Getting safely on and off ships — a practical guide for expeditors.

An expeditor can quickly run into problems if access to a terminal, shore installation or vessel has not been arranged in advance. Most ports and terminals operate under strict maritime security rules, including the International Ship and Port Facility Security Code, usually known as the ISPS Code. In simple terms, these rules help ports, ships and governments prevent security incidents and control who is allowed into restricted areas.

For the expeditor, this means access cannot be left to chance. The customer should introduce the expeditor to the terminal, ship agent and any other relevant parties well before the visit. The expeditor should also confirm the arrangements before travelling. Local agents may be able to help, but the smoothest access usually comes when the customer has made the right introductions early.

Most terminals will also require visitors to complete a safety induction or briefing before they are allowed in. Build this into your travel plan, arrive with the right equipment, and avoid the awkward situation of being delayed or turned away at the gate.

What to bring: Personal Protective Equipment

Personal Protective Equipment, or PPE, is not optional. It is part of being prepared, professional and safe. Check the terminal's requirements before travelling, but as a basic guide an expeditor should normally carry the following:

• Hard hat (within expiry date).
• Safety glasses with side shields.
• Hand protection.
• Safety shoes.
• Fire-resistant clothing (FRC) with high-visibility reflector strips.
• Self-inflating life vest (gas cylinder within expiry date).
• Multi-gas detector with current certification.
• Dräger-type manual tube pump and a supply of SO₃ tubes within expiry date.
• Shell water-detection tubes.

Practical tip: Your equipment says a lot about you before you say a word. Keep PPE clean, in date and ready to use. A professional appearance helps build confidence with terminal staff and the ship's crew.

Boarding a vessel from a jetty

Boarding from a jetty may sound straightforward, but it still needs care. Visitors are usually escorted, and no one should approach the vessel while berthing operations are still active. Wait until the gangway is properly rigged and permission to board has been given. In some ports, boarding will not be allowed until immigration and customs have cleared the vessel.

Before stepping onto the gangway, the expeditor should be wearing the required PPE, including a life vest where required. They should also check that the gangway is safely landed, secured, fitted with man ropes, and protected by a safety net. If a fixed hydraulic or crane-operated gangway is used, it must also be correctly positioned and safe before anyone boards.

Practical tip: Know the terminal's health, safety and environmental rules before you arrive, and follow them without exception.

Boarding by launch

Boarding by launch carries more risk, so it needs careful planning. The expeditor should satisfy themselves that the launch is suitable, properly crewed and safely equipped before using it. The launch should have a competent crew, life jackets for crew and passengers, a VHF radio and suitable navigation equipment. The expeditor should also carry out a risk assessment before the transfer begins.

At the ship's side, the correct boarding method depends on the vessel's freeboard. If the freeboard is more than 9 metres, a combination ladder should be used. If it is 9 metres or less, a pilot ladder may be permitted. These arrangements are safety-critical and should be checked carefully before anyone climbs.

For a combination ladder, the gangway should be lowered to a safe angle, the lower platform should be horizontal, and proper handrails and stanchions should be in place. The pilot ladder should hang vertically beside the platform. The ladder steps should be in good condition, fitted with anti-slip surfaces, and protected against twisting.

The launch crew should contact the vessel before approaching. The expeditor should then review the weather, sea state, ladder arrangement and general conditions. If anything looks unsafe, boarding should stop until the issue is corrected or conditions improve.

Only one person should climb a pilot ladder at a time. No one should climb while carrying luggage. Small bags and equipment should be lifted separately by heaving line. The launch should remain nearby until everyone has boarded safely and should be ready to assist if needed.

Practical tip: Do not be a passive passenger. Speak with the launch crew before the transfer so everyone understands the plan, the communications, how luggage will be handled and what will happen if a rescue is needed.

Transferring between vessels during ship-to-ship operations

Moving people between vessels during ship-to-ship, or STS, operations should be kept to a minimum. Every transfer adds risk, so the first question should always be: is this transfer really necessary?

Where a transfer is unavoidable, the options are usually limited to a pilot ladder and launch, a combination ladder and launch, or a Personnel Transfer Basket, often called a PTB, operated by a vessel's crane.

A PTB transfer is a serious operation. It should only take place after proper planning, approval from both vessel masters and a clear risk assessment by everyone involved. Guidance on this type of transfer is available from the Oil Companies International Marine Forum publication Transfer of Personnel by Crane Between Vessels.

The main risks include poor weather, vessel movement, equipment failure, exceeding equipment limits, poor maintenance, weak planning, poor communication, and the physical condition of the people being transferred.

Before any PTB transfer, the expeditor should challenge the need for the move, review the conditions, and make sure the transfer has been properly approved. In many STS attendances, cargo measurements are taken on both vessels at similar times, so the expeditor should decide carefully where to base themselves and whether moving between vessels is truly justified.

Practical tip: Hold a short safety meeting before any transfer. Make sure everyone knows the plan, the risks, the signals, the roles and the stop-work conditions.

The bottom line

Safe access is not just a box to tick. It starts before the expeditor leaves home, with the right introductions, the right approvals, the right PPE and the right mindset. If the access is not safe, the answer is simple: stop, reassess and fix the problem before anyone moves.