In this edition of our Spotlight series, we talk to David Allen of Production Freight, specialists in global freight logistics since 1993, and with decades of experience in ensuring that valuable equipment – from small-scale kit cases to entire productions – is safely carried across the world by air, land or sea.

David shared valuable insights on navigating the intricate landscape of production logistics, as he walked us through key considerations and typical challenges that logistics teams often face, while also taking a closer look at how ATA Carnets work…

In David’s words:

After spending 20 years in the general freight industry, I thought I had a well-rounded understanding of the logistics sector. However, once I moved into film and TV logistics, that’s when the real adventure began…

Boarding a project

Typically, we become involved when a project enters the development or pre-production stage. This timing can be flexible based on the specific circumstances. Often, production companies reach out once they are ready to advance. Alternatively, we will proactively pitch our services – for example, if we see a project in development, we will contact the production team to see if we can assist.

The logistics process begins with an initial conversation that explores the project’s creative vision, budgets, and filming timelines. From there, we’ll provide ideas and logistical plans that demonstrate how we can bring the project to fruition efficiently and on budget.

The top essentials people expect from a logistics company like Production Freight:

• Reliability and time sensitivity
• Expertise and compliance
• Security and care
  
  
  

Transporting high-end film equipment: challenges and considerations

The equipment is both delicate and specialised – think cameras, lenses, and lighting – which necessitates a careful approach to handling and packaging.

Timeliness is also crucial, as production schedules are often tight, meaning delays can result in costly repercussions.

Additionally, navigating customs for international shipments requires thorough knowledge, particularly for temporary exports and imports under ATA Carnets. Due to the high value of the equipment, stringent security measures are essential.

Typically, the production takes care of insurance for their gear, but we can provide coverage options if needed.


Key preparations before transport

Before transporting filming equipment, several critical checks and preparations must be completed to ensure safety, compliance, and smooth delivery, with prior attention to detail helping prevent issues arising later on.

Customs and documentation: For international jobs, we verify all customs documentation – such as ATA Carnets, commercial invoices, and export entries – to ensure smooth border crossings and avoid costly delays.

Packaging and labelling: Correctly labelling cases, including handling instructions (e.g., “fragile” or “keep upright”) and destination details to prevent misrouting. Different departments may use colour-coded labels for easy identification. 

Route and schedule planning: Pre-planning transport routes, factoring in any restrictions, local regulations, and time-sensitive delivery windows to align with shooting schedules. 

Global mindset and collaboration

Operating with a global mindset is essential, especially when productions span different time zones. We employ effective communication tools and real-time tracking systems to ensure seamless coordination.

Staying informed about varying import/export regulations and maintaining partnerships with local experts in key filming locations are also critical for efficient logistical management.

ATA Carnet services

Navigating the landscape of temporary exports can be quite the challenge, especially when it comes to professional film and production equipment. That’s where ATA Carnet services come into play, designed to streamline the entire process from start to finish.

Production Freight offers a complete start-to-finish service, undertaking all the key procedures below, on our clients’ behalf. Here’s a closer look at what these services entail:

1. Application and documentation preparation

The first step in utilising an ATA Carnet is preparing the necessary documentation. This includes accurately recording item descriptions, serial numbers, and values in accordance with HMRC and Chamber of Commerce guidelines.

2. Customs liaison

Once the Carnet is prepared, effective communication with customs authorities becomes essential. ATA Carnet services often involve co-ordinating directly with customs at various ports, airports, and inland border facilities. This co-ordination includes managing the stamping process for both export and eventual re-import of equipment.

 3. On-site assistance

In some cases, having support during the customs process can be invaluable. ATA Carnet services may include having representatives accompany shipments to ensure correct endorsement and to address any customs enquiries that may arise at the point of entry or departure.

4. Tracking and management

Monitoring the validity of the Carnet throughout its lifecycle is an important aspect of compliance. ATA Carnet services typically include tracking all movements and ensuring the timely re-importation of equipment to prevent unexpected duties or penalties.

 5. Renewals and replacements

Prolonged productions can sometimes exceed the initial validity of a Carnet. In such cases, it’s crucial to arrange for renewals or replacements. Good ATA Carnet services will facilitate this process, ensuring compliance and preventing interruptions to operations.

Role of an ATA carnet manager

The ATA carnet manager oversees all aspects of carnet-controlled movements. To give our clients an idea of exactly what is being done on their behalf, here are some of the crucial elements involved.

• Ensuring carnets are correctly issued, validated, and used in line with international customs conventions
• Maintaining up-to-date knowledge of country-specific carnet rules and temporary admission procedures
• Advising clients on best practices for international movements to prevent delays or disputes at borders
• Co-ordinating between logistics teams, customs officials, and clients to guarantee smooth, compliant transitions
• Managing post-trip reconciliation and ensuring the carnet is returned and closed correctly
  
  

A good logistics manager will offer their clients

• Organisational and planning skills: meticulous planning is crucial for managing equipment arrivals and preventing production delays
• Problem-solving and adaptability: the ability to swiftly adapt to sudden changes – such as unscheduled location shifts – ensures that production teams can keep moving forward
• Communication and co-ordination: acting as a liaison among various stakeholders guarantees that accurate information flows seamlessly
• Customs knowledge: familiarity with customs regulations and processes, particularly for international projects, is crucial for mitigating border-related issues
• Attention to detail and risk management: a proactive approach to anticipating risks helps ensure shipments are not delayed or damaged
  
  

Together, these skills contribute to the overall efficiency of a production and help maintain budgets and schedules.

In summary

Over the past 10 years, I’ve faced numerous challenges – from coordinating aircraft charters to managing urgent hand-carries – and no two days have ever been the same. Each new project brings something unexpected, and finding solutions to these complex logistics puzzles is incredibly rewarding. Seeing the finished film or show at the end makes all the effort truly worthwhile.

DAVID ALLEN
M: +44 (0)7973 848 781
E: david@productionfreight.com
A: Unit 5, The Summit Centre,
Skyport Drive, Harmondsworth, UB7 0LJ

With many thanks to David Allen from Production Freight for his help in compiling this article.