Having recently completed a 13-day, 2000-mile roundtrip to deliver events in Europe for a global pharmaceutical brand, it was critical that we took every piece of equipment with us and stayed on-site to help reduce the environmental impact of these live events.
For any live event production company like TechPro, moving equipment across international borders creates logistical hurdles that can be as complex as the events themselves, certainly adding to the need for comprehensive planning in advance of any trip into the EU.
From Tamworth to Berlin, or Paris or Warsaw, when travelling with a lorry full of high-spec equipment – think audio desks, lighting rigs, LED walls, cameras, projectors and endless reels of cable – we want to make sure we’re not drowning in paperwork or racking up unexpected costs.
And that’s where the ATA Carnet comes in.
What is an ATA Carnet?
Often referred to as a ‘passport for goods’, the ATA Carnet is an internationally recognised customs document that allows for the temporary import and export of professional equipment, commercial samples and goods for exhibitions and events—all without paying duties or taxes.
Accepted in over 80 countries, including all EU member states, it’s essentially a guarantee to customs authorities that our equipment is going to leave the country once we’ve used it. This means we can take our kit abroad for up to 12 months and bring it back without any financial penalties – as long as nothing’s sold or left behind.
Without a Carnet, we’d need to deal with import and export declarations for each country on our route, which in this case meant in to France, Germany and Poland – then back again. Worse still, we might have to pay VAT or duties on our own equipment, just for temporarily using it abroad.
With an ATA Carnet:
- We avoid border delays caused by paperwork or inspection queries.
- We sidestep temporary import bonds, duties, or VAT charges.
- We carry a single document that simplifies movement through multiple countries.
All this translates into less stress, fewer surprises and better control of event logistics, which is good for us and our clients.
How does it work in practice?
Before departure, as we carefully load all the necessary equipment onto our lorry, each item is listed on the Carnet, including serial numbers and values. At UK customs, it’s checked, stamped and officially marked for temporary export.
When our team arrives in Europe, the same Carnet is presented, stamped again and our kit rolls in with minimal fuss. That’s not to say it’s checked every time. When you are experienced, professional and exuding an aura of professionalism as our team does, there is less likelihood of customs paying us any attention.
At the end of the job, the process is reversed. When the gear leaves the country, another stamp confirms it’s no longer in the EU, then back in the UK, it’s signed off as returned and the loop is closed. All of this ensures our team can focus on delivering a flawless event, rather than wasting time unloading and re-loading our lorry at customs.
Does the Carnet come with catches?
In short, no. It’s a simple process, but there are a few rules to follow:
- The equipment must return within 12 months.
- You can’t leave or sell items abroad.
- You need to carry the Carnet and get the right customs stamps on entry and exit—every time.
Missing a stamp or misplacing the paperwork can lead to charges. We’ve been through the process many, many times and we’re now old hands at managing the Carnet on every trip.
In summary
The ATA Carnet (short for Admission Temporaire/Temporary Admission if you were wondering) is a backstage essential for any production company travelling to Europe. It saves time, money, and hassle – ensuring that our equipment gets where it needs to be to deliver more flawless live events, without getting held up at the border and risking delays.
For any team like ours, often on the road, the Carnet is more than a simple convenience; it’s a critical enabler of international success that we could not do without.