Choosing a heavy equipment moving company in Chicago takes more than comparing quotes. Moving industrial machinery requires proven rigging experience, specialized equipment, proper insurance and licensing, and a thorough understanding of the job site before work begins. Without those qualifications, even a straightforward move can put your equipment, facility, and schedule at risk.

Chicago Office Movers brings trained, certified crews and the right equipment to handle machinery moves throughout the Chicago area, whether you're relocating a single machine or an entire assembly line.

This guide explains what to look for in a qualified mover, which questions to ask before hiring, what affects the cost, and which red flags to avoid. For advice on preparing for the move itself, see our tips to safely move heavy machinery.

What Makes a Heavy Equipment Moving Company Reliable?

A reliable heavy equipment mover should be able to demonstrate five essential qualifications. Don't just take a company's word for it. Ask for documentation and specific examples that show it has the experience, equipment, and credentials to handle your move safely.

• Rigging experience: Lifting a machine off its anchors, rotating it through a doorway, and setting it down level is a different skill from carrying desks. Ask who on the crew plans the lift and how long they've done it.
• Own the proper equipment: Gantries, forklifts, machine skates, toe jacks, and air-ride trailers should come from the mover's own yard.
• Hold the right licenses: Look for a USDOT number and Illinois Commerce Commission authority, then check both. The USDOT number can be looked up for free on the FMCSA website.
• Crews are trained and certified: Ask about safety training, OSHA compliance, and industry credentials such as IOMI certification.
• Experience moving equipment like yours: A mover with a long record on printing presses may never have handled an injection molding machine or a medical imaging unit. Ask for two or three commercial references from similar jobs.

What Types of Heavy Equipment Can Professional Movers Relocate?

Industrial machinery movers handle a wide range of equipment used in manufacturing, commercial facilities, healthcare, and other specialized environments. The equipment involved determines the lifting method, transportation requirements, crew size, and preparation needed before moving day.

Common types of machinery and heavy equipment include:

• CNC machines and machining centers: Computer-controlled manufacturing equipment that often requires careful leveling and positioning at the new facility.
• Injection molding machines: Heavy industrial machines used in plastic manufacturing that may require specialized rigging and transportation equipment.
• Printing presses: Large commercial printing equipment that can involve partial disassembly, careful handling of sensitive components, and precise reinstallation.
• Industrial presses and production machinery: Equipment used in manufacturing and assembly operations, including machines that are part of a larger production line.
• HVAC and commercial mechanical equipment: Large heating, ventilation, and cooling units that may require forklifts, cranes, or specialized lifting systems.
• Medical and laboratory equipment: Sensitive machines that require additional attention to handling, positioning, and transportation conditions.

Before hiring a mover, provide the machine's dimensions, approximate weight, manufacturer, and model number whenever possible. Photographs and equipment specifications also help the moving company determine which rigging methods and transportation equipment will be needed.

What Insurance and Documents Should Heavy Equipment Movers Provide?

Before comparing quotes, verify that each mover has the proper insurance and documentation. These aren't details to sort out after you've chosen a company. If a mover can't provide proof of coverage and the required credentials, cross them off your list. Three documents are especially important.

• General liability coverage pays for damage to the building such as a cracked lobby floor, a gouged freight elevator, a dock door hit by a forklift.
• Cargo coverage pays for damage to the equipment itself while it's in the mover's care. Ask for the limit and compare it with what your machine would cost to replace.
• Workers' compensation covers the crew. Without it, an injury on your property can become your problem.

Your building will probably want a certificate of insurance (COI) as well. Property managers in Chicago commonly require one before they approve a move, and they often set minimum coverage limits and exact wording for the certificate holder.

You must also settle the question of who pays if something gets damaged? A mover's standard liability is often based on weight, and for a dense, expensive machine, that can fall well short of replacement value. Ask about declared value or full-value options, check whether your own business policy covers equipment in transit, and get the answer in writing. A condition report with photos before and after the move makes any claim much easier to resolve.

