Elevent Shipping Best Practices

See below for Elevent's Shipping and Routing expectations, best practices, and processes.

Shipment Timing:

The following should be your scheduled arrival date for packages to minimize delays and prevent last-minute rescheduling:
- Perishable/live items - At minimum 1-2 days before the event date
- Non-perishable kits - At minimum 3-4 days before the event date

Lead Time:

This should be selected in your Host Settings in the Host Portal and include any shipment prep and transit time needed
Whatever is selected in the portal will show directly on the website on your listings
The client address collection deadline defaults to 14-days before the event; please notify us at hosts@bookelevent.com ASAP if your lead time is longer.
- For addresses received past the 14-day deadline, Elevent will inquire with the host on the ability to expedite shipments, the charges associated, or if the event needs to reschedule.

Shipping Exceptions:

Any exceptions (states you cannot ship to, inability to ship to PO Boxes, 21+ needs to sign, etc.) must be listed in your Host Portal under “Shipping Info (or Exceptions)” and will show directly on the website!
Once booked, Elevent asks that if you have any issues with addresses (cannot ship to a certain location, additional costs, international/expedited shipping, etc), you must notify hosts@bookelevent.com within 48 hours of receiving your addresses.
- This is required for Elevent to communicate any adjustments and receive approval from the client.

Packaging:

If the package includes fragile or perishable products, Elevent expects hosts to properly package shipments to arrive without breakage.
When clients alert us of damage, those items must be replaced or refunded.

Perishable shipments:

Perishable shipments must be labeled as perishable (on the outside of the package) and should be shipped and delivered the same week (i.e. not in transit over a weekend)

Address Collection:

Addresses are submitted in this CSV template, and hosts will be notified to download from the Host Portal. You can also see the address right in the portal. You can download all address or just new address since your last download.
Be sure to pay attention to any notes in the comments column such as allergies/selections, etc.

Address Changes

If a customer needs to change their address post submission you can unlock the addresses in the porta

Tracking Information:

Tracking should be sent to Elevent no later than 8 AM ET the day after shipment. Elevent needs to receive this information to notify clients of all shipments minimizing the chance of lost/stolen packages or perishable items, not being refrigerated, etc.
Elevent sends all of the participants emails to track their shipments. Without tracking numbers we are not able to send out this communication.
Hosts can send tracking one of two ways:
- Send notifications directly from carrier service to the tracking email included in the address download
- Added to the portal directly using the CSV Uploader
- Enter the tracking individually in the portal. You can add multiple tracking numbers
Participants are assigned a unique email address that serves as their participant ID and syncs their tracking information when it is sent to that email (ie: tracking_[participantID]@bookelevent.com)
- The tracking number must be included in plain text for our system to mark the shipment as shipped, links to tracking information won’t work
Any kits sent without a traditional tracking number (ie: Amazon, Instacart, hand-courier, etc), hosts will need to track for Elevent and notify of any important status updates or issues.
If a participant does not have a tracking number please mark them in the portal as not requiring tracking otherwise you will still get reminders to add tracking.

Shipping Issues:

If an event and addresses are accepted by the host, it is the expectation that the client will receive the shipment in time for the event.
- Shipments not received or on time for the event, will be expected to be reshipped, given a complimentary reschedule, or to be refunded.
- The host will await Elevent’s confirmation of which of the three the client chose.
- Elevent tracks delivery status in the portal