What to Prepare Before Overseas Installation Starts
Before an overseas indoor playground installation starts, confirm the approved drawings, site conditions, equipment delivery, unloading arrangements, storage area, local support, and installation date. These details need to be coordinated before the installation crew arrives, not handled after the equipment reaches the site.
Start by confirming the latest approved playground drawings and installation documents. Your site should be prepared according to the required dimensions, flooring, access routes, utilities, and other project specifications. At the same time, coordinate the delivery schedule with the people responsible for receiving and unloading the equipment.
You should also have a suitable storage area available if the equipment cannot be installed immediately. Keep components protected, organized, and accessible so the installation team can identify them efficiently.
Local support is another important part of preparation. Confirm who will provide site access, unloading assistance, temporary storage, tools, utilities, translation or communication support where needed, and coordination with other contractors.
Confirm the Final Layout and Installation Scope
Check with the supplier, your installation team and the site team to ensure that they are working from the most up-to-date version of your approved drawings. Outdated drawings can lead to missing or incorrectly positioned components and unnecessary rework.
Start by comparing your approved drawings to the site measurements to confirm the total floor area available and the minimum height required for any piece of equipment. Take note of any columns, walls, entrances, exits, doors and other site features that the playground will be installed around. Check for any obstructions along the proposed access routes for equipment to be able to get into the installation area.
Now check the major components such as structures, slides, climbing wall elements, platforms, safety padding, safety nets and any other playground components. Ensure all components as shown on the final drawings have been ordered and are included on the equipment list. If any changes to the design or equipment have been made after the original design was produced, ensure these changes have been incorporated into the latest approved drawings.
It is also important to check the method of installation. Will the supplier’s professional team be carrying out the installation or will it be a local contractor or your own team? Ensure that you document the scope of work for each party if there are to be several installation teams on site.
Outline who is responsible for site preparation, delivery to site, unloading, storage of equipment, construction, fixing of equipment, specialized work, final inspections, correction of errors and final handover. Who will make the decisions regarding any differences found between the site and the equipment and the approved drawings?
Resolve any discrepancies before installation so all parties work from the same approved information.
Make Sure the Site Is Ready for Installation
Your installation crew should not arrive before the main site preparation work has been completed and your installation area is safe and ready for work to commence. For overseas projects, unfinished construction can cause delays, create obstacles to access and consequently cause rework of already completed work.
Start with the enabling work required to be completed before the playground can be assembled. This could include construction of walls, installation of doors and partitions, floor preparation, electrical work, painting, HVAC installation, etc. Check with the relevant trades to confirm what needs to be completed before the installation team arrives.
Check the floor to ensure it is level, smooth, strong enough and has the correct finish to complete the playground installation. The installer should be advised whether the flooring will be completed prior to the equipment installation or if certain elements of the flooring need to be completed after the installation of the playground. This should be agreed with the owner and installer prior to installation, in line with the specific requirements of the installation.
Check if appropriate lighting is available and power connections are in place for the required tools. Ensure all necessary electrical work has been completed and that the required connections are available for use by the installation crew.
The positioning of ceiling services (lighting, HVAC ducts, sprinkler systems, ventilation, etc.) should be coordinated with the final layout of the playground and the installation requirements prior to commencement of overhead work by the installation crew.
Confirm that all access routes, working areas, storage facilities and site utilities are available and ready for use. A short site-readiness check prior to mobilization between the owner and installer will easily identify any remaining work and the correct sequence of installation. This will ensure that your crew has a clear working environment and is able to work efficiently without any unnecessary delays, interruptions or rework.
Coordinate Shipping, Customs Clearance and Site Delivery
Overseas installation planning should cover international shipping through to final site delivery. Schedule the installation crew once you have reliable information on the shipment’s arrival, customs clearance and delivery to the site.
