this respect (Article 41). The enforceability of contractual penalties in contracts of carriage is sometimes disputed in case law, so it is worth having their wording reviewed by a lawyer. The legal way to obtain higher protection is to enter a special interest in delivery in the consignment note (Article 26 CMR), for an additional fee.
Cargo insurance
The contract should state clearly whether the transport is covered by the carrier’s standard OCP liability insurance or by additional cargo insurance covering the full value of the load – we describe the difference between the two in the article Cargo insurance for trade shows. With valuable booth scenery, it is worth settling this at the contract stage, not on the day of the order.
Guaranteed fleet availability
For ongoing cooperation (from a few to a dozen or more events a year), specify a minimum number of vehicles of a given type available on agreed dates – this protects you against a situation where the carrier’s entire fleet happens to be busy with another job.
On-site communication channel
A good contract names a direct contact with the driver or dispatcher for the build-up crew on site, not just the client’s purchasing department – if the entry gate changes or there is a delay, speed of communication matters, not going through intermediaries.
Frequently asked questions
Does an SLA make sense for a one-off order, or only for ongoing cooperation?
It brings the most value in ongoing cooperation (it is easier to negotiate specific terms and penalties), but the basic elements – a confirmed time window and a direct contact – are worth having in writing even for a one-off order.
Who usually proposes the SLA terms – the client or the carrier?
Usually the event contractor specifies its requirements (time window, penalties, insurance), and the carrier accepts or negotiates them – it rarely works the other way around.
Does a contractual penalty guarantee on-time delivery?
No, it does not. It is a tool for protecting financial interests, and in international transport its scope is limited by the CMR Convention. Careful route planning and a buffer for the unexpected matter more.
Let’s see how we can support your transport
If you regularly handle trade shows and are looking for a carrier ready to sign clear terms of cooperation, let’s talk specifics. Call +48 508 546 540 or email jasek@jasek-transport.pl.
Photo: dookdui / 123RF
