Buying sports surfacing from a Chinese manufacturer is routine for large contractors and unfamiliar for most first-time buyers. The process itself is not complicated, but the order of the steps matters — most of the problems we see come from doing step five before step two.
This is the sequence, with the decisions that sit at each stage.
Step 1 — Fix the specification before you ask for prices
A price without a specification is not information. Before you contact suppliers, decide:
- Sport and level of use — competition athletics, school, multi-purpose court, fitness trail
- Area in square metres, or a drawing
- Thickness — this drives price and certification more than anything else
- Certification requirement — does the tender demand World Athletics certification, and of which type? (The three types are not interchangeable.)
- Base condition — new construction, existing asphalt, or unknown
Step 2 — Request samples and technical data sheets
Ask for a physical sample and the TDS for the exact system quoted. Compare what arrives against the data sheet: thickness, surface texture, colour, backing. If a supplier will not send a sample of the system they are quoting, that is your answer.
Our samples are free of charge; the buyer covers the shipping cost. Custom colour samples are available on request.
Step 3 — Get the quote on the right Incoterm
Suppliers quote on different terms, and comparing them directly is the classic beginner error.
| Term | Supplier’s responsibility ends | Use it when |
|---|---|---|
| FOB | Goods loaded at the Chinese port | You have your own freight forwarder and rates |
| CIF | Goods arrive at your destination port, freight and insurance paid | You want a comparable landed-at-port number |
| DDP | Goods delivered to your site, duties paid | You want a single number and no logistics work — expect a premium |
For comparing suppliers, ask everyone for CIF to the same port. It removes the freight variable.
Step 4 — Confirm MOQ and lead time
Minimum order quantity determines whether small projects are viable at all. Ours is 200 m². Production lead time is around 10 days after deposit for standard colours, depending on quantity and season — custom colours take longer.
Add sea freight on top. Guangzhou to the Gulf is typically two to four weeks depending on routing; Southeast Asian ports are considerably faster. Build your programme from the delivery date backwards, not from the production time alone.
Step 5 — Agree payment terms in writing
Our standard terms are T/T with a 30% deposit and the balance before shipment. Whatever terms you agree, get them into a proforma invoice that also states the system name, thickness, colour, quantity, Incoterm, destination port and lead time. That single document prevents most later disputes.
Step 6 — Know which documents you will need
- Commercial Invoice and Packing List — for customs clearance
- Bill of Lading — your title to the goods
- Certificate of Origin — and where a free trade agreement applies between China and your country, the correct preferential form can reduce or remove import duty. Ask about this before shipment, not after.
- Technical Data Sheet and, where required, MSDS for adhesives and liquid components
- Certificates named in your tender
Adhesives and PU components are chemical products. Confirm early how your supplier ships them and what your country requires — this is the item most likely to cause a clearance delay.
Step 7 — Plan the container, not just the order
Roll width, roll length and thickness determine how much fits in a container, and the answer changes with every specification. Ask your supplier for a loading plan with the quotation. An order that half-fills a container costs disproportionately more per square metre — it is often worth adjusting quantity slightly to fill it.
Step 8 — Decide how it gets installed
Three models, in ascending cost:
- Supply only — you install with a local contractor using the manufacturer’s manuals and video guidance
- Supply with remote guidance — the same, with the manufacturer’s technical team available during installation
- Supervised installation — a technician on site for critical stages
We provide installation manuals, videos and remote guidance as standard; on-site technical support can be arranged for stadium-level projects.
The four mistakes worth avoiding
- Comparing FOB against CIF quotes. Normalise the Incoterm first.
- Ordering before checking the certificate covers the quoted system and thickness.
- Leaving the base to the last minute. The surface can only be as flat as what it is bonded to.
- Booking installation before the vessel has sailed. Confirm departure, not just production.
If you are at step one, send us the venue size, the sport and your destination port. We will tell you which system fits, what it costs delivered, and how long it will take to reach you.