Do I Have to Use the Show’s Official Shipping Provider?

Do I Have to Use the Show’s Official Shipping Provider?

If you’re new to exhibiting at trade shows—or even if you’ve done it a few times—you might wonder: Do I have to use the show’s official shipping provider?

The short answer is: No, but… there are important details to understand before making a decision. Let’s break it down.

What Is an Official Show Carrier?

At most trade shows, event organizers designate an official shipping provider. This company is typically listed in the exhibitor services manual and is contracted to handle on-site logistics like:

• • Transporting freight from the advance warehouse to your booth
  • Offloading and delivering shipments at the show site
  • Moving empty crates to storage and back post-show
  • Coordinating with the general contractor (for example, Freeman, or GES) for material handling

While the official provider plays a critical role in onsite services, you are not required to use them for the shipping portion—meaning, the transportation of your materials to and from the event venue or advance warehouse.

What Are Your Shipping Options?

As an exhibitor, you generally have two shipping options:

1. 1. Use the show’s official carrier for transportation and material handling
   2. Hire your own third-party carrier for transportation, and let the show’s contractor handle material handling onsite

Both options are viable—but your choice can impact cost, timing, and service level.

Pros and Cons of Using the Official Carrier

Pros:

• • They’re already familiar with the venue and event schedule
  • May offer bundled pricing with material handling
  • Fewer handoffs, reducing the chance of miscommunication

Cons:

• • Often more expensive than third-party carriers
  • Less flexibility with pickup/delivery times
  • May not offer tailored service or dedicated support

Why Many Exhibitors Choose Their Own Carrier

Many exhibitors opt for a trusted logistics partner outside the official show provider to gain:

• • Cost savings through competitive rates
  • More flexible timelines and direct communication
  • Personalized service from a team that understands your specific brand needs
  • Pre-show support and post-show return coordination

Just remember, even if you use your own carrier, the official provider still handles material handling (a.k.a. drayage). That includes moving your freight once it arrives onsite.

Final Thoughts: What’s Best for Your Brand?

So back to the question: Do I have to use the show’s official shipping provider? You’re not locked into using the show’s official carrier—but you do need a shipping partner that knows trade shows inside and out.

At Ark Transportation, we specialize in trade show shipping that works with your schedule, budget, and booth strategy. We coordinate directly with the show contractor, handle paperwork, and provide 24/7 support so you’re never left guessing.

📦 Ready to simplify your next event?
Let’s talk → Contact Ark Transportation