LDI
GNCTR Shipping Info

IMPORTANT GNCTR SHIPPING TIPS THIS YEAR

Tim Quinlan of Logistics Decisions has been chosen as the GNCTR 2015 committee’s Recommended Shipper for 2015 in Kelowna. His sponsorship, commitment and dedication to the competition earned GNCTR committee recommendations for the 4th straight year. The decision was based on extensive experience with GNCTR events, not just trucking and warehousing, but first hand gained by travelling to host cities and personally overseeing Logistics on site.

President’s Message to GNCTR 2015 Teams from Recommended Shipper, Tim Quinlan, President of Logistics Decisions:
Hello again GNCTR race fans!

Imagine after all your team’s creating, planning and building of your sled, the promotion, fundraising efforts, renting dozens of rooms and flying all your team members to Kelowna for the most fantastic event of the year …

AND YOUR SLED DOESN’T SHOW UP UNTIL AFTER THE RACE!

That shit happens in trucking every day. Usually a business can survive if a shipment is one day late, but your team cannot. You race one day and one day only. Your sled has to arrive in one piece and in time.

As a sponsor and father of a Mac Team member, as well as an owner of a shipping business, my worst nightmare would be to face my son and tell him that their sled that they trusted me to ship out west would be late for the race!

No damn way. I’m not about to tell any one of you captains that either. It has to be perfect.

I know what’s at stake. That’s why I handle this project personally. To the Big Multinational Carriers, you’re just a pro number. To me, it’s personal. There is no margin for error.

I even rent space to store your sleds. I deliver them there one week in advance, budgeting a few days in case of floods, avalanches, human error or late Toboggan production.

That’s why I created the following extra steps just for the GNCTR. These are things I do personally for each team so that shipping your GNCTR crates is as foolproof as possible, so your sled will be on time and your team can be worry free. When they do, I get a lot of free beer.

I can’t wait to see you all again,

Tim

What Logistics Decisions Offers GNCTR TEAMS
(that other trucking companies do not):

  • Personal email and phone communication to each University’s shipping dock staff and team captains.
  • Provide all inclusive (except tax) shipping rates from your University dock to and from the GNCTR’s chosen warehouse based on your team’s crate size and weight (Sample Rate Quote).
  • Walk the team captains through packaging methods, and how to construct their crates, and what tools you’ll need to open and reuse your crates at the events and for the trip back home.
  • We contact your University shippers so that we are aware of the details at your pick-up location, to avoid costly surprises at pickup (No Surprise Checklist).
  • We call team captains 2 hours before arrival, so teams can leave after a class to help load or arrange to borrow loading equipment if required at your university.
  • Arrange a deadline pick-up date to ensure timely arrival of their sleds, budgeting extra time for possible delays,
  • Send the shipper a proper bill of lading, see attached Bill of Lading with a CC to the team captain, and we inform the driver in writing as to every detail about your crate info, to eliminate error and ensure a smooth pick up and delivery (Carrier Confirmation Form).
  • Ship your crate to the GNCTR Tech Ex and Race events on time
  • Provide safe indoor warehousing prior to the events
  • Check on your crate daily and fix any problems along the way, and report to captains
    any possible delays (such as floods, avalanches, rail derailments, etc.)
  • Pre-alerting the warehouse as to the ETA’s of each unit, with advance notice of
    Your crate’s delivery date and advise captains once delivery is made by sending an Automatic Delivery Notice.
  • We invite your Questions and post the Answers on the FAQ page of our site to share with other teams.
  • The GNCTR home page has a link directly to these answers and shipping information on the logisticsdecisions.com site.
  • Make pick up and delivery appointments at each university so that the teams and university shipping staff are aware of when the sleds are picking up and delivering

TIM’S SHIPPING TIPS

Each year I attend for purely professional reasons. The parties, the chanting, the beer and fun with 470 similar minded though slightly younger fellow race fans had NOTHING to do with my attendance. I have learned many enhancements on how to handle your crates more efficiently in Calgary, Vancouver and London and look forward to my “purely business” adventure back to Big White in Kelowna.

I always pick up a few ideas by being at the trucks while we load and unload. Based on my personal GNCTR experience shipping, warehousing and by travelling to GNCTR Host locations year after year to supervise the logistics, I’d share the following tips that may help your teams ship smoothly and keep within budget:

  • The bills of lading that I email every Team Captain must be taped securely onto each crate, copies on all 4 sides is ideal. Remember to bring the RETURN bills of lading and to securely attach them after the race for the trip back home.
  • Use the space inside the crate to carry boots, helmets, and so on instead of on the plane. Make sure all items are fastened down though to avoid damage.
  • Every university must spray paint their university name and city onto ALL 4 SIDES AND THE TOP OF THE CRATE.
  • Teams are advised to ALSO SPRAY PAINT “HEAVY END” OR “LIFT AT THIS END” onto the heaviest end. Like picking up an old TV from behind, it always falls forward. The heavy end has to be closest to the forklift. These markings should go on the TOP and SIDE of the heavy end of the crate.
  • Every university must label their actual sleds, not just their crate, even if it’s simply like a license plate on the tail or a sticker on 2 parts of the frame, identifying the university.
  • Universities who need my shipping services should understand that they can ship either a one way or a two way shipment. If you don’t wish to return your crate to your university, we can help scrap it if you wish rather than ship it back to your university after the race.