Keep track of your international shipment and coordinate this information with your customs broker or freight forwarder. Go through your commercial invoice, packing list and transport documents with your broker to verify correct information, including all shipment details, quantities and required documents, etc. Clear any document-related issues prior to arrival of your shipment at the destination customs.
Following customs clearance, arrangements should be made for the equipment to be transported from the port, airport or bonded warehouse to the project site. This will involve consideration of the volume of equipment, number of vehicles required, the most suitable route and site access.
Determine the site entrance dimensions prior to finalizing the delivery arrangements. This includes measuring the doors, gates, corridors, loading areas, elevators and any other points that the equipment must pass through. It is also wise to determine any restrictions with regard to vehicle size, unloading location, parking and temporary road access whilst delivering to a site.
Confirm receiving hours with the site contact and arrange for delivery to be at a time when the site is secure and suitable for the items to be offloaded and stored temporarily until installation commences.
Lastly, confirm the expected delivery date with the installation team to arrive at a definitive start date for the installation. Do not rely solely on the original estimated arrival date of the shipment and use the latest information from shipping and customs to provide a more realistic expected delivery date to the installation team.
Arrange Unloading, Storage and Inventory Checks
It’s also very important to establish who is responsible for offloading the equipment before it arrives on site. Is it the supplier, freight company, local sub-contractor or site team? Are forklifts, pallet jacks, lifting equipment, etc., required for offloading and are these items and operators in place prior to arrival?
Prevent damage to products by storing them in dry and safe conditions. Organize storage in order to keep it separate from other building activities. Set up a working area close to the storage to organize the products in order according to installation sequence, product type and/or drawing reference.
When the shipment arrives, check it against the packing list upon delivery and store it in a dry, secure area of your premises. Ensure all original labels and packaging identification are left on all packages rather than being removed and re-labeled, as these will aid identification of components against the relevant drawings and original packing documentation.
Check packaging for visible signs of damage upon receipt. Make a note (with photographs) of any damaged, open or missing packages and advise the supplier, freight company or broker of any issues as soon as possible. Keep a record of all correspondence relating to any such issues.
It’s far too late when you start to unpack items to find that parts are missing or have been damaged in transit. By completing a receipt check at the point of delivery, you have time to get to the bottom of any problems and sort out any further action that may be needed before installation starts.
Prepare the Installation Team and Local Support
Confirm that the installation team and local support can carry out the agreed work and meet the site’s requirements. Agree with the supplier on the site supervisor, team size, assigned tasks and arrival date.
If there are any local workers, contractors, interpreters, etc. needed on the job, also agree on these arrangements in advance. Who provides the tools, lifting gear, access equipment, etc. as outlined in the scope of work agreed?
Assign one person to act as a communication contact point for the project to coordinate suppliers, the installation crew, the site owner, the freight forwarder and local contractors as required. Confirm how urgent technical queries, delivery changes and other site issues will be dealt with and how schedule changes will be communicated.
Before booking travel, confirm in writing who is responsible for flights, accommodation, airport transfers and local transportation.
Check the destination-specific entry and work requirements for any personnel traveling to the site from overseas. These may include visas, work permits, supporting documents and insurance coverage. Seek advice from the relevant authorities or qualified local advisors.
Last but not least, synchronize travel dates with the latest updates on your shipping, customs, site-readiness and delivery to the site to prevent the installation crew arriving too early for the equipment or site to be ready for them.
Agree on Responsibilities, Costs and the Installation Schedule
The owner, installer, logistics provider and local contractors need to confirm the agreed responsibilities in writing. Include every stage from site preparation and delivery to installation, inspections, corrections and final handover.
Confirm site working hours and any access or work restrictions. Agree which tasks must be completed by other parties before the installation team can proceed, such as delivery checks, flooring, electrical work and ceiling work. Record who is responsible for each task.
Rather than just focusing on the date that the installation commences, set out key milestones such as delivery date, unloading date, equipment check date, installation start date, the date of any inspections and subsequent corrections, and the date for handover of the completed installation to the customer. Also outline what will happen in the case of a delay due to a variety of factors including equipment held in customs, late site preparation, missing components, or other contractors not allowing your crew to work.