5 Questions to Ask Before Hiring Machinery Movers

Once you've narrowed your options, ask each company the same five questions. Comparing their answers side by side will help you see which movers have the experience, resources, and planning process your job requires.

1. Have you moved this type of equipment before? A good answer names specific machines and offers a reference. A vague "we move everything" tells you nothing.
2. Will you do an on-site survey? The answer should be yes, at both locations. The estimator needs to measure doorways, check floor conditions, and see the dock.
3. Who handles disconnect and reconnect? Find out whether the mover disassembles, reconnects, levels, and anchors the machine, or whether you need your own electrician, millwright, or the manufacturer's technician.
4. Do you handle permits and building coordination? Someone has to reserve the freight elevator, send the COI, and pull any street or oversize-load permits. Determine whether that's the mover’s responsibility or yours.
5. Are your crews in-house or subcontracted? Subcontracting isn't automatically bad, but you should know who will be in your building and whose insurance covers them.

How Much Does Heavy Equipment Moving Cost?

Seven key factors influence the cost of a heavy equipment move, from the machine's size and weight to the conditions at each location. Because every job has different requirements, an accurate quote starts with an on-site assessment. A reliable mover will survey the equipment and the route before putting a price on the job.

• Weight and dimensions: Heavier and larger machines need bigger equipment, more crew, and sometimes partial disassembly to fit through the building.
• Access: Stairs, narrow corridors, freight elevator weight limits, and the height of the loading dock all change the plan.
• Distance: A move across the building, across Chicago, or to another state each carries different truck time and fuel costs.
• Rigging needs: A machine that rolls out on skates costs less to move than one that has to be lifted with a gantry or hoisted through an opening.
• After-hours work: Many buildings only allow machinery moves on evenings or weekends, which can mean overtime rates.
• Permits: Oversize or overweight loads and reserved street space may require permits, with fees and lead time attached.
• Storage: If the new space isn't ready, the equipment needs somewhere to wait, ideally a climate-controlled warehouse.

Factor downtime into your comparison as well. A mover with a higher quote may still be the more cost-effective choice if they get your production line back up and running two days sooner.

Moving specialized medical equipment can involve additional costs depending on its size, weight, sensitivity, and handling requirements. For a closer look at these expenses, read our guide to the cost of moving an MRI machine.

Comparing Heavy Equipment Moving Companies and Quotes

When comparing heavy equipment moving quotes, look beyond the bottom-line price. The details matter just as much as the total.

Start by requesting an itemized quote from each company. Labor, equipment, rigging, trucking, permits, crating, and storage should be listed separately so you can see what each charge covers.

Next, check that every quote covers the same scope of work. If one includes disconnecting, reconnecting, and leveling machinery while another only covers transport to the loading dock, you're not comparing equivalent services. Give each mover the same equipment list, site details, and building requirements so they can price the same job.

Finally, review the exclusions carefully. Pay attention to electrical work, equipment anchoring, floor protection, waiting time, overtime, and permit fees. Exclusions aren't necessarily a dealbreaker, but you should know what's not included before moving day rather than discovering it when the bill arrives.

Warning Signs to Watch for When Hiring Heavy Equipment Movers

Watch for these six warning signs as you evaluate potential movers. One should give you pause; multiple red flags are a strong reason to take your business elsewhere.

• No site visit: Nobody can plan a machinery move from a description.
• A quote over the phone only: If there's nothing in writing, there's nothing to hold the mover to.
• No proof of insurance: A legitimate mover can send a COI within a day or two.
• A big upfront deposit: Large cash deposits before any work happens are a common pattern in moving scams.
• No commercial references: Residential reviews don't tell you how a company handles a production floor.
• A price far below the others: The low bidder is usually missing something: insurance, equipment, crew size, or part of the scope.

