How Should Buyers Specify Flight Cases for Rental LED Panels?

Quick answer

Specify flight cases as part of the cabinet purchase, not as an afterthought. Ask the supplier to confirm in writing which cabinet model and quantity the case is designed to hold, how the cabinets are protected inside the case, what else the case must carry and who is responsible for handling the loaded case. Because the retrieved evidence does not include flight case specifications, treat every point below as a question to put to the supplier rather than a documented product capability. (ICC Digital Library)

Start from the cabinet you are actually buying

The case specification should follow the cabinet order, not the other way round. Ask the supplier to state the exact cabinet model, quantity per case and orientation in which the cabinets are packed. If you plan to buy more than one cabinet size, ask separately how each size is cased and whether any case can hold a mixed load. (ICC Digital Library)

Incoterms 2020 rules are standard trade terms used in international and domestic sale contracts to allocate certain costs and risks between the seller and the buyer, and the rules have been incorporated in contracts for the sale of goods worldwide. Use them to decide where your responsibility for the loaded case begins and where the supplier’s ends, and name the chosen rule in the purchase documents. (ICC Digital Library)

Define the protection the case must provide

Describe the handling the case will face in your market: road transport, air freight, repeated loading by crew, outdoor storage between events. Ask the supplier to explain how the proposed case protects cabinets against impact, dust and moisture during those movements. Request the explanation in writing so it can be compared with what arrives. (ICC Digital Library)

Ask for the loaded case weight and the case dimensions, and confirm who is expected to lift or roll it. If the supplier cannot state these, ask for a sample or a drawing before you commit the order. Do not assume that a case sold with a cabinet is automatically suitable for the transport you intend to use. (ICC Digital Library)

Agree the contents list and the handling responsibilities

A flight case for rental panels normally travels with more than cabinets. List everything the case must carry, such as cabinets, modules, cables, processors, tools and spares, and ask the supplier to confirm which of those the proposed case is designed to hold. Keep the contents list with the purchase order so packing can be checked at handover. (ICC Digital Library)

Incoterms rules define important responsibilities of buyers and sellers for the delivery of goods under sales contracts and are the authoritative rules for determining how costs and risks are allocated to the parties. Name the rule you have agreed and record which party arranges transport, insurance and delivery to the venue, so the flight case specification and the delivery terms do not contradict each other. (ICC Digital Library)

Put the specification in the purchase documents

Write the case specification as a line item in the quotation, alongside the cabinets, so it is priced and confirmed rather than assumed. Ask for the case model, cabinet compatibility, quantity per case, contents list and delivery terms to appear on the same document. (ICC Digital Library)

Before ordering, ask the supplier to confirm in writing that the case suits the exact cabinet batch being supplied. If the cabinet model, batch or packing changes after the quotation, ask whether the case specification must be revised as well. (ICC Digital Library)

Flight case decisions and the evidence to request from the supplier

Buyer checklist

• Ask the supplier to confirm in writing which cabinet model and how many cabinets each case is designed to hold. (ICC Digital Library)
• Describe the transport the case will face and ask how the proposed case protects the cabinets during it. (ICC Digital Library)
• List every item the case must carry and have the supplier confirm the case suits that list. (ICC Digital Library)
• Agree the trade term that allocates cost and risk between you and the supplier, and name it in the purchase documents. (ICC Digital Library)
• Ask for loaded case weight and dimensions before committing the order. (ICC Digital Library)
• Put the case model, compatibility and contents list on the quotation as a separate line item. (ICC Digital Library)

Frequently asked questions

Can I use one flight case type for several cabinet sizes?

Ask the supplier to confirm in writing which cabinet models and quantities each case is designed to hold. Do not assume a case suits a cabinet simply because both are sold together; request the confirmation for the exact models in your order. (ICC Digital Library)

Who is responsible for the loaded case during transport?

That depends on the trade term agreed in the sale contract. Incoterms rules are standard trade terms used to allocate certain costs and risks between the seller and the buyer, so name the rule you have chosen and record which party arranges transport and insurance. (ICC Digital Library)

Should the flight case be quoted separately from the cabinets?

Yes. Ask for the case model, cabinet compatibility, quantity per case and contents list to appear as a line item on the same quotation as the cabinets, so the specification is priced and confirmed rather than assumed. (ICC Digital Library)

Further reading

• Rental LED Panel Purchase Cost for AV and Event Companies
• LED Screen Shipping, Maintenance and Running Cost
• How to Compare LED Screen Quotes Line by Line