Dreamland’s FAQ lists installation costs separately from the rest of the price for their main equipment. This means you should check the quotation and scope for your individual project to understand exactly what you will be paying for the installation of your Dreamland equipment.
Make sure you understand all of the included and excluded costs as stated in the quotation, such as travel costs, accommodation costs, local transportation, unloading of delivered equipment, equipment handling on site, local labor costs and any specialist work required to complete the installation of your Dreamland Amusement Park equipment for your project.
Complete a Final Readiness Check Before Work Starts
Before the installation team arrives, use a final readiness checklist to confirm that all preparation work is complete.
Drawings confirmed: Latest approved drawings and equipment lists are available.
Site available: Installation areas, access routes, utilities and any other required site preparation are ready for installation.
Approvals checked: Check if all local permits, inspections and approvals required by local authorities have been identified and confirmed.
Delivery reviewed: Confirm the shipping of all equipment and the status of customs clearance to ensure delivery to site on time.
Check stock: Check all the packages against the packing list for any missing or damaged items.
Unloading arranged: Suitable equipment and staff available to offload deliveries.
Team confirmed: Installation crew, local laborers and principal contact.
Start date confirmed: The agreed start date for installation has been confirmed by the owner, the installer and all other relevant parties.
Don’t leave any outstanding matters without an owner. Outline who is responsible for resolving each of the outstanding matters and set a suitable time frame for resolution. This allows you to track progress of all matters prior to mobilization.
It is also important to include time for testing, inspections and any necessary corrections as well as time for the final handover of the venue in the schedule. Do not open the venue immediately after physical completion.
Discuss Your Installation Preparation with Dreamland Playground
Review Dreamland Playground’s installation resources, including drawings, reference photos and videos. On-site installation support is also an option for projects that need it. Confirm with Dreamland which resources and services your project requires.
We would be pleased to discuss the next steps for your project with you. Please share the location of your project, the current approved drawings for the project, any recent site photographs and your preferred installation period. We will then be able to clarify the specific requirements for your project and outline the site preparation required prior to our arrival.
Discuss your project requirements early so shipment and site preparation can be coordinated before the installation team travels to your site.
Frequently Asked Questions
When Should Overseas Installation Preparation Begin?
We would recommend that you start your site preparation work during the project planning stage. Site requirements, delivery conditions, and any other site-specific issues can be agreed with the installer prior to shipping. A final site visit, with current site measurements and photographs, and review of any enabling construction work to be completed can then be conducted prior to the installer traveling to site. Each project will have different equipment, logistics, site conditions and approval requirements and therefore a universal number of preparation days cannot be stipulated.
How Can I Confirm the Site Is Ready for Installation?
Verify with the contractor the specific site preparation required prior to the start of installation, for example, that enabling construction work has been completed, the floor is complete and has been left in a suitable condition, that all necessary utilities are available and that delivery to site can be made without problems. Verify the site measurements, take current photos and complete a site visit to confirm the site is ready for installation.
Do Customers Need to Provide Local Workers and Tools?
This depends on the agreed installation scope. Confirm with the supplier whether you need to provide local workers, tools, lifting equipment or operators, and record each party’s responsibilities in writing before installation begins.
Is Overseas Installation Included in the Equipment Price?
Check the quotation for the cost and scope of work for the installation of the playground equipment. The Dreamland Playground FAQ clearly sets out the cost of installation as a separate charge and identifies how the costs for labor, international travel and accommodation and other related costs are to be charged.
What If the Site or Shipment Is Not Ready?
Notify the main project contact if you encounter any problems. Specify the outstanding prerequisite (e.g. customs clearance, required parts, completion of related work on the site, access to the site, etc.) and after discussing with the main project contact, agree on the updated delivery and installation schedule with the installation team.
