Joining the Surf Expo is an exciting opportunity. It’s a chance to showcase your organic or healthy products to a large, curious audience and put your creativity and business skills on full display. However preparing your trade show booth takes a major investment of time, money, and effort—including the logistics of getting everything shipped to the venue.
Even if you’re used to standard freight shipping, Surf Expo shipping has its own unique challenges, especially for first-time exhibitors. If you’re gearing up to send your booth to Surf Expo, here’s what you need to know to make the process smooth and stress-free.
When preparing to ship your materials to Surf Expo, it's important to understand the main parties involved—each plays a vital role in ensuring your booth arrives on time and in good condition. These include the general contractor, the convention center, and trade show shipping companies.
Freeman is typically the official general contractor for Surf Expo. They handle many aspects of the show, from setup and teardown to serving as the event's "official carrier." While you're free to ship with Freeman, you also have the option to work with an independent trade show shipping company, such as Diversified Transportation Services.
The convention center is the destination for your materials and the location of the trade show itself. This year, the Surf Expo takes place at the Orange County Convention Center.
These specialized logistics providers manage the transportation of your booth materials to and from the trade show. A trade show shipping company will coordinate the entire shipping process, managing both inbound and outbound freight, and will be your primary point of contact throughout.
As you gear up for the Surf Expo, there are several important steps to take before shipping your booth and materials. From proper packaging to labeling and reviewing official guidelines, getting organized ahead of time can help ensure a smooth experience on the show floor.
Before sending your freight to Surf Expo, check that all pallets and crates are in solid condition. Durable, well-maintained packaging is key to protecting your products during transit and handling.
It’s also easy to overlook small but essential items you’ll wish you had once you arrive. Create a checklist of trade show essentials to pack, such as:
Accurate labeling is crucial for getting your materials to the right place, at the right time. Your trade show shipping labels should include:
You can create custom Surf Expo labels in two ways:
Pro tip: Before applying your labels, remove all old labels and make sure new ones are clearly visible on all sides of your freight.
Don’t skip the exhibit manual—it contains critical shipping details specific to Surf Expo. You can find the manual by searching for Surf Expo on Freeman’s website.
Look out for important sections on:
As you finalize your booth preparations for the Surf Expo, one key decision to make is whether to ship your materials to the advance warehouse or send them directly to the show site.
The advance warehouse is a temporary storage facility provided by the show organizers, typically available 6–8 weeks before the event. Shipping your materials here means they’ll be safely stored and then delivered to your booth space during the designated move-in period—saving you time and effort on-site.
This option is great for early planners who want peace of mind knowing their freight has already arrived and will be waiting at their booth.
As the name suggests, direct-to-show shipping means sending your materials to the venue just a few days before the event begins. This is a good choice if you’re making last-minute booth updates or want to reduce the time your shipment is in transit.
However, it does come with more time sensitivity and scheduling coordination, especially during busy move-in days.
Want help choosing the right option? Check out the comparison graphic below to weigh the pros and cons.
This guide has walked you through the key steps of preparing for Surf Expo shipping—but you don’t have to handle it all on your own. At DTS, we specialize in trade show logistics and can manage your shipments to and from any location in the U.S.
From creating a detailed move-in plan to assisting with move-out documentation, we’re here to simplify the process. Our team offers personalized, concierge-level support every step of the way.
Want to dive deeper into the ins and outs of trade show shipping? Check out our comprehensive Guide to Trade Show Shipping.
📞 Call us at (310) 521-1200 or click the button below to request your customized shipping quote.
Whether you're a company looking to improve one facet of your supply chain, your entire supply chain, or simply looking for a transportation and logistics consultation, we can help.
19829 Hamilton Avenue
Torrance, CA 90502