Moving oversized, overweight, or specialized freight is different from booking a routine truckload. The freight itself is only part of the equation. Dimensions, weight, loading method, trailer configuration, route, permits, site access, delivery requirements and timing can all affect how a shipment should be handled. The more accurate the information available before transportation is arranged, the better prepared your logistics provider can be to evaluate equipment and transportation requirements.
Oversized and Specialized Freight Pre-Move Planning Toolkit What to Know Before You Request Transportation. A practical planning guide for machinery, equipment, oversized loads, heavy haul and complex freight.
• Prepare the right information. • Identify potential challenges early. • Build a better transportation plan.
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5130 Executive Blvd. • Fort Wayne, IN 46808 • 260.471.1877 • buchananlogistics.com
START WITH THE RIGHT INFORMATION
Complex Freight Requires More Planning Moving oversized, overweight or specialized freight is different from booking a routine truckload. The freight itself is only part of the equation. Dimensions, weight, loading method, trailer configuration, route, permits, site access, delivery requirements and timing can all affect how a shipment should be handled. The more accurate the information available before transportation is arranged, the better prepared your logistics provider can be to evaluate equipment and transportation requirements. Use this toolkit when planning transportation for: • Industrial machinery
THE FIVE QUESTIONS TO ANSWER FIRST • Agricultural equipment • Construction equipment • Cranes and crane components • Manufacturing equipment • Generators and power equipment • Transformers and electrical equipment • Data center infrastructure • Aerospace components and support equipment • Mining equipment • Fabricated steel and structures • Tanks, vessels and large assemblies • Project cargo • Other large, heavy, high-value or difficult-to-handle freight Before requesting transportation, make sure you can answer: 1.Exactly what is moving? 2.What are its shipping dimensions and weight? 3.How will it be loaded and unloaded? 4.What are the pickup and delivery locations like? 5.When does it need to move and arrive?
The worksheets in this guide will help you organize those details.
BUILD YOUR SHIPMENT PROFILE
Step 1: Identify Exactly What Is Moving Start with a clear description of the freight.
Avoid generalized descriptions such as: Machine, Equipment, Crane Parts, or Steel Structure Instead, provide enough information for a transportation professional to understand what is actually being moved.
SHIPMENT PROFILE
Commodity / Equipment: _____________________________________ Manufacturer: _____________________________________ Is the freight operational equipment? F Yes F No Is the freight new or used?
Make / Model, if applicable: _____________________________________ Quantity / Piece Count: _____________________________________ Can any components be removed for transportation? Is the freight sensitive, fragile or high- value? F Yes F No Are there special handling instructions? _____________________________________ _____________________________________ F Yes F No F Unknown
F New F Used
F Not applicable
Can the equipment move under its own power?
F Yes F No
F Not applicable
COMPLEXITY CHECK
Check any that may apply: F Oversized dimensions F Heavy or overweight freight F Multiple pieces F Multiple truckloads F Crane required F Rigging required F Specialized trailer required F Jobsite delivery
F Restricted site access F High-value freight F Time-critical delivery
F Cross-border transportation F Multiple pickup locations F Multiple delivery locations F Sequenced deliveries
TIP: Photos can help a transportation provider understand the freight, loading environment and potential equipment requirements that they might encounter. When possible, provide clear photos from multiple angles to help mitigate possible delays later.
MEASURE THE FREIGHT AS IT WILL SHIP
Step 2: Get the Dimensions Right Accurate dimensions are one of the most important pieces of information when planning oversized freight. Measure the freight as it will actually be transported. That means including anything that adds to its shipping dimensions, such as:
• Skids • Cradles • Saddles
• Packaging • Frames • Supports
• Protective structures • Attached components
For multi-piece shipments, record the dimensions and weight of each major piece.
LOAD DIMENSIONS
Piece #1 Description: _____________________________________
Piece #2 Description: ______________________________________
Length: _ _________ Width: _ __________
Height: _ _________ Weight: _ _________
Length: __________ Width: __________
Height: _ _________ Weight: _ _________
Piece #3 Description: _____________________________________
#Additional Pieces Are there additional pieces to note? F Yes F No Attach a separate list when needed.
