Delivering Event Technology for the UN Conference of the Parties (COP) in Samarkand, Uzbekistan

Nadira Islamova
4 days ago
4 min read

Reliable international transport and event logistics for conferences

Discover How We Managed the Temporary Import of Conference Equipment ex Germany to Uzbekistan

Case Summary

Customer: Brähler Systems GmbH

Cargo Volume: 32 Pallets / 9,903 kg / 48 CBM

Services Involved: Temporary Import in Uzbekistan, Road Transport, Manual Repacking, DDP, Re-export

Customer Benefits:

Tailored temporary import solution, enabling the seamless clearance of 17 different HS codes without regulatory bottlenecks
Rapid temporary import and on-time delivery of 32 pallets of high-tech conference equipment for the UN Conference of the Parties (COP) in Samarkand, Uzbekistan
Meticulous cargo handling, managing the manual inspection, protective repacking and road transportation ex Tashkent to the Silk Road venue in Samarkand, Uzbekistan
Full compliance with Uzbekistan temporary import regulatory requirements for complex, event technology shipments
Providing proactive crisis management and real-time documentation correction to recover lost time and ensure deadline adherence
Seamless return logistics, executing the EK-11 re-export regime for safe return to Germany

Background

The Silk Road Samarkand tourist complex will serve as the global stage for the Conference of the Parties (COP). This high-level diplomatic gathering brings together international delegates to discuss critical global issues, reinforcing Uzbekistan’s role as a key hub for international cooperation and dialogue.

To ensure flawless communication among global leaders, the organizers commissioned Brähler Systems, a German market leader in customized conference technology. Delta Global Solutions was entrusted with the temporary import and transport of this massive operational ecosystem ex Germany to Uzbekistan.

Challenge: Overcoming Documentation Discrepancies and Complex Import

The logistics for this high-level summit presented two major hurdles: critical documentation errors and the sheer complexity of the cargo under the temporary import regime. Upon the cargo's arrival on 17 November 2025 Delta Global Solutions team immediately identified a critical discrepancy, although we had provided the sender in Germany with precise instructions, the shipment arrived with incorrect Air Waybill (AWB). Compounding this challenge was the regulatory intricacy of the shipment itself, which contained 17 distinct HS codes ranging from sensitive infrared sensors to heavy interpreter booths. This diversity needed 100% physical inspection of all 32 pallets to meet the strict customs requirements for temporary import in Uzbekistan.

Solution: Professional Problem Solving & Fast Cargo Handling

Facing strict deadlines and regulatory hurdles, Delta Global Solutions implemented an agile strategy designed to accelerate the process while ensuring the absolute safety of the conference equipment, which involved the following key operational steps:

Immediate Crisis Management (AWB Correction): Instead of waiting, our team immediately reached out to the sender in Germany and the relevant airline agents. We coordinated a rapid correction of the AWB to match the customs requirements. Through proactive communication, we resolved the documentation issue within 24 hours, allowing the temporary import process to proceed without further delay.

Intensive Physical Inspection & Repacking: The inspection process was labor-intensive. Our team physically opened every single case and package across all 32 pallets to verify all 17 HS codes. Once the inspection was complete, we didn't just close the boxes, we performed a full protective repacking. Our staff personally:

Restacked the 9,903 kg of cargo
Secured every pallet with industrial stretch wrap and heavy-duty tape
Reinforced the loads with durable plastic strapping to ensure stability during the road trip

Expedited Delivery: With the documentation fixed and the cargo securely repacked, we loaded the shipment onto a dedicated truck. The goods departed Tashkent immediately for the final leg to Samarkand.

By combining rapid operational intervention with rigorous physical cargo handling, we successfully neutralized the initial delays, ensuring the equipment arrived at the Silk Road Samarkand venue ahead of the installation schedule.

Results & Impact

Despite the initial documentation setback, the operation was completed with exceptional speed and precision, ensuring the venue was fully prepared before the conference’s opening ceremony. Achieving a rapid 2–3 day turnaround, the cargo was delivered to the Silk Road Samarkand venue well ahead of schedule. Our team demonstrated strong operational resilience, recovering the day lost to the AWB error through accelerated physical handling and declaration processes.

Thanks to rigorous manual repacking and strapping, all 48 CBM of sensitive conference technology arrived in perfect condition, ready for immediate installation. After the event, we executed a seamless re-export operation under the EK-11 regime, coordinating the return of the conference equipment ex Samarkand and managing all return customs procedures.

To meet specific client requirements, our team manually reconfigured the cargo to match the original shipment specifications. Following final protective repacking, the shipment was handed over to the air terminal, completing the full logistics cycle without a single delay.

Conclusion

The success of the logistics for the Conference of the Parties demonstrates Delta Global Solutions' ability to adapt under pressure. Whether facing last-minute documentation errors from overseas partners or managing the complex temporary import of 10 tons of cargo, our team delivers everything on time, every time.

If your organization has any logistics challenges, plans for international events or a need for specialized transportation air, multimodal, road or rail, please contact us! Let's collaborate to create effective solutions for the success of your business.