Challenges of Moving Heavy Equipment in Chicago

In Chicago, building requirements often determine the moving schedule, so choose a company familiar with how downtown properties operate.

Loop high-rises typically require freight elevator reservations, and the best time slots fill quickly. Most buildings limit heavy moves to evenings or weekends, and each freight elevator has a weight capacity that determines whether a machine can move in one piece or must be broken down into sections.

Building rules add another layer of planning. Expect requirements for a COI, floor and wall protection, dock scheduling, and sometimes union labor. Some Chicago buildings only allow union crews, which eliminates any mover that can't meet that requirement. Our Chicago high-rise office moving guide covers these requirements in more detail.

Street access matters, too. Many older buildings lack an off-street loading dock, meaning the truck needs reserved curb space. Securing that space requires a city permit and advance signage.

Winter adds its own challenges. Snow and ice can slow dock operations, while cold temperatures can affect hydraulics and sensitive electronics. For moves scheduled between December and March, build a backup date into the plan and ask how the mover protects equipment from cold and moisture.

Heavy Equipment Moving Services in Chicago: Why Choose Chicago Office Movers?

Chicago Office Movers has the experience, equipment, and credentials this guide recommends. Here's how our qualifications measure up, with details you can verify before making your decision.

• Experience: Our team has more than 150 years of combined moving experience, and we move everything from a single machine to a full assembly line. That includes CNC machines, injection molding equipment, printing presses, HVAC units, and medical machines.
• Trained, certified union crews: Our movers are IOMI-certified members of Teamsters Local 705, so we can work in union-only buildings. Our processes are designed to meet or exceed OSHA requirements.
• Licensing you can look up: We operate under US DOT 2889377 and IL C.C. MC 216511.
• Full-service machinery work: We disassemble, move, and reassemble equipment, then reconnect, level, align, and anchor it at the new location.
• Permits and logistics handled: We take care of permits, route planning, and coordination with building management and city departments.
• Protection and documentation: We use air-ride trailers, custom crating, and padding, and we provide a condition report before and after the move.
• Storage when you need it: Equipment can wait in our climate-controlled warehouse until your new space is ready.

We maintain an A+ rating with the Better Business Bureau and serve Chicago businesses from two locations in Elk Grove Village and River North.

Heavy Equipment Moving FAQs

How much does it cost to hire heavy equipment movers?

There's no flat rate. The price depends on the equipment's weight and dimensions, access at both buildings, distance, rigging requirements, timing, permits, and any storage. A mover needs to see the equipment and the route before giving a number you can rely on. Chicago Office Movers provides free estimates for machinery moves in the Chicago area.

What's the difference between a rigger and a mover?

A rigger lifts, lowers, and positions heavy loads using gear such as gantries, hoists, jacks, and skates, and works out how the load will be supported. A mover packs, loads, and transports. Heavy equipment jobs usually need both skill sets, so ask whether one company supplies both or brings in a rigging subcontractor.

Do I need a certificate of insurance for my building?

Almost always in a commercial building, and especially in downtown Chicago high-rises. Property managers typically require a COI from the mover before they'll reserve the dock or freight elevator, and many specify coverage limits and the exact wording for the certificate holder.

How far in advance should I book?

For a single machine in a ground-level space, a few weeks is often enough. For multiple machines, a high-rise, or a move that needs permits or after-hours building access, start two to three months out.

Do movers handle disconnecting and reconnecting machinery?

Some do and some don't, so get it in writing. Chicago Office Movers can disassemble, move, and reassemble machinery, and can reconnect, level, align, and anchor equipment at the new location. Hard-wired electrical, gas, or plumbing connections may require a licensed trade, so confirm who is responsible for each connection.

The safest way to pack a printer for moving starts with the manufacturer’s instructions for your exact model. Shut it down properly, disconnect and label every cable, remove paper and loose accessories, and secure any moving parts the manual tells you to lock. If you still have the original box and foam, use them. Keep the printer upright and level and secure it in the vehicle so it cannot slide, tip, or take a hard hit.