Length: _ _________ Width: _ __________
Height: _ _________ Weight: _ _________
DON’T FORGET
Ask yourself: F Are these dimensions for the freight exactly as it will ship? F Have skids, cradles or other supports been included? F Have removable components already been removed from the dimensions?
F Has the weight been verified? F Do you know the weight of each individual piece? F Do I know which dimensions cannot be changed?
Why this matters Even a change in shipment dimensions or weight can affect equipment selection, routing, permitting or other transportation requirements. Do not rely on approximate measurements when exact dimensions are available.
PLAN HOW IT WILL GET ON AND OFF THE TRAILER
Step 3: Define the Loading and Unloading Method A truck arriving at the right place with the wrong loading configuration can quickly become a problem. Determine how the freight will be loaded before transportation is booked.
AT ORIGIN
How will the freight be loaded?
Maximum lifting capacity, if relevant: _____________________________________ Loading appointment required? F Yes F No Special loading instructions: _____________________________________ _ _____________________________________________ _____________________________________ Unloading equipment available onsite: _____________________________________ Delivery appointment required? F Yes F No Special loading instructions: _____________________________________
F Loading dock F Rigging equipment F Loading dock
F Crane F Forklift F Drive-on
F Other: __________________________ Loading can occur from:
F Side F Rear
F Above F Multiple directions
Loading equipment available onsite: _____________________________________
AT DESTINATION
How will the freight be unloaded?
F Loading dock F Rigging equipment F Loading dock
F Crane F Forklift F Drive-on
F Other: __________________________ Unloading can occur from:
F Side F Rear
F Above F Multiple directions
COORDINATION QUESTION
If a crane, rigging crew, installation team or other outside resource is involved: Who is responsible for coordinating it? _____________________________________ Scheduled date/time: _____________________________________ Primary contact: _____________________________________ Phone: _____________________________________ A transport schedule should account for these dependencies, not the truck’s arrival time.
UNDERSTAND THE EQUIPMENT OPTIONS Step 4: Match the Freight to the Transportation Requirements There is no single trailer that works for every oversized or specialized shipment. The appropriate equipment depends on factors such as: • Length • Width • Route requirements • Site access COMMON OPEN-DECK AND SPECIALIZED EQUIPMENT Flatbed A versatile open-deck option commonly used when freight needs to be loaded from the side, rear, or above. Often used for machinery, steel, fabricated products, building materials, and industrial freight. Step Deck / Drop Deck Provides a lower main deck than a standard flatbed and may provide additional flexibility for taller freight. Removable Gooseneck or RGN Allows the front portion of the trailer to detach so certain wheeled or tracked equipment can be driven or moved onto the lower deck. RGNs are also commonly considered for tall, heavy or specialized machinery. Conestoga / Curtainside May provide flexible loading access with additional weather protection for freight that fits the equipment’s operating requirements. Multi-Axle / Specialized Heavy-Haul Equipment Certain heavy or complex loads may require specialized trailer configurations designed around weight distribution, dimensions and route requirements. Important The trailer should be selected around the actual shipment, and not chosen first and forced to fit the freight. Let the freight dimensions, weight, loading requirements, route and delivery conditions determine the appropriate transportation solution. • Height • Weight • Loading method • Unloading method • Ground clearance • Freight configuration
ROUTING, PERMITS AND ESCORTS
Step 5: Think Beyond the Pickup and Delivery Addresses For oversized and heavy freight, the shortest route is not always the appropriate route. Transportation planning may need to consider: Requirements can vary by shipment, equipment, route and jurisdiction. • Bridge restrictions • Bridge weight limitations • Overpasses
• Construction zones • Turning radius • Road geometry • Local restrictions • Permit requirements
• State or provincial requirements • Travel-hour restrictions • Weather • Escort requirements
• Height clearances • Road restrictions
ROUTE INFORMATION
Origin: _____________________________________
Destination: _____________________________________ Does the shipment cross state, provincial or national borders? F Yes F No Are permits expected to be required? Are escorts expected to be required? F Yes F No F Unknown Has a route already been specified by the customer or project? F Yes F No F Yes F No F Unknown
Are there known road or access restrictions near origin?
F Yes F No
F Unknown
If yes: ________________________________ Are there known restrictions near destination?
F Yes F No
F Unknown
If yes: _ _______________________________ _____________________________________ _____________________________________
DON’T ASSUME
A permit or route used for a previous shipment does not necessarily mean the same requirements will apply to the next shipment. Changes
in freight dimensions, weight, equipment, origin, destination or regulations can change the transportation plan.
CHECK THE SITE BEFORE THE TRUCK ARRIVES
Step 6: Evaluate Pickup and Delivery Access A specialized trailer may be considerably more difficult to maneuver than the vehicles that normally enter a facility. The location itself should therefore be part of the transportation plan.
ORIGIN SITE CHECKLIST
F Entrance is clearly identified F Truck access has been confirmed F Adequate turning area is available F Loading area can accommodate anticipated equipment F Ground conditions are suitable F Overhead clearance reviewed
F Gates / entrances have adequate clearance F Loading crew will be ready F Crane / forklift / rigging equipment has been scheduled F Appointment requirements are known
F Site contact has been confirmed F Driver instructions are available
Origin notes: ____________________________________________________________________________
DESTINATION SITE CHECKLIST
F Entrance is clearly identified F Truck access has been confirmed F Adequate turning area is available F Unloading area can accommodate anticipated equipment F Ground conditions are suitable F Overhead clearance reviewed
F Gates / entrances have adequate clearance F Unloading crew will be ready F Crane / forklift / rigging equipment has been scheduled F Delivery appointment has been confirmed
F Site contact has been confirmed F Driver instructions are available
Destination notes: ____________________________________________________________________________
JOBSITE DELIVERY?
For construction sites and other active projects, also confirm: F Current site entrance F Construction traffic pattern F Staging location F Laydown area F Site superintendent/contact F Required PPE or site rules F Check-in procedure
F Crane or lift schedule F Delivery sequence F After-hours contact
BUILD THE SCHEDULE AROUND THE PROJECT
Step 7: Define What “On Time” Actually Means For specialized freight, the delivery requirement may be more precise than simply arriving on a particular date. The shipment may need to coordinate with:
• Installation crews • Crane schedules • Rigging crews • Construction milestones
• Plant shutdowns • Production schedules • Customer appointments • Receiving personnel
• Other truckloads • Equipment commissioning • Project sequencing
SCHEDULING WORKSHEET
Freight ready date: _____________________________________ Check-in Deadline (if applicable) : _____________________________________ Earliest acceptable pickup: _____________________________________
Latest acceptable pickup: _____________________________________ Requested delivery date: _____________________________________ Required delivery window: _____________________________________
Is the delivery appointment-specific? F Yes F No Is this shipment tied to a crane or rigging schedule to complete delivery? F Yes F No Is it tied to installation or construction activity? F Yes F No What happens if the shipment arrives late? Instructions?
Will other shipments need to arrive before or after it? F Yes F No Is weekend or after-hours delivery an option or a possibility?
F Yes F No
F Unknown
____________________________________________________________________________ ____________________________________________________________________________ ____________________________________________________________________________ ____________________________________________________________________________ ____________________________________________________________________________ ____________________________________________________________________________ ____________________________________________________________________________ ____________________________________________________________________________
THE PRE-MOVE CHECKLIST
Before You Request Transportation Use this checklist to make sure the most important information is ready.
