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6 Tips to Prep + Ship Your Exhibit

Coordinating your booth materials to arrive and set up at the convention center can be costly and time consuming. Below, we outline 6 effective tips that will help you be the most prepared for your upcoming trade show exhibit.



  1. Ship to Advance Warehouse

  2. Utilize your Exhibitor Services

  3. Lean on Move-Out Support

  4. Use providers specialized in Trade Show Freight

  5. Protect your freight with Full Coverage Insurance

  6. Book Direct Service with your Carrier


TIP #1: SHIP TO ADVANCE WAREHOUSE

Do you know all the benefits of the Advance Warehouse?

  • Larger window for delivery, about a month or more in advance, unlike direct-to-show, which is usually just a few days

  • Booth materials arrive early = peace of mind

  • Avoid unforeseen delays in weather, traffic, incidents out of driver's control

  • Avoid wait times, unlike show site delivery, driver's commonly wait up to 8 hours, which incurs cost

  • Not as many trucks arriving at the same time, quicker process for the driver to unload

  • Materials are set up and staged at booth space before exhibitor staff arrive, unlike shipping direct to show, their's move in priority and you may have to wait for your materials longer

  • Receive email confirmation of materials arriving and piece count

  • Avoid extra fees if you have a target move in on a weekend or after 5 p.m. during the week


Note: Adv. warehouse only accepts freight on pallets or crated, cannot exceed 5K lbs.



TIP #2: UTILIZE THE EXHIBITOR SERVICES


Are you shipping your showroom machinery on a flatbed? Plan to cover it with a tarp?


Reconsider! Tarping causes scuffing and damage to your valuable goods, and for many exhibitors in the past, this has resulted in repainting upon arrival. Yikes!


Utilize the show services offered to exhibitors... in this case, rent a pressure washer! Keep in mind, though, it's only available to reserve in advance. You'll prevent damage, and the time and cost to repair that damage. Such a relief!


Arrive with a peace of mind and give your showroom product a quick cleaning to be show floor ready!



TIP #3: LEAN ON MOVE-OUT SUPPORT


Do you find yourself overwhelmed with the move out process?  Reap the benefits of having onsite representation!


A well-prepared plan with on-site support from your logistics provider is exactly what you need to close out the show week with a bang.


  • Receive already made labels ready to be marked on each shipment

  • Support in completing the paperwork needed to move your shipments off the show floor

  • 24/7 in-person availability in case an issue or concern arises

  • Connection with your logistics specialists directly, and an opportunity to create a relationship for future events

  • Rerouting product. In some situations, there can be last minute changes and handling with what was originally brought to the show

  • Other questions and assistance is available immediately



TIP #4: USE A CARRIER WHO SPECIALIZES IN TRADE SHOW FREIGHT HANDLING

Not every carrier has the experience or understands the procedures that are unique to conventions.


There's specific rules, regulations, requirements, and processes that occur beyond actual transport of your goods, and can vary for each event.


Some additional handling to consider are required paperwork, time frame and deadlines, additional fees that could incur depending on details like weight, or even marshalling yard procedures, to name a few aspects.


When your carrier has that level of "inside knowledge" and familiarity with the flow of move in and move out stages, it will only make your experience smoother and seamless.



TIP #5: USE A CARRIER WHO SPECIALIZES IN TRADE SHOW FREIGHT HANDLING

For instance, CONExpo 2020 in Las Vegas has specifically outlined that exhibitors are

required to insure freight for the show floor. Are you fully covered?


What if you decided to leave your booth space unattended the last day of the show with materials and crates not yet picked up to move-out with the carrier, and those packages are not insured?


Are you capable of replacing these goods if they went missing or somehow damaged? know hat temporary coverage requested by CONExpo is not full coverage. To ensure you are covered from loss or damage, lock in full coverage immediately for the most protection possible.



TIP #6: BOOK DIRECT SERVICE WITH YOUR CARRIER

Space is limited for direct service, so it's highly recommended to make the commitment and reserve this service early on in the planning process.


When transporting your goods with direct service, your shipments go door-to-door / directly to show, which means your freight will never be transferred, and significantly reduces the chances of loss, delay, or damage.



WANT MORE PREPARATION + SHIPPING TIPS?

We narrowed down to these tips based on some of the challenges we commonly see at each show, and feel it's good to address those problems with better solutions that you may not already be aware of. Remember to use the resources you have available, as they'll make a world of difference in your overall time management, budget, and show success. Lean on your trusted, and specialized, trade show carrier for more support.


If you have any other questions about how you can prepare more effectively for your upcoming show, give one of our logistics specialists a call. They'd be happy to learn about your shipping needs. Get a peace of mind on logistics so you can focus on your business.


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