AV freight: clearance, doors, weights and packages

Interior and exterior height answer different questions

Interior height helps compare a package with the cargo box. Exterior vehicle or combination height is used to review route clearance. Request the assigned unit’s value, including its accessories, and applicable documentation; do not derive it from a photo.

Record the access points between the authorized arrival route and unloading: gates, covered areas and other obstacles identified by the carrier and venue. Request official restrictions for that route and confirmation for the event date. Request any missing information before confirming the transportation option.

The vehicle comparison shows why the box, door and clearance height are recorded separately. It is a supplier-published example; the actual vehicle and route need their own review. Do not adopt a universal clearance margin or drive in to test whether the truck fits.

Record exterior width, clear opening and package separately

Ask what the vehicle’s published width includes, and record the envelope including mirrors and accessories. The width definition in 49 CFR 571.3 excludes exterior mirrors; a body-width figure is not automatically the clearance needed to pass.

Record each package’s shipping dimensions including protruding wheels, handles, pallet or protection. Compare that envelope with the truck door, usable platform and every internal access point to the room. Ask the venue for the opening actually available in the event configuration, including anything that reduces it.

A case may fit through a door without enough space for the next turn. Send a sketch covering both points for route review. If space is insufficient, discuss another authorized route, supplier-approved packaging or a different configuration; do not assume equipment can be dismantled at the entrance.

Overall length, wheelbase and dock approach

Ask the carrier for a drawing or specification of the assigned combination: overall length, wheelbase and tractor/trailer details needed by the venue to assess the approach. A trailer-only specification does not describe the full combination’s access requirements.

Share the authorized entrance and available plans with both parties. Confirm whether the proposed arrival needs traffic control, a specific appointment or another vehicle, without assuming street space is available. The carrier and venue assess maneuvering using site information; this worksheet provides no turning radii or backing instructions.

Separate three answers: reaching the property, accessing the dock and parking after unloading. Request confirmation for each stage. If the venue only accepts a smaller unit, review the complete alternative service, including the load-out return, before changing vehicles.

GVWR, GCWR, payload and actual weight need separate records

Ratings describe manufacturer values; weighing documents an actual condition. Road and route limits need a separate review. A catalog capacity or subtraction of two nominal figures does not certify how much AV freight can be added.

Provide gross package weights and the proposed configuration so the carrier can review the vehicle and distribution. Do not average the freight across axles or treat unused box space as evidence of capacity. FMCSA licensing criteria can use applicable ratings or actual weights; the estimated case weight for that day does not settle classification.

If the unit changes or a liftgate is added, review the documentation and confirmed payload for that configuration again, even if the rental keeps the same advertised length.

Measure shipping packages and coordinate delivery order

Assign an ID to each case, crate or pallet and record count, exterior length × width × height and gross weight with units. Include packaging, wheels, handles and items traveling together. If a pallet contains several pieces, list the assembly and components without counting the same weight twice.

Ask the packaging supplier for applicable orientation and stacking conditions. “Stackable” needs specific conditions; matching case footprints do not establish it. The freight worksheet informs the carrier’s review of loading and securement. Consult FMCSA’s cargo securement reference; this guide does not design tiedowns or load distribution.

Agree with the setup team on what should arrive first, who receives each group and where it may wait with venue approval. For example, if video and control setup starts first, identify that group’s packages and communicate the priority to the carrier for review of a compatible plan. Requested setup order does not replace the vehicle loading review.

Prepare the return sequence using the same inventory: what gets packed, which empties must return and which packages are released for collection. Use the downloadable initial worksheet and record revisions with a version and date.