How to Pack Display Materials when Shipping to Events

Packing display materials when shipping to events can be a daunting task, especially when you consider the importance of ensuring that your materials arrive at the venue in the condition you sent them in, ready for setup and display. Whether you’re sending a custom booth, pop-up displays, or presentation equipment, proper packing is essential to avoid damage, reduce costs, and ensure a smooth experience at your event. In this blog, we’ll share expert tips on how to efficiently pack and ship your display materials for events, with a focus on durability, cost-efficiency, and ease of setup.

Why Proper Packing is Crucial when Shipping to Events

The logistics of transporting display materials are often more complicated than regular shipments due to the delicate nature of the items involved as well as the receiving requirements of the event venue. Your display materials may include fragile components like glass panels, intricate signage, or sensitive electronics. Additionally, displays often need to be assembled quickly and efficiently, which means the packing must not only protect the items during transit but also make unloading and setup as straightforward as possible.

Improperly packed display materials can result in damaged goods, delays at the event, and unnecessary stress on your team. By following best practices for packing, you can minimize these risks and ensure a smooth experience from point A to point B.

Step-by-Step Guide to Packing Your Display Materials for Shipping

1. Assess the Materials You’re Shipping

Before packing, make an inventory list of all the display materials you’ll be shipping to the event. This will help you determine the best way to pack each item. Different materials (such as fabric banners, metal frames, or multimedia displays) require different types of packing. Knowing exactly what you’re dealing with will help you plan your packing strategy.

2. Choose the Right Packing Materials

Using the correct packing materials is key to ensuring the safety of your display items when shipping to events. Below are some common packing materials and their uses:

• Bubble Wrap: Ideal for fragile items like glass or electronic equipment, bubble wrap provides cushioning to prevent breakage during transit.
• Storage Totes: Plastic storage totes not only give you another layer of protection, but can also help you organize what you are shipping to your booth.
• Travel Cases: Heavy duty travel cases with wheels can be useful to protect high value assets.
• Wooden Crates: For particularly large or fragile items (e.g., full-size booth displays or heavy equipment), consider using wooden crates. They offer superior protection but can be more expensive and bulkier.
• Shrink Wrap: If you are planning on sending in a skid or pallet, ensure everything is stacked tightly and thoroughly wrapped with shrink wrap.
• Corner Protectors and Edge Guards: These are useful for protecting the edges of frames, signage, and other delicate structures.

3. Disassemble and Secure Components

If your display consists of multiple parts, such as a modular booth or movable signage, disassemble it as much as possible. Not only does this save space and make packing more efficient, but it also minimizes the risk of damage to individual pieces.

• Label All Parