A Helpful Guide to Trade Show Shipping and Logistics

A Guide to Trade Show Shipping and Logistics

Showcasing your products and services at a trade show is an exciting opportunity. But if your booth display, giveaways, and staff apparel don’t make it to the venue, that excitement will quickly turn to horror. Correctly navigating the logistics of trade show shipping and delivery is a must — especially after all the effort and resources you’ve put into having a great exhibit. We have created this trade show shipping guide to help first-timers prepare worry-free.

How Does It Differ from Standard Shipping?

While trade show shipping is a form of freight shipping, there are unique factors to consider. For starters, shipping to a trade show involves several additional steps. You may ship directly to the show site, but more often, freight goes to an advance warehouse or marshalling yard. Material handling also comes into play since general contractors will bring your shipment to the booth location. They often set it up and take it down, too. Finally, shipping to a trade show is time-sensitive. Organizers require specific delivery windows, and the deadlines may be days or even weeks before the show starts.

Things To Consider When Trade Show Shipping

For everything to go smoothly, you should do the following:

• Come up with a plan that includes all relevant information, including the event deadlines, material handling requirements and your budget.
• Put together a detailed trade show kit that has all your layout requirements, from electrical plug-ins to total floor space.
• Submit the proper paperwork that has your setup preferences, phone number, delivery date, and other information.
• Label all your items and containers. You might color-code them for ease of identification.
• Add proper padding and secure any loose items to protect them during shipping.
• Calculate the size and weight before you ship to more accurately estimate freight costs.

Set Up Your Destination and Return Scheduling

As we mentioned, trade show shipments usually go to a separate warehouse or marshaling yard first. If organizers provide return shipping services (not all of them do), these are usually done from the same location. As such, you need to follow the correct process so everything gets where it needs to be. Each trade show has different requirements, so contact them to learn what you need to provide, whether that’s special handling instructions, the venue delivery location or certain shipping labels. Have your return plans in place before arriving at the show to help things go smoothly.

How Can I Ship From One Trade Show Directly to Another?

Some trade shows offer an expedited outbound shipping service where their official carrier or service provider will transport freight to another show destination. You should talk to the service provider directly about this. Even if the two shows have different providers, they may be able to work with you or offer an alternative.

Do you have other shipping and logistics questions? Contact Monster Displays to talk to an exhibit expert. We have worked with more than 30,000 companies and will put our trade show knowledge to work for your organization.