Roadshow and Event Freight Shipping
A roadshow is not one shipment. It is a string of them, each with its own venue rules, dock window and teardown time, and the next stop depends on the last one going right. DTS coordinates freight for roadshows, mobile product tours, retail demo programs, product launches and corporate events, so your team can focus on the event instead of chasing carriers.
A family-owned brokerage since 1990. Three decades of carrier relationships, and the same promise the whole way: your freight gets a person, not a queue.
- 2M+ shipments arranged
- Shipper portal rate, book, and track any hour
- SmartWay partner with the EPA. Freight through DTS counts toward your sustainability reporting
- A person answers no phone tree, Monday to Friday
Running a tour gets complicated fast
Every venue has different dock hours, check in rules and labor requirements
The freight has to leave one city after teardown and be on site for the next setup
Hotels, retail stores and corporate campuses are not built like convention centers
Gear comes back damaged or short and nobody knows which leg it happened on
Your event staff ends up on the phone with three different carriers
What we coordinate
Multi city roadshows and mobile tours
We plan the freight around your tour schedule, book the right carrier and equipment for each leg, and line up the next pickup before the current stop ends.
Costco Roadshows and retail demo programs
Demo kits and displays going to store after store, with delivery appointments and receiving rules that change by retailer. Costco Roadshows are a core specialty: see Costco Roadshow freight, or our guide to roadshow demo logistics.
Product launches and corporate events
Stage pieces, signage, AV cases and product for launch events at hotels, offices and event spaces, including liftgate, inside delivery and limited access sites. Hotels and conference centers can also partner with us directly through our venue freight program.
Trade shows on the same calendar
Many roadshow clients also exhibit. We coordinate advance warehouse and direct to show freight too, so the whole calendar sits with one team. More on trade show shipping.
How a roadshow move works with DTS
Share the schedule
Send us the stops, dates, setup and teardown times, and what is traveling: pallet count, crates, weights and dimensions.
We build the routing
We look at each leg and pick the right mode, whether that is LTL, partial truckload or a dedicated truckload, and flag legs where the timing is tight.
We confirm each venue
Dock hours, delivery appointments, liftgate or inside delivery needs, and who signs for the freight on site.
We book and track every leg
One contact at DTS watches each shipment and calls you as soon as a carrier reports a change.
Teardown and the next stop
Outbound pickup is set up before the event ends, so the freight is not sitting at a dock waiting for someone to call it in.
The trip home
When the tour wraps, we arrange the return to your warehouse or storage.
What we need from you
The more we know up front, the fewer problems your team runs into at the dock:
- The full stop list with addresses and dates
- Setup and teardown windows, and any venue labor or union rules you have been given
- An inventory of what travels: piece count, crate sizes, weights, and anything fragile or high value
- A contact at each venue who can confirm receiving
- Whether any stop is a residence, hotel, store or other location without a standard dock
Where tours usually go wrong
Tight turns between stops
When teardown ends at 6 p.m. and the next setup is two days away in another state, there is not much room. We look at those legs first and tell you early when a schedule needs a dedicated truck instead of LTL.
Venues without docks
Hotels, offices and stores often need a liftgate, a smaller truck, or an appointment. Missing that detail is how freight gets refused or charged extra, so we confirm it before booking.
Damage you cannot trace
We recommend photos and piece counts at every pickup and delivery. If something arrives damaged, we know which leg it happened on and walk you through the claim with that carrier.
Cargo value
Carrier liability on most freight is limited and often far below what demo equipment is worth. Ask us about cargo insurance for the tour before the first leg ships.
Why event teams work with DTS
DTS is a family owned freight broker based in Torrance, California, arranging freight since 1990.
We do not own trucks. We work with a strong carrier network and choose the right carrier for each leg, then stay on it. You get one person who knows your tour, answers the phone, and keeps you posted, which is what a moving schedule needs most.
If you produce events or manage shows for others, see how we work with event producers and show managers.
We use DTS daily through out our company. Their team is always great with service and arranging our many different shipments. They offer advice on tricky situations and offer a range of services that our business needs.
More event freight
- Trade Show ShippingAdvance warehouse or direct to show
- Show Shipping DeadlinesDeadlines and freight addresses by show
- Costco and Retail RoadshowsAppointments and paperwork, checked ahead
- Exhibit Houses and Booth BuildersThe freight desk behind your project managers
- General Service ContractorsExhibitor freight in to your warehouse and back out
- Hotels and Conference CentersCoordinated before it reaches your dock
Frequently asked questions
Still have a question?
Call and talk it through with a DTS coordinator, Monday to Friday.
(800) 460-8540What is roadshow freight?
Roadshow freight is the equipment, displays and product that travel with a multi stop event, such as a mobile product tour, a retail demo program like a Costco Roadshow, or a series of launch events. Each stop is its own shipment, timed around setup and teardown.
Should a roadshow ship LTL or by dedicated truck?
It depends on how much is traveling and how tight the turns are. LTL can work when there are several days between stops. When freight has to move overnight between cities, or the gear is fragile and you want fewer touches, a dedicated truck is usually the safer choice. We look at each leg and recommend one.
Can you arrange delivery to hotels, offices and retail stores?
Yes. We arrange delivery to locations without a standard dock, including liftgate, inside delivery and appointment deliveries. We confirm the receiving rules for each site before booking to lower the chance of a refused delivery.
Do you also coordinate trade show freight?
Yes. Trade show shipping is one of our specialties, including advance warehouse and direct to show deliveries. Many clients keep their roadshows and trade shows with the same team at DTS.
How far ahead should we plan?
As early as you have the stop list. Two to four weeks before the first leg gives us time to confirm venues and book capacity, especially during busy shipping seasons.
Get a Freight Quote
Send us your tour schedule and what is traveling, and we will put together a plan and quote. Prefer to talk it through? Call (800) 460-8540.