PREPARING YOUR CRATE TO SHIP:

  • Build your crate so that a fork lift can lift it from all 4 sides, not just 2 so you can unload easier in every situation.
  • A dolly or casters. You will need wheels under your crate to move from Truck to Convention Tech Ex Floor. Don’t depend on borrowing someone else’s dolly and the driver needs to keep theirs for unloading other jobs they have following ours.
  • Put things you don’t want to travel with like helmets, boots, winter race wear inside the crate. Nothing must be loose, so tie it down
  • Carry tools with you to use to open and close crate after the Tech-Ex and the Race… any other tools can be fastened down inside the crate in a tool box.
  • Spray paint your university name on the outside of all 4 sides
  • Put sticker, or sticky label directly onto your sled itself, just in case you have a crate problem.
  • Staple/Tape the Bill of Lading (BOL) that we send you to all 4 sides inside plastic 8x11 sheets

PAYMENT INFO:

  • Historically the team Captains pay by personal VISA the date of pickup.
  • When you budget for your freight, remember to include tax. Tax is based on the province’s tax where the freight delivers. For example, Alberta U’s shipping to London are charged 13% HST on their shipping to London, but the same crate delivering in Alberta is only charged 5% GST on the returning freight. I included a guide below.

List of Provinces and Territories and Taxes as of July 1st, 2010

ON Ontario HST 13%
QC Quebec GST 5% + QST 7.5% cumulative
AB Alberta GST 5%
BC British Columbia HST 12%
MB Manitoba GST 5%
NB New Brunswick HST 13%
NL Newfoundland HST 13%
NS Nova Scotia HST 15%
SK Saskatchewan GST 5%
PE Prince Edward Island GST 5%
NT North West Terr. GST 5%
YT Yukon GST 5%
NU Nunavut GST 5%

Remember, dimensions and weight must be kept within the specifications that you provide before shipping, so you don’t get unexpected costs resulting from difficulties in transport and warehousing.

Each captain can contact me anytime. I’ll walk each team through shipping details, and offer photos or illustrations as guidance on how to construct a suitable shipping crate.

Tim Quinlan
Logistics Decisions Inc.

P: 905-331-8900 F: 905-854-5426 TF:1-877-239-9669 tquinlan@logisticdecisions.ca

TRUCKING RATES TO AND FROM KELOWNA

For budgeting purposes, each team should contact Logistics Decisions and Tim Quinlan (tquinlan@logisticsdecisions.ca) will provide a rate for your team, based on the dimensions and trucking costs from each university and back if required. When submitting registration info, please indicate your anticipated crate size on the final registration form. If your anticipated crate size is larger than recommended, Logistics Decisions will attempt to forecast the total dimensions of all combined to see if the committee might need extra trucks and if your team may be required to cover any extra shipping costs.

Toboggan Ship to Address:
GNCTR 2015’s warehouse location will be in Kelowna BC, but the final address will be announced before December 15, 2014.

Map

to Big White from Hotel

CRATE DIMENSIONS

I enjoyed the Tech Ex Presentations an really came to appreciate the creative use of the crates in team Tech Ex Displays and I don’t want to ruin that creativity by limiting crate size. Just remember, make them strong so they won’t come apart and make them a size that won’t delay the unloading of other teams or that will cost the committee extra unnecessary costs. Trucks are 8’ High and 8’ wide. Tailgates to help lower to a snowy race hill parking lot are only 8x4’. Unless the Race Hill or a local sponsor volunteers a heavy duty fork lift and operator, getting the crates on and off a truck may be an issue unless teams can lift crates manually.

In previous years, we’ve recommended toboggan crate sizes to be 8'x4'x6’H (96"x48"x72"H) measured to the outside of the crate and a weight of up to 1800 lbs, including the weight of the crate itself. This makes crates significantly easier to handle while loading into and out of trucks. It also makes them easy to store once they arrive in at the GNCTR Hosting destination.

Crate dimensions are not cast in stone. Teams can ship any crate dimensions they choose, as long as they are easily manoeuvrable and structurally strong. Crates that are larger simply cost more to ship. Over the years, we have had some Oversize crates that impacted the time it takes other teams on the same truck to unload. Extra unloading time can cost the committee extra money to pay waiting drivers. Bigger crates take more truck space. Twice as much floor space requires the committee to pay for extra trucks for Tech Ex or Race Hill deliveries. The committee policy each year has been to claw back these extra unexpected costs from the teams that created the cost.

TELL ME YOUR TEAM’S CRATE SPECS WHEN REGISTERING

Logistics Decisions can plan for any event, but your crate dimensions and approximate weight has to be known by us well in advance so we know how many trucks, how to unload them, what if any other equipment is required and how much warehouse storage space we’ll need to rent.

Teams are encouraged to reference the attached crate construction schematic as a guideline. Please note that this is just a guideline for construction and the GNCTR 2015 Organizing Committee will not be held responsible for the construction of sled crates or their durability during transportation. Further questions should be directed to Tim Quinlan, or to the GNCTR 2015 Logistics Manager


 


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