Tips for Packing Props

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Link to fill in package dimensions - (coming soon)

Instructions from MSU Receiving about shipments sent through their department (Houston-based truck or anyone shipping using regular carriers like UPS, FedEx, etc.)

Official label for each of your packages. Tape on multiple sides for large items.

Is it Outside Assistance for adults to pack team Props?

Adults can discuss with the team how they (the adults) plan to pack team props and explain how they should be unpacked.
Adults can do the packing and if needed, the unpacking, however only the team can re-assemble, fix, repair their props, whether at home or at destination.
Adults can help prepare a toolkit to unpack at the other end.

General Tips

Pack props in cartons. Campus requirements are that all cartons must measure no more than 32” wide X 72” tall and must be less than 8’ long. The dimensions could be dictated by elevator sizes in some campus buildings, also by use of hand forklifts. Within the truck, large backdrop are usually loaded upright or on their side, but not flat.
If your props themselves fit through a door but the packaging makes them exceed those dimensions, that is OK. They can still be transported in the truck but may not be staged overnight if we have a doorway restriction (to be discussed on a case-by-case basis). In some cases, they may have to remain at the Campus Receiving location after arrival, then be unpacked and transported locally by the team. In our experience, they always try hard to deliver all packages.
*** Do NOT consolidate packages ***.
Read through our specific packaging recommendations before you consolidate items.
Pool noodles make cheap versatile packing material.
You can also use plastic storage tubs (max 20”) with a sealed top. Do not make them too heavy.
*** Do NOT consolidate packages ***.
Extremely large containers must be constructed to allow for forklift use or pallet jack. Do this ONLY if they contain a single item. More details here.
If your item has wheels, make sure that they do not come off when tilted. Otherwise, remove them and pack them separately. Also consider if the wheels will make the item unstable during a very long journey on the road; wheels can be secured, wedged, or nested into disposable "shoes", if your item is crated on a pallet.
Include a sheet/tarp to cover all unpacked props at destination.
Include a couple of lose labels on letter size paper with your team's name, to be added to your covered props after they are unpacked.
Include trash bags to immediately contain packing discards.
If your Props are shipped via a carrier or shared truck, you must include the OFFICIAL LABEL on each item.

Backdrops

If the backdrop can be dissassembled, it may travel better. However, do not do so unless the team is able to put it back together themselves.
Protect your team’s art by taping cardboard over painted surfaces.
If you have small items glued on the surface, add a layer of bubble wrap first.
Prevent from shifting.
If the protective box you will use is larger, cut it down to fit. The backdrops will travel better if they do not have space to move. Fill the gaps with soft items, team WF Awards shirts (you won’t need them until the last day), Styrofoam blocks, air packs from your Amazon packages, etc. Do not use other team t-shirts as you may need them before you can access your props.
Do not combine multiple items of different shapes unless they fit inside an existing smaller box/tub.

Items with odd shapes

Choose an existing box or build one that fits your needs, as small as possible. Shifting causes damage.
If needed, build extenders to support the sides, for example, add little quarter round to prevent collapsing, then pad appropriately. Make sure that every item has a solid cover or top.
If your item does not have a solid cover on top, shipping companies will not accept it. If nothing can be stacked on top, the truck co-op may have to charge you for the entire volume up to the top of the truck (nominal 8’ height). Be sure you mark it on the manifest. Consider that it is more vulnerable because other adjoining items may fall on top.
If you have large gaps because of the irregular shape, you should use other team materials to fill the gaps. Empty space can be crushed by shifting or falling of other objects on top of your package.
You can use your World Finals Awards Ceremony t-shirts to pad a large gap. Do not use other team t-shirts as you may need them before you can access your props.
For fragile items, allow at least 2-3" of cushioning from all edges of package. Use air cushioning, padded paper, or foam. Make sure the cushioning surrounds the item on all six sides. Tip: inflate pool pillows a few days before delivery of props.
Wrap and tape any sharp or protruding edges.
Do not combine multiple items of different shapes unless they fit inside an existing smaller box.
Whether you ship or send on a truck, do NOT combine multiple items. Total volume matters more than number of items. And your items stand a better chance of being protected if you do not have internal or external gaps.

Lose items, toolkits, etc.

You can combine small lose items inside a tub or box, if none of them are fragile.
Do not combine multiple items of different shapes unless they fit inside an existing smaller box.
A good rule of thumb is a stnadard box or tub maximum length of 24”.

Balsa Wood structures (Problem 4)

Do not ship of pack balsa structures.
Place them in a shoe box with bubble wrap and take as carry-on.
Always carry a spare balsa structure with you.