The details matter because there is no universal way to prepare a printer for a move. Manufacturers have different instructions for toner, ink cartridges, printheads, trays, and other internal components, and those instructions can vary even between models from the same brand. A small desktop laser printer is also a very different moving job from a 400-pound multifunction copier.

This guide walks office managers, facilities teams, and IT staff through the process of moving an office printer or copier safely, from preparation and packing to transportation, setup, and the first test print at the new location.

Key Takeaways

• Follow manufacturer instructions: Different printers and copiers have specific requirements for transporting toner, ink cartridges, trays, and internal components.
• Prepare equipment before packing: Shut down properly, label cables, remove loose accessories, and document network settings.
• Use appropriate packing materials: Original packaging, foam padding, moving blankets, and protective wrapping help reduce the risk of damage.
• Keep printers upright: Most models should remain upright and level during transportation to prevent leaks and internal damage.
• Use professional movers for large copiers: Heavy commercial copiers may require specialized moving equipment, careful route planning, and coordination with building management.

What Is the Difference Between Moving a Printer and an Office Copier?

Before you start packing, identify the type of machine you’re moving. Its size, weight, design, and internal components will determine how much preparation, equipment, and help you need.

• Desktop printer: A compact unit that sits on a desk or shelf. Most can be boxed and carried by one person.
• Office printer: A larger workgroup printer that may have extra paper trays, a stand, or a cabinet base.
• Multifunction printer (MFP): A machine that prints, scans, copies, and sometimes faxes. MFPs range from tabletop units to floor-standing models.
• Office copier: A large commercial machine, often with finishers, sorters, and multiple paper drawers. Many weigh several hundred pounds and contain delicate optics and drive components.

The larger and more complex the machine, the more you need to follow manufacturer-specific steps and use professional handling.

How Do You Prepare an Office Printer or Copier for Moving?

Most printer damage during a move starts with skipped preparation, not rough handling. Before anyone lifts or moves the machine, take a few minutes to prepare it properly:

• Find the manufacturer's moving or transport instructions: Search the model number plus "moving" or "transport" on the manufacturer's support site, or check the user manual.
• Check whether the machine is leased: Many copier leases and service agreements require you to notify the leasing company, or have their technician prepare the machine, before it moves. Moving it yourself could void coverage.
• Photograph the setup: Capture the back panel with cables connected and any attached accessories.
• Record the model and serial number: Make note of these numbers as well as the meter reading on copiers, which leasing companies often use for billing.
• Save the network settings: Print a configuration page or have IT record the IP address, scan-to-email and scan-to-folder destinations, and any address book.
• Shut it down properly: Use the power button and wait until the machine is fully off before unplugging.
• Disconnect and label every cable: After doing this, remove the paper.

How Do You Pack an Office Printer for Moving? (Step-by-Step)

Packing an office printer takes more than putting it in a box and wrapping it in padding. Follow these steps to protect the machine during the move and defer to the manufacturer’s instructions whenever they differ.

Step 1: Turn Off the Printer Correctly

Don't pull the plug while the printer is running. Many printers park the printhead or scanner carriage during shutdown, and cutting power early can leave those parts loose inside. Press the power button and wait until the machine goes completely quiet and dark.

Step 2: Disconnect and Label Cables

Take a photo of the back panel first. Then disconnect the power cord, Ethernet cable, USB cable, phone or fax line, and any accessory cables. Label each one, and bag the cables together so they travel with the printer.

Step 3: Remove Paper and Loose Accessories

Empty every paper tray. Remove output trays, document feeders, or add-on trays if the manual says they detach for transport. Pack small parts in a labeled bag or box.

Step 4: Secure Moving Components

Depending on the model, you may need to lock the scanner carriage, secure the printhead, close or tape down covers, or install shipping locks. Some machines have a physical lock switch, while others handle it through a menu setting. Don't remove internal parts unless the manufacturer tells you to.

