Everything You Need to Know About Trade Show Shipping
It feels like there are countless details to address when you prepare to exhibit at a convention. Some of the most stressful details—even for experienced exhibitors—involve trade show shipping and logistics.
There’s a big difference between coordinating exhibit shipments and other types of freight. Trade show shipping involves strict deadlines and a whole lot of planning. Most exhibitors don’t have the time or experience to navigate the many idiosyncrasies of these specialized logistics, so they rely on their expert trade show partners to provide the extra care needed to effectively handle their trade show shipping.
Trade show shipping requires careful planning. Conventions run on strict schedules with no room for flexibility or special concessions, so delivering your exhibit freight on time must be at the top of your priority list.
If you miss a deadline, you might incur extra costs and delays in your materials being brought to your booth space. Late fees to the advanced warehouse add up quickly, and if your shipment is late arriving at the show site, it’s possible that you simply won’t have your exhibit, collateral, and giveaways for the expo.
You’ll also need to plan ahead to avoid rush shipping.
In addition to being extremely expensive, a quick-turn shipment can lead to damage. Exhibit freight tends to be large, custom, and fragile. When your shipment is rushed, you run the risk of damage to the crates and their contents. However, when you give the shipping process the time and attention it deserves, you’ll lay the foundation for a smooth and successful show.
So then, what’s the best way to alleviate the stress and avoid the pitfalls of shipping your display to and from each convention? For many exhibitors, the answer is partnering with a team that provides turnkey trade show services, including the inbound and outbound shipping logistics.
Most expos offer two main trade show shipping options: you can either deliver your freight to the advanced warehouse or directly to the show site. Each option’s cost is based on the overall weight of your booth freight, and you’ll be charged in increments of 100 pounds (also called CWT, which means “hundredweight”). You’ll calculate these fees on the material handling form in your exhibitor manual.
Advanced shipping tends to be more expensive per CWT. However, the costs are more controlled since your freight can usually be unloaded from your carrier’s truck quickly. Your driver won’t rack up expensive hourly waiting time when you deliver to the advanced warehouse.
At first glance, direct-to-show-site shipping looks a little cheaper. The CWT is usually less than advanced receiving, but delivering to the convention center often involves large marshalling yards with long wait times. Your carrier will add the driver’s idle waiting hours to your final bill. If you’re handling your logistics on your own and shipping to the convention center, you’ll need to familiarize yourself with the venue’s marshalling process and prepare for a hefty invoice from your carrier.
Your delivery timing depends on factors like when your exhibit will be packed and ready to ship, the shipment size, and your carrier type. Longer shipping windows to either advanced warehousing or the show site often mean more affordable rates because your freight can be consolidated.
Due to the nuances of each convention center (and of trade show shipping in general), more and more exhibitors leave the logistics in the capable hands of the Metro Exhibits team.
There are multiple steps—and parties—involved in the trade show shipping process once your freight is delivered. Here’s an overview:
To recap, your booth freight will change hands multiple times. Your exhibit fabricator, carrier, and service provider will all take part in the shipping process. It’s a lot to manage, especially when something goes wrong. When you rely on Metro Exhibits to handle these logistics, you’ll have dedicated experts working to prevent issues and resolve them immediately should your freight experience a delay or damage.
Once the show closes and your exhibit is dismantled and packed into its crates, your on-site team will need to complete the outbound paperwork and turn it into the service desk. The freight is then brought to the convention center dock, where it waits for your carrier to pick it up and transport it back to storage or your next event.
You must follow the show’s outbound shipping instructions to a tee. Even one misstep can result in your freight getting put onto one of the organizer’s trucks (which is called “forced freight,” and is very expensive!). Worse yet, your booth could get lost due to a lack of documentation.
Fortunately, Metro Exhibits has facilities around the United States. We can store and ship your exhibit efficiently based on your show schedule, and our nationwide presence means that our experts are always nearby to help with outbound shipping issues.
If you choose to handle your trade show shipping logistics on your own, make sure you plan ahead. Give your carrier plenty of time to transport your freight to avoid rush fees, and use a trucking company that specializes in trade show logistics. Carriers that understand the challenges of convention deliveries and pickups will help you avoid unpleasant surprises and costs.
You should also double and triple-check the paperwork and shipping labels to confirm they include the right delivery date, show name, address, and booth number. Finally, communicate clearly with your exhibit partner so they know who your carrier is and when to expect the truck to arrive.
Always plan for unexpected problems, like traffic, strikes and weather.
Many companies have jam-packed trade show schedules that require them to ship from one show to another. It’s a common practice, but it can really ratchet up the stress of trade show shipping since there are so many more logistics to handle.
For that reason, exhibitors often look to the experts at Metro Exhibits for their show-to-show shipments. We’ll take care of all the details, including:
Our turnkey services also provide the additional benefit of damage control. Exhibiting at back-to-back shows can cause wear and tear on your booth hardware and graphics. If anything needs to be fixed or replaced, our on-site team will be able to proactively address the issue so your display looks as good as new at your next event.
Trade show booth shipping is the thorn in the side of many exhibitors. It’s wrought with intricate details, strict deadlines, and all sorts of potential pitfalls.
You’ve got enough on your plate as it is with the other aspects of your expos, like scheduling the on-site booth staff, designing and ordering your giveaways, and executing your pre- and post-show marketing strategies. Let Metro Exhibits simplify and de-stress your trade show shipping process.
As experienced experts in trade show exhibit storage and warehousing, we’ve been managing shipping logistics from start to finish for years. Our clients look to us to coordinate all of their logistics, paperwork, and timelines. We live and breathe trade show logistics, and we’ll help you avoid shipping risks, delays, and unexpected fees.
In other words, we’ll give you the peace of mind you need before, during, and after each show.
Expertly planned trade show shipping is key to your success at every event. Both first-time and veteran exhibitors struggle with coordinating their logistics, but you can avoid frustrating, embarrassing, and expensive issues by working with the right partners.
Talk to an exhibit expert about your upcoming expos, and learn how we can ensure a smooth, stress-free flow no matter how hectic your trade show schedule might be!
Trade show shipping is the coordination and transportation of your exhibit freight to and from each expo. It involves industry-specific details like advanced receiving, show-site deliveries, marshalling yards, and material handling.
The short answer is everyone. Exhibitors of all experience levels greatly benefit from an expert trade show shipping partner who thoroughly understands the deadlines, costs, and potential pitfalls involved in trade show shipping.
These are two interchangeable terms that refer to the process (and cost) of a show’s official service provider handling your booth freight. If you ship to the advanced warehouse, your drayage will cost more because the provider will transport your freight from their warehouse to the convention center. Show site material handling costs less since the provider only brings your items from the convention center dock to your booth space.
How much does trade show shipping typically cost?
Trade show shipping varies dramatically depending on your freight’s size and weight, your shipping timeline, the mileage your shipment needs to travel, and whether you’re delivering to advanced receiving or the show site. You can effectively manage and reduce your shipping costs by partnering with a trade show team like Metro Exhibits which has facilities across the country.
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