Trade Show Shipping Solutions

Here are some trade show shipping key players you should know:

• The association: The association is the team hosting the trade show. They take responsibility for everything from leasing the venue to promoting the event. Their primary goals are to sell spaces to exhibitors and maximize attendance.
• The general contractor: The association selects a general contractor to carry out key tasks. These include setting up the trade show and preparing the space for the event.
• The convention facility: This is the venue where the show is held. The association will find a convention facility with a large capacity, such as a conference center, an exposition center, or a large function room in a hotel.
• Official show contractors: Official show contractors are specialized service providers that handle tasks the general contractor doesn’t. These may include renting furniture or organizing event photography.
• Trade show shipping companies: Teams with experience in shipping to trade shows will handle transportation to and from events. They manage inbound and outbound shipping to the trade show and ensure your materials are delivered safely.

Learn more about key players in trade show shipping.

Understanding some of the most common trade show shipping terms is crucial to avoid mistakes and misunderstandings. Here are some terms you may come across when learning how to ship to trade shows:

• Advance warehouse: A facility that receives and stores freight before a trade show. Goods may stay at an advance warehouse for up to 30 days.
• Booth: A small exhibit area containing one or more standard units of space within a venue (typically 10’ x 10’).
• Caravan: When the official contractor’s carrier transports freight from show to show. This is common when two or more shows share the same official contractor.
• Dimensionalized weight: A formula used by air freight carriers for calculating the chargeable weight of goods.
• Exclusive contractor: A contractor hired to provide services for a trade show independently of the contractors appointed by the management.
• Exhibitor manual: Documentation with the various regulations, rules, and forms related to a trade show. The management will provide this manual to all exhibitors.
• Forced freight: Freight that is ultimately given to the house carrier, typically if an exhibitor fails to document their preferred carrier or their carrier fails to collect goods from the venue on time.
• Marshaling yard: A parking lot where carrier trucks gather, ready to be dispatched to the show site in an orderly manner.
• Show close: The time of day when a trade show closes and dismantling begins.
• Special handling: Exhibit shipments that require additional labor, time, or equipment to reach their designated space. Special handling usually incurs a 30% increase in material handling costs.
• Target date: A date specified for freight to arrive at a trade show, as chosen by the management. Shipments that arrive before or after the target date may lead to penalty charges.

Find more key terms in our trade show shipping glossary.

Preparing to ship goods to a trade show can be a complicated, time-consuming process. You need to understand the shipping rules established by show management. Otherwise, you risk sending freight too early, too late, or incorrectly. Any mistakes could lead to penalties.

One of the most important steps in learning how to ship to a trade show is checking the exhibitor manual. Trade show organizers fill these manuals with essential details on an event to help exhibitors prepare. Manuals may be distributed as physical documentation or online.

Exhibitor manuals typically include:

• Shipping dates
• Target move-in and move-out dates
• Information required on shipping labels
• Shipping addresses for advance warehouses

You should be able to access an exhibitor manual at the official website of a trade show.

Trade show drayage (or material handling) is the process of moving your show materials from the carrier’s vehicle or advance warehouse to the exhibit space.

This may involve:

• Unloading multiple boxes of goods from the back of a truck at the trade show’s loading dock.
• Carrying numerous items from the loading dock to your booth, which may be located far from the carrier’s truck.
• Unboxing items and storing your packaging for the duration of the show.

Material handling must be done before and after each show. It’s usually handled by the show’s general contractor. Because the organizer and the general contractor set the exclusive rates for trade show drayage, it can get quite expensive.

While these costs can be frustrating, having just one party handling trade show material handling ensures the trade show runs smoothly. Allowing multiple third-party contractors to handle materials could quickly get chaotic.

Standard drayage prices can vary, but tend to be from $60 to $160 per 100 pounds (or CWTs) in the US. Costs will increase if you have specialized or high-value items shipped.

Should you ship your trade show materials directly to the show venue or to the advance warehouse?

Benefits of the advance warehouse for trade show shipping
Sending freight to an advance warehouse keeps your goods close to the show and under the care of the show decorator. Once your shipment arrives, the decorator stages it in trailers so it’s ready to move in when the show opens. This means your materials are usually on-site, uncrated, and ready to go when you arrive.