FREIGHT
F Commodity clearly identified F Piece count confirmed F Exact length confirmed F Exact width confirmed
F Exact height confirmed F Exact weight confirmed F Shipping configuration confirmed F Photos available
LOADING
F Origin loading method confirmed F Destination unloading method confirmed
F Crane requirements identified F Forklift requirements identified F Rigging requirements identified
LOCATIONS
F Exact origin address confirmed F Exact destination address confirmed F Origin site restrictions identified
F Destination site restrictions identified F Site contacts confirmed F Freight ready date confirmed
SCHEDULE
F Pickup requirements confirmed F Delivery date confirmed F Appointment requirements confirmed
F Installation / crane / project dependencies identified
SPECIAL REQUIREMENTS
F High-value requirements identified F Special handling requirements identified and examined F Weather protection needs identified F Permit considerations identified F Escort considerations identified F Cross-border requirements identified F Other project requirements identified
SEVEN DETAILS THAT OFTEN CREATE PROBLEMS
Catch Them Before the Shipment Moves 1. APPROXIMATE DIMENSIONS A few inches can matter when evaluating specialized freight. Use actual shipping dimensions whenever possible. 2. FORGETTING THE SKID, CRADLE OR FRAME Measure the complete transportation configuration—not just the machine or component itself. 3. ASSUMING THE SAME TRAILER WILL WORK Similar-looking loads can require different equipment because of height, weight, loading method or route conditions. 4. NOT DISCUSSING LOADING AND UNLOADING A transportation plan needs to account for how the freight gets onto and off the trailer. 5. OVERLOOKING SITE ACCESS Gate width, turning room, ground conditions and overhead restrictions can matter just as much as highway routing. 6. WAITING TO IDENTIFY PROJECT DEPENDENCIES Crane schedules, installation crews and delivery sequencing should be identified before transportation is finalized. 7. CHANGING THE LOAD WITHOUT UPDATING THE TRANSPORTATION PROVIDER If dimensions, weight, loading method, pickup location, destination or schedule changes, communicate that information immediately. The transportation plan may need to change with it.
YOUR OVERSIZED FREIGHT PLANNING WORKSHEET
Ready to Discuss Your Shipment? If you can complete the information below, you already have many of the details needed to begin a transportation conversation.
SHIPMENT
Commodity / Equipment: _____________________________________
Quantity: _____________________________________
Length: __________ Width: __________
Height: __________ Weight: __________
ORIGIN
City / State / Province: _____________________________________
Loading method: _____________________________________
Site restrictions: _ ____________________________________________________________
DESTINATION
City / State / Province: _____________________________________ Unloading method: _____________________________________ Site restrictions: _ ____________________________________________________________
SCHEDULE
Ready date: _____________________________________
Requested delivery: _____________________________________
SPECIAL REQUIREMENTS
F Crane F Rigging F Oversized F Heavy / overweight
F Multi-truck F High-value F Jobsite delivery F Expedited
F Cross-border F Other:
______________________ ______________________
ADDITIONAL DETAILS
____________________________________________________________________________ ____________________________________________________________________________
LET’S REVIEW YOUR NEXT MOVE Specialized Freight Deserves a Transportation Plan Built Around the Load Buchanan Logistics helps businesses coordinate oversized, heavy and specialized freight transportation throughout North America. Our transportation capabilities include access to flatbed, step deck, removable gooseneck and other specialized equipment options, along with transportation coordination for freight that may involve routing, permits, escorts, complex loading requirements, project schedules or difficult delivery conditions. #Have a load you’re planning now?
SEND TO BUCHANAN LOGISTICS
1. Your freight dimensions and weight 2. Pickup and delivery locations 3. Loading and unloading requirements
4. Requested dates 5. Photos or supporting information
Our team can review the shipment requirements and discuss transportation options.
REQUEST A RATE OR TRANSPORTATION REVIEW
Buchanan Logistics, Inc. www.BuchananLogistics.com 1-866-660-7091
ABOUT BUCHANAN LOGISTICS
Buchanan Logistics provides freight brokerage and logistics support for businesses ranging from routine truckload transportation to complex project, heavy-haul and specialized freight requirements. Transportation capabilities include truckload, LTL, flatbed, step deck, Conestoga, removable gooseneck, expedited, heavy haul, specialized freight, project transportation and managed logistics. Transportation built around your freight, schedule and business requirements.
Important Planning Note: This guide is intended as a general freight-planning resource. Oversized and specialized transportation requirements vary based on shipment characteristics, equipment, route, jurisdiction and other conditions. Permit, escort, equipment, regulatory and routing requirements should be evaluated for the specific shipment before transportation begins.
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