Step 5: Protect the Printer

The original box and foam inserts give the best protection because they were designed for that exact machine. If you don't have them, wrap the printer in a plastic bag or stretch wrap to keep out dust. Add foam padding or bubble wrap, use cardboard corner protectors, and choose a sturdy box only slightly larger than the printer. Larger equipment usually gets moving blankets and stretch wrap instead of a box.

Step 6: Keep It Upright and Level

Most manufacturers instruct users to keep printers upright and level during transport. Tilting or flipping a printer can spill toner or ink inside the machine and knock internal parts out of alignment. Mark "THIS SIDE UP" on the box and load it so it can't slide or tip.

Should You Remove Toner Cartridges Before Moving a Printer?

It depends on the model. There is no universal rule, so don’t assume toner should always be removed before a move.

Some manufacturers recommend removing toner cartridges for certain types of transport, such as shipping or a long-distance truck ride. Others recommend leaving them installed to keep internal components in position. Follow the instructions for your specific model.

If the manual says to remove the toner, seal each cartridge in a plastic bag, keep it level, and protect it from heat and direct light. If you can’t find clear model-specific guidance, contact the manufacturer or your copier service provider before making a guess.

How Do You Pack an Inkjet Printer Without Spilling Ink?

Inkjets carry a different risk: liquid ink. To move one without leaks:

• Leave cartridges installed unless the manual says otherwise, since removing them can let printheads dry out.
• On ink tank printers, close and secure every tank cap, and run any transport mode the printer offers.
• Keep the printer level and never turn it on its side or upside down.
• Place a plastic bag around the printer before packing it as a backup against leaks.

How Do You Safely Move a Heavy Office Copier?

A floor-standing copier is closer to machinery than to office furniture. Commercial MFPs can weigh hundreds of pounds, and their weight sits high and uneven, so they tip easily. This is not a job for two employees and a hand truck.

• Before the move: Confirm the machine's weight and dimensions from the spec sheet. Follow the manufacturer's or service provider's prep steps, record the serial number and meter reading, and remove or secure finishers and trays as instructed. Cover the glass and control panel with padding.
• During the move: Keep the copier upright and avoid unnecessary tilting. Use equipment rated for the weight, such as a heavy-duty dolly or pallet jack. Roll it slowly over thresholds and elevator gaps. In the truck, strap it to the wall so it can't shift, and keep it away from other cargo.
• After the move: Inspect it for visible damage, then let the machine sit before powering it on. A copier brought in from a cold Chicago truck can build condensation inside, so give it time to reach room temperature first. Then reconnect cables, reload the trays, and run test prints, copies, and scans.

How Do You Pack a Printer for Moving Without the Original Box?

The original packaging is always the best option. Without it, use a sturdy double-wall box sized close to the printer, foam padding on every side, cardboard corner protectors, and enough cushioning that the printer can't move when you shake the box. Large machines are better blanket-wrapped, stretch-wrapped, or strapped to a pallet. Bubble wrap tossed into any box you have lying around isn't enough.

What Packing Materials and Equipment Do You Need to Move Office Printers?

How Do You Move Heavy Printers and Copiers in Chicago Office Buildings?

Moving a printer across the room is easy. Getting a copier from a 30th-floor suite in the Loop to a loading dock is another story. Before moving day:

• Measure the whole route: Check every doorway, hallway turn, and elevator door against the machine's width, depth, and height.
• Reserve the freight elevator: Many Chicago office buildings require booked elevator times and limit moves to evenings or weekends.
• Confirm loading dock access: Make sure to check truck height limits as well.
• Protect the building: Lay floor runners, pad elevator walls, and guard door frames.
• Get the certificate of insurance (COI) right: Most property managers require a COI from your movers before they allow equipment through the building.

Stairs are the hardest part. A heavy copier should never go down a stairwell without trained crews and the right equipment. For more on building requirements, see our Chicago high-rise office moving guide.

