INITIAL AV FREIGHT WORKSHEET · FLORIDA / UNITED STATES
Planning template. Does not send information or confirm bookings.
Version / update date:
Event / date / city / venue / room or booth:
Coordination contact (no sensitive details):
Requested load-in / confirmed load-in / who confirmed and when:
Requested load-out / confirmed load-out / who confirmed and when:
Packages: ID | count | shipping length × width × height | gross weight | units | source and date | measured or estimated | wheels/pallet | authorized stacking | delivery priority
Do not infer weight from a photo or transportation capacity from volume.
Transportation: provider | proposed category | unit pending/confirmed | dimension/capacity document | private contact channel
Vehicle: actual exterior height | exterior/mirror width | overall length | clear door opening | deck height | GVWR/GCWR/GAWR from applicable labels | documented actual weight | configuration payload
Driver: person responsible for confirming authorization/documents; no personal numbers on this worksheet.
Access: event manual and version | authorized entrance | check-in | holding area | dock appointment | internal route | doors | turns | freight elevator
Transfer: truck ramp / liftgate / dock equipment / forklift / pallet jack / carts, model, applicable documentation, provider and authorized personnel (separate entries)
Quoted services and costs: transportation | dock/access | unloading | room/booth movement or drayage | empty storage | equipment and labor | waiting | parking | surcharges and taxes; currency, billing unit, minimum, date and validity
After unloading: authorized lot | acceptance of vehicle/combination | quoted cost | opening hours | return | contact
Load-out: freight release | empties | truck call | outbound documents | pickup point
Open items: information | owner | required date | closing document/response
If LED cases and control equipment are going to the same room, gather dimensions, weights and access details before choosing a truck; coordinate delivery order with the setup team.