Project logistics under time pressure: OOG loading with a tight deadline

Sea Freight News

On complex export projects, it is often not just planning that counts, but above all the ability to respond flexibly to unforeseen requirements. Our team at O.T.S. ASTRACON demonstrated precisely this strength in a recently completed project.

A total of 12 x 40’HC and 7 x 40’FR containers were handled and shipped from Wilhelmshaven (Germany) to Mexico, including challenging out-of-gauge (OOG) loading, tightly scheduled permit management, and custom-made packaging solutions.

No standard shipment: factors that made the project stand out

Right from the start, it was clear that this project would not be a standard one. Complex and extensive coordination requirements for advance information, high demands on packaging and loading, and a tight schedule called for maximum flexibility and closely coordinated implementation across all interfaces.

Unclear payload & planning on sight

During the planning process, there were several changes to the payload, so it remained unclear for some time which additional accessories would be delivered by semi-trailer. The loading plan therefore had to be continuously adjusted, which required close coordination between dispatch, warehouse, packaging, and shipping company.

Suitable packaging & additional protection

A significant portion of the goods was subsequently repackaged to make it suitable for sea freight. For transport from the respective loading points to Wilhelmshaven, temporary protection was initially provided by wrapping in plastic film, which was removed again upon arrival. The actual packaging was then implemented in accordance with HPE standards. The components were wrapped in aluminum composite film, provided with desiccants, and then completely protected by a custom-made wooden crate.

OOG instead of breakbulk: loading at the limit of flat rack capabilities

The dimensions of the largest packages were at the limit of what is feasible on flat racks. In the initial assessment, breakbulk was offered exclusively for three of the eight crates. This option is often associated with higher costs and longer transit times.

Thanks to ASTRACON’s experience in handling out-of-gauge cargo and direct coordination with the terminal in Wilhelmshaven, the shipping company, and the partners involved, a more efficient solution was achieved: the shipment was carried out as OOG on flat racks.

Time pressure due to short-term order placement: approvals and quick response

Due to the late final order placement from Mexico, approvals and loading were under considerable time pressure, as the entire shipment had to be loaded and shipped before the end of 2025. O.T.S. ASTRACON took over overall operational coordination during this phase and quickly developed a practical solution to avoid production bottlenecks and potential contractual penalties at the customer’s site, while at the same time securing the schedule for the follow-up project.

To this end, part of the goods was removed from the production halls at short notice and the loading was reorganized flexibly. O.T.S. ASTRACON provided the necessary truck-mounted crane for transferring the goods from the yard to the trucks and coordinated the processes so that the large packages could be transferred to the further transport process on schedule after the permits had been obtained.

Strong partner: custom-made crates from Nordfrost

A particular highlight was the collaboration with our reliable partner Nordfrost. Custom-made crates were manufactured for the unusual dimensions of the loads, and the goods were then packed for sea transport and professionally loaded. All requirements for load securing, protective measures, and loading regulations were consistently adhered to.

“This project shows how crucial it is in complex sea freight projects to work in a solution-oriented and technically precise manner, even under time pressure and with incomplete information. Every detail counts, especially with OOG shipments, and thanks to the close cooperation of all those involved, we were able to ensure smooth handling.”