How Do You Set Up an Office Copier After Moving?

A copier that arrives safely but can't print is still a problem. Before the move, confirm the new space has the right outlet and circuit, since many large copiers need a dedicated line. Make sure a live network port sits near the planned spot.

After it's in place, reconnect the cables using your photos and labels. Have IT reapply the network and IP settings, then rebuild scan-to-email and scan-to-folder destinations. Load the paper trays, check that finishers work, and run a print, copy, and scan test. Note the meter reading again for your lease records.

What Printer and Copier Information Should You Document Before Moving?

Keep one record per machine with:

• Manufacturer, model, and serial number
• Meter reading
• IP address and network details
• Accessories, paper trays, and finishing equipment
• Current and new location
• Lease information and service provider contact

What Are the Most Common Mistakes When Moving Office Printers and Copiers?

• Unplugging the machine before it finishes shutting down
• Forgetting to label cables
• Leaving paper in the trays
• Treating every printer the same instead of following its manual
• Removing toner when the manufacturer says to leave it, or the reverse
• Tilting a machine on its side
• Moving a large copier without proper equipment or enough people
• Skipping doorway and elevator measurements
• Moving leased equipment without checking the lease
• Forgetting to test the machine after the move

When Should You Hire Professional Movers for Office Printers and Copiers?

A desktop printer is usually a reasonable DIY job. Bring in professionals when:

• The machine is too heavy for two people to handle safely
• It has multiple trays, a cabinet base, or finishing accessories
• It has to change floors, use a freight elevator, or go down stairs
• It needs to travel by truck
• The equipment is leased, or the manufacturer requires professional relocation
• You're moving several machines as part of a larger office move
• Your business can't afford printers being down for days

It helps to know who does what. Your copier dealer or service provider may need to handle the technical side, such as deinstallation, transport locks, and reinstallation. A commercial moving company handles the physical side: protecting the building, moving the machine safely, securing it in the truck, and placing it in the new office. On many moves, the two coordinate.

Professional Office Printer and Copier Moving Services in Chicago, IL

Moving a printer across the office is one thing. Moving a heavy copier through a Chicago high-rise, loading it into a truck, and getting it safely into a new office is another. The right equipment, route planning, packing, and handling can make the difference between a smooth relocation and a damaged machine or unexpected downtime.

Chicago Office Movers handles commercial moves throughout Chicago and the surrounding suburbs, including the packing and transportation of heavy equipment such as printers and copiers. The company’s moving teams can also coordinate the broader relocation, from planning and packing to working with building management and setting up equipment at the new location.

Frequently Asked Questions About Moving Office Printers and Copiers

Can you leave toner in a printer when moving?

Sometimes. Some models are designed to travel with toner installed, while others should have cartridges removed for certain kinds of transport. Check your printer's manual or the manufacturer's support site for your exact model.

Can you lay a printer on its side when moving?

No, in most cases. Laying a printer on its side can spill toner or ink inside the machine and shift internal parts. Keep it upright and level unless the manufacturer specifically says otherwise.

Can you move a printer without the original box?

Yes. Use a sturdy box sized close to the printer, foam padding on all sides, and corner protectors so it can't move inside the box. Large printers and copiers are better protected with moving blankets, stretch wrap, or a pallet.

How many people does it take to move a large copier?

It depends on the copier's weight, the route, and the equipment. A large floor-standing copier usually needs at least two trained movers with a heavy-duty dolly, and more for stairs or tight turns.

Can I move an office copier myself?

A small tabletop copier, maybe. A floor-standing commercial copier, it's not recommended. These machines are heavy and easy to tip, and moving a leased copier yourself may violate your lease or service agreement.

How do you move a printer down stairs?

Small printers can be boxed and carried by two people, keeping the box level. Heavy copiers need trained crews and stair-rated equipment, and many should use a freight elevator instead.