A key component of an efficient and stress-free tradeshow experience involves careful freight logistics planning. You need to get your exhibit assets, products and promotional materials to the show floor in a safe and cost-effective fashion. As simple as this sounds, there are a few common pitfalls we see that can easily be avoided with proper planning and awareness. These tips will save critical event budget dollars and headaches!
Timing Is Everything—Critical Freight Scheduling Tips
Read Your Exhibitor Kit!
The General Contractor for your event will typically provide an Exhibitor Kit 60-90 days prior to the event, that will include all of the critical deadline dates, along with specific shipping addresses and shipping labels. Read the detail! Not every Exhibitor Kit is the same, so don’t assume that what worked for your last event will be the same for this one.
Understand “Advance Warehouse” shipping versus “Direct-To-Show” shipping
“Advance Warehouse” shipping allows exhibitors to ship early, typically to an off-site warehouse where trade show materials are stored in advance of the event. This allows for a wider delivery window for materials to arrive, and provides flexibility for your freight carrier to schedule the shipment without the requirement to have it all there at a specific day and time. When using the Advance Warehouse option, the General Contractor for the show will consolidate the exhibit materials that have gathered in the off-site warehouse and orchestrate the movement of those materials to the show venue on just a few trucks, effectively reducing the number of trucks that will be in line for the “Direct-to-Show” option. Typically, the exhibit materials that are shipped to the Advance Warehouse are moved into the venue first, before the “Direct-to-Show” shipments. The Advance Warehouse option does cost a bit more in Material-Handling charges, but the small cost difference is usually made up in reduced stress.
“Direct-to-Show” can be a good option if you simply don’t have enough time in your schedule to be able to ship a bit earlier. Maybe your exhibit is still being fabricated and not ready to ship early? Maybe your promos and giveaways won’t be ready until the last minute? The advantage is the Material-Handling charges are usually a bit lower cost for “Direct”, but consider carefully; your freight carrier may show up to the venue and be the first in line, but could just as likely be the 50th truck in line. Freight carriers will commonly charge wait-time, so what you gain in lower Material-Handling charges may easily be lost again in costly wait time at the loading docks.
Whether shipping to “Advance” or “Direct”, adhere to the deadlines provided in your Exhibitor Kit. Missing these deadlines will result in increased Material-Handling; an easily avoidable mistake!
What is “Material-Handling”?
“Material Handling Cost” at a trade show refers to the fee paid to the venue’s general contractor for the labor and services required to move your exhibit materials (like booth components, displays, and crates) from the shipping dock to your designated booth space, including storage of empty crates during the show, and then back to the loading dock after the event; essentially, the cost of physically handling your freight at the show, usually calculated based on weight per hundred pounds (CWT) of your shipment.
Material-Handling rates will usually be a bit higher when shipping to the Advance Warehouse, as opposed to the Direct-to-Show option; however, the benefits of using Advance Warehouse will typically end up saving cost and stress.
Consider your packaging and crates!
As you will be charged by the General Contractor for Material-Handling, carefully consider how you package and crate all the materials you will be sending. Consolidate as much as possible; fewer items means less weight, and less weight means lower Material-Handling charges. Make sure your crates / skids / pallets are fork-lift accessible, and all shrink-wrapped. This will help avoid any Special-Handling charges that are often charged on loose items, or items that are not easily moved with fork-lifts at show site. Make sure you’re packaging materials, crates and skids are durable and in good shape. Make sure you’re shipping labels are easily visible, easy to read, and affixed well to your materials. When in doubt, read your Exhibitor Kit and any guidelines pertaining to shipping and Material-Handling! Avoid the gotcha’s before the gotcha’s happen….
Shipping Safely—Protecting Your Investment
Choose a Reliable Carrier
A carrier experienced in trade show logistics is essential. Trade show freight is a different animal. If you’re freight carrier doesn’t have a dedicated “trade show” division, then it is likely they don’t have the experience to navigate the protocols of trade shows and convention centers (this is code for “you’re gonna have issues!”). When shipping to a trade show, it is common that a carrier will have to report to a “marshalling yard” for check-in before getting access to loading docks. If your carrier isn’t familiar with how this is done, you’re gonna have issues!
Security on the Road
Avoid labels that disclose contents and consider digital tracking to monitor items in transit, as shipments for trade shows can be a target for theft. Ask your freight carrier how they will track and trace shipments, and what notifications they will provide your for deliveries.
Special Considerations for Unique or Large Exhibits
Oversized displays or sensitive materials may require special handling. Be sure to read through all of the shipping details provided in your Exhibitor Kit, and if you still have questions regarding whether or not your materials require any special handling at show site, make a phone call to the General Contractor and ask the questions. It can be costly to show up at show site and not have a plan for how to off-load oversize and/or senstitive items.
Final Checklist for Flawless Trade Show Logistics
Use this checklist to streamline your trade show logistics:
- Confirm deadlines, venue restrictions, and delivery schedules.
- Choose a reliable, trade show-experienced carrier.
- Label and inventory all items clearly.
- When possible, use the exact shipping labels provided in your Exhibitor Kit
- Use durable packaging materials and consider digital tracking for added security.
- Consolidate materials to have fewer pieces to ship
- Schedule post-show pickups for efficient takedown.
Following these tips will set you up for the beginnings of a smooth and successful trade show. If you would like to eliminate the stress and energy of going through the learning curve on all the above, give us a call; we manage logistics for hundreds of events each year. For personalized support or to discuss your logistics needs, contact Lindsay Exhibit Group—we make trade show logistics easy and stress-free.
Common Questions
Ready to simplify your trade show logistics? Contact Us for a customized logistics plan that ensures your event’s success. We’re here to help from planning to flawless execution.
How early should I ship my trade show materials?
Ship materials at least two weeks in advance, and consider advance warehousing to avoid peak delivery times. Allow for holidays and significant weather events that can impact transportation.
Is it better to handle trade show logistics myself or hire a professional?
Hiring a professional like Lindsay Exhibit Group minimizes stress and prevents costly errors, especially for complex setups. There can be significant differences in managing logistics from city to city, and also dramatic differences from venue to venue.
How can I protect my booth materials during transit?
Use sturdy packaging, label items clearly, and utilize tracking tools for added security. Work only with carriers that understand the unique circumstances of trade shows, and are experienced at shipping delicate and valuable materials.
Can I access my exhibit while it’s in storage to make updates or changes?
Absolutely! Our storage facilities are designed for easy access, allowing you to inspect, update, or modify your exhibit whenever necessary. Whether you need to refresh graphics, replace components, or make adjustments for your next show, we offer flexible access to ensure your exhibit is always up to date and ready for the next event.