The Bill of Lading (B/L), also known as the Material Handling Form, is the single most important document in the entire shipping process. It establishes the terms of a contract between a shipper and a transportation company under which freight is to be moved between specified points for a specified charge. The Bill of Lading serves as a document of title, a contract of carriage, and a receipt of goods. Always complete all shaded sections of the Bill of Lading and read the entire form before you sign it. By signing the Bill of Lading, you are agreeing to be bound by all of its terms and conditions.
The inbound Bill of Lading to move your freight from origin to show site is usually prepared by the transportation carrier during the loading of your exhibit properties. If all pieces of freight arrive at the show in good condition, a Clean Bill of Lading is created. If any pieces are missing or damaged, a Foul Bill of Lading is created, leaving the shipment open to claim.
The outbound Bill of Lading is prepared by the shipper (either by the exhibit manager or dismantle supervisor from your appointed I & D contractor) on forms issued by the General Contractor. You will be given a blank outbound Bill of Lading for your shipment when you settle your account with the General Contractor during the show. This outbound Bill of Lading is turned in to the General Contractor's service desk when your dismantle is completed and you have filled in all shaded sections of the Bill of Lading including an accurate piece count. Your transportation carrier will not be called up from the marshaling yard to load your shipment until you have turned in this Bill of Lading. If you are not going to be at your booth throughout the complete dismantle process, make sure your dismantle supervisor knows that the Bill of Lading must be turned in to assure that your load is consigned to your carrier of choice.
If the Bill of Lading is not turned in to the Exhibitor Service Desk or the name of your carrier is not in the "CARRIER (if known)" section of the Bill of Lading, the General Contractor may "force the freight" onto their carrier of choice, generally the Official Common Carrier for that show. The Official Carrier will then either store your exhibit properties in their warehouse pending your notification of what you want them to do with your freight or ship it to you collect at a non-discounted rate.
The Bill of Lading form has several sections that the shipper must complete and these sections are typically shaded on the form. These segments require information on the shipper and origin of the shipment, the shipment's destination, the type of carrier being used, the quantity and type of materials being shipped, the name and address of the person responsible for paying for the shipping, and how it is being paid for. It is very important for you to list the exact name of your transportation carrier, such as "XYZ Van Lines" on the Bill of Lading under the section "CARRIER (if known)" as this releases your shipment to the carrier you have chosen.
The section of the Bill of Lading called "Freight Charges" is often confusing, asking you to check off a box if your shipment is "PREPAID" or "COLLECT". In the "real world" one would assume that prepaid means you have paid the shipper in advance of the shipment. In the jargon of shipping and Bills of Lading, prepaid means shipping before payment, in other words, that they will bill you after the shipment is delivered. Collect still requires a check upon delivery.