Welcome to this page of nitty gritty hints and info on how to do a great job of packing mission boxes.
This isn't rocket science, I know, but years of trial and error has lead to some specific things that work well. Follow these guidelines and things should go well.
Over the years we have made every possible mistake so we hope to help you to learn from our experiences.
We have found it essential to use new cardboard for strength. USE ONLY U-HAUL DISH BARREL BOXES! NOTHING ELSE. The Dish Barrel Box by U Haul uses double strength cardboard and are much stronger than ordinary cardboard boxes. Only the Dish Barrel box is double strength, no other U Haul boxes are double strength. It can easily be cut to the exact size for airline shipment.
We put two Dish Barrel Boxes together, one inside the other, and this produces an almost indestructible box. This will hold up with UPS, airline, and train shipments.
BASIC AIRLINE BAGGAGE REGULATIONS
The basic airline regulation has been a baggage allotment of two checked pieces of luggage (or boxes). We usually ask our guest to limit their personal belongings to one piece and permit the mission to use one of their allotted pieces to help move supplies to Africa. This has been a great help to our work and to our family.
The maximum size is 62 inches (the sum of the height plus the width plus the length, i.e. H + W + D = 62 inches). The maximum weight is 70 pounds.
If you exceed the weight (by even one pound) you can get hit with one unit of overage charge. If you also exceed the size you get a second unit of overage charge. Each unit can cost up to $225. so you don't want to exceed their limits and start getting unit charges.
Very recently, a few airlines have reduced the weight limit on international flights to 50 pounds. Most are still using the 70 pound limit. Most domestic airline flights now use a 50 pound limit and if you need to take a domestic leg to get to the international flight you might have to pay $25 per piece as an overage charge for that leg to carry a 70 pound piece. It is worth it. Double check with your airlines to be sure!
LIST OF SUPPLIES
1. Two U-Haul Dish Barrel boxes for each box to be sent. Use nothing else. Not the U Haul Large Box or any other type of box. Only the Dish Barrel Box is made from double strength card board. These cost about $5.50 each and can be purchased at your local U Haul box supplier.
2. Heavy duty Scotch Packing Tape (found at Sam's Club in packages of 6 rolls)
3. Taping machine for Packing Tape (optional, but handy if doing several boxes. Can be found at Sam's Club and many other places.)
4. Sharp Knife or Box Cutter
5. Accurate Bathroom Scale (You might want to calibrate it with a know weight tested on a balance scale, such as bucket of paint or some other heavy object.)
6. Four Tall Plastic Glasses
7. Rubber Mallet
8. Tape measure or ruler
9. Bubble wrap for packaging fragile items (available in larger boxes at Sam's Club)
10. Zip Lock Bags (freezer heavy duty are the best)
STEP-BY-STEP PROCEDURE
This procedure will take you step by step to completion. Basically you will be putting two boxes together, one inside the other, to make a very strong box.
1. Assemble one end of both boxes and tape closed. Seal the bottoms well. On one box (the box that will be used on the outside) use the tape to completely cover the bottom with tape. This will give some protection to the cardboard in case it is set in a puddle.
2. The box that will be inserted into the other one needs some slight modification to help it slide inside without tearing the outer box. Just use a rubber mallet and strike along each edge to indent the edges a bit. Pay special attention to the bottom corners, giving them a good whack to dent them in. This step will make it easy to put the boxes together.
3. The boxes can now be put together. Usually this goes better if two people work together standing on each side facing each other. With the first box on the floor, start sliding the second box into it. Then push the inside box down hard. Two people pushing on each side makes it go easy. Push it all the way down until it bottoms out.
4. These U-Haul boxes are slightly taller than airline size allows but that is no problem. The airline standard maximum size is 62 inches when the height and width and length are added together. The U-Haul dish barrel box is 18 inches by 18 inches by 29 inches. This adds to 65 inches and we need the overall size to be only 62 inches high. This is accomplished by reducing the height by 3 inches to make the overall height only 26 inches. Simply measure down on the inside of each corner 3 inches and make a mark. Then push a sharp knife or the blade of a box cutter all the way throughthe cardboard and cut up along the edges of the box.
5. The box can now be loaded with supplies. Again, the overall weight limit is 70 pounds. You might want to keep the box to 69 pounds to be safe. Using a bathroom scale that is known to be accurate, you can set four tall plastic glasses on it and then set the box on the glasses. Getting the box up on the glasses will keep them from totally blocking the dial on the scale and enable you to see the weight. This usually takes two people as well.
6. Once loaded, fold the first set of flaps in. You can cut off excess cardboard if you like. Then fold the outer flaps closed and seal well with tape.
7. If you hit the 70 pound limit and find there is still a lot of room inside the box, you can cut it down further. Just make a mark in each corner at the top of the goods and re-cut the edges like you did in step 4. A smaller box is always easier to handle.
MORE HINTS
1. A complete inventory needs to be made of the contents of the box and several copies produced. It helps to produce them on a computer so we can email the inventories to Africa. One copy should be put into an envelop and taped to the outside of the box for use by those actually taking the box. Copies of the inventories should be emailed (perferred: usaoffice@joyintheharvest.com) or sent to the JOY USA office, P.O. Box 496, Lansing, IL 60438.
2. Each box should be numbered on each side and clearly label the inventory sheet with that number.
3. Any bottle or jar or package containing anything that can leak should have its lid retightened by hand and then taped. Simply run a piece of tape around the lid to ensure it doesn't work open in travel. They should then be put into zip lock bags. The air should be removed as much as possible. Double zip lock anything that might leak. Use your imagination to see the stuff leaking all over the inside of the box and then be cautious and use enough zip locks and bubble wrap to protect everything. If a large quantity of liquids are being sent, seal all the lids and then put them into a 5 gallon plastic bucket with a tight sealing lid (available at Home Depot and other places). Write on the lid of the bucket a message to security personnel to "please reseal the bucket lid tightly if opened for inspection".
4. No dangerous goods in boxes.
5. Most items we suggest you take out of the original packing materials and condense things to save space and weight.
6. Labels should be attached by the person traveling to Africa. At least three labels per box (top and two sides). It is easy to make these up on a computer and make mulitple copies. Completely cover the label with clear tape. The label should read something like this.
Mr. John M. Doe
Passenger on:
British Air Flight BA 1234 August 1, 2006 to London
British Air Flight BA 4321 August 2, 2006 to Dar es Salaam
Tanzania Contact Information:
In care of -- Rev. Lowell Wertz
P.O. Box 1344, Kigoma, Tanzania
Tel: + 255-28-280-3960
7. If at all possible, check your bags (and boxes) all the way through to Dar es Salaam, Tanzania.
8. If you are traveling with the boxes that someone else packed, open them up examine the contents. The airlines will ask you if you know what is in the boxes and you need to be able to honestly answer "yes". Carry the inventories in your carry-on luggage for use by customs in Tanzania.
Happy Packing!