One of the main advantages of using the advance warehouse is flexibility. You can use a less-than-truckload (LTL) carrier and take your time getting your items to the warehouse. You can always ship any last-minute items directly to the show, but most of your materials are already taken care of.

Benefits of direct-to-show site for trade show shipping
Shipping directly to the show requires more precise timing. The show decorator will give you a specific delivery window, and you must meet it. This is especially important for large shows or shows that involve a lot of bulky equipment, which requires careful scheduling. If your carrier misses the delivery window or takes too long to load or unload, detention fees can apply. Most carriers allow about two hours of free time before those charges apply.

At DTS, we can help you minimize that risk. For LTL shipments, we handle any detention charges internally, so you won’t be surprised by additional fees.

When shipping trade show materials, all goods must be carefully prepared. If you use the wrong packaging or mislabel items, your freight may arrive damaged or end up in the wrong place.

Follow these tips to get your prep and packaging right:

• Partner with a reliable trade show shipping company that will advise you on proper packaging and get your freight where it needs to be.
• Inspect all packaging closely. Replace any boxes or crates showing wear and tear to keep your goods safe.
• Make sure you have any supplies you’ll need to seal packages securely, such as packing tape, staples, and shrink wrap.
• Make your boxes/crates easy to identify with company branding. This will help trade show staff recognize your freight.
• Prepare all necessary documentation, including shipping labels, bills of lading, and inventories.
• Pack smart. You don’t need to send everything with your freight shipment. You may be able to cut down on costs by taking smaller items with you or shipping smaller parcels directly to your hotel.
• Pick the right shipping speed. If you have enough lead time, picking a slower shipping speed can help you cut costs. While choosing last-minute, expedited shipping can be tempting, it comes with a high price tag.

Learn more about pre-show prepping and packaging.

A material handling agreement is a document that allows the trade show contractor to handle and release your freight to a carrier at the end of the event. Here are the key things to include when completing a material handling agreement:

• Shipping addresses: The venue location and your delivery address
• Special instructions: E.g., call before delivery
• Pieces and weight: This must match the actual number of pieces and weight of your freight
• Freight carrier: Be sure to provide the correct carrier name
• Bill to: The name of the party to be billed for freight charges
• Re-routing: Choosing the “return shipment to warehouse” option can be a cost-effective solution.
• Separate destination locations: For shipping freight to different destinations, specify all locations properly to avoid issues.

Planning to send freight to international trade shows? International trade show shipping can be more complex than domestic trade show shipping for a number of reasons.

Here are two key things to watch out for:

• Customs regulations control the cost of importing freight, determine what goods are allowed into a country, and specify how those goods must be transported. Before shipping anything to an international trade show, you need to familiarize yourself with the customs regulations for the country you’re heading to. If you don’t comply, you could face expensive penalties or even legal trouble.
• ATA Carnet: An ATA Carnet is an international customs document that lets you import freight into other countries tax-free and duty-free. Valid for one year, ATA carnets can cover multiple shipments, making it a great option if you plan to attend several international trade shows. Using an ATA Carnet can help you avoid unnecessary costs and streamline the customs process.

Read our guide to the international trade show ATA Carnet to learn more.

Costs can add up quickly when organizing trade show shipping. To keep costs under control, follow these tips:

• Plan ahead: Try to ship all freight together to avoid paying separate delivery charges, and allow enough time for the goods to arrive at the trade show, because last-minute shipping can be expensive.
• Know what shipping method you’ll need: Research your shipping options ahead of time and find out which is best suited to your needs. FTL might be ideal if you have lots of materials, instead of scattering them across multiple vehicles.
• Be smart about packaging: Choose your packaging carefully to ensure your goods are protected in transit and that staff can unbox them efficiently on arrival.
• Note weights and measurements of your trade show freight: Be meticulous with weights and dimensions. This is vital when planning shipping to make sure your freight fits the space allocated in the carrier’s vehicle.
• Work with a trade show shipping company: Working with a company that has experience in trade show shipping can be a huge advantage. They’ll help you prepare for potential fees, offer expert advice, and more.