SCHOLPP fitters and employees are active on installation sites around the world. However, before they set off on a business trip, a large number of organisational questions need to be answered, which can have a major impact on a punctual departure to the installation site. In order not to jeopardise the project and the schedule, an experienced service provider must start planning as early as possible and keep an eye on all the important points.

‘I’m packing my bag and take with me …? ’ This is exactly the question SCHOLPP employees have to ask themselves when assembly projects outside Germany are planned. However, before equipment, experience and energy are packed, there are other relevant questions that need to be answered in advance: Where is the journey going to? When does it start? What needs to be applied for, organised in advance and on site? How many fitters and employees are needed? And which ones are available of all.

Invitation for the service provider

The most important document often is the invitation letter from the customer for whom SCHOLPP is working abroad. ‘This invitation and the German passport are crucial for opening visa doors. The operational staff planning dependend contacts the client at an early stage to request this document, among other things.

For example, passport photos must have a sky blue background for a work stay in Malaysia. If this requirement is not met, entry will not be possible. Sometimes creative solutions have to be found – in this case Photoshop helps. The USA, Russia and Singapore are similarly meticulous. In Taiwan, on the other hand, the situation is simple: no visa is required for a 90-day stay on the small island state. Every country is unique and special in its own way – and you need to know that before you’re sending your team abroad on a plane.

The Federal Foreign Office is the first point of contact

In addition to the visa, other relevant documents such as a work permit must be applied for in advance. Here, too, precision and attention to detail are important: even minor details such as an incorrect and missing stamp or an empty field are enough to result in a rejection. In the worst case scenario, this could jeopardise the timely start of the project and you will have to go through the form procedure again.

If, for example, a stay in South America is planned, employees must proof all necessary vaccinations. All relevant information is always requested to the Federal Foreign Office – and this information might be changing almost daily. During the coronavirus pandemic for example, preparation of projects abroad was much more complicated. Fortunately, SCHOLPP-employees could have traveled to almost all countries thanks to work permits and tests that have been carried out. Nevertheless, in many cases, a 14-day quarantine was required before or after the work assignment.

Flights, accommodation and transfers to the installation site

At the same time next to the bureaucratic tasks, SCHOLPP researches suitable flights, accommodation and transfer options on site. The procedure is similar to private holiday planning – but often with a larger team. When it comes to flights, the scheduling team ensures a balance between cost, time and stress. In order to get from the accommodation to the installation site, public transport such as buses and trains are preferred in large cities. The customer often also provides minibuses or organises taxi rides. However, if the installation sites are located in rural areas, the choice usually falls on a hire car.

But even here there can be problems: In China, for example, foreigners are not allowed to drive. As in China, even an international driving licence is not accepted. You are only allowed to drive once you have obtained a Chinese driving licence.

SCHOLPP employees usually stay at international installation sites for up to three months at a time. Normally, however, a well-planned project lasts between six and eight weeks. The size of the group always varies depending on the project – from a single supervisor to large rigging teams of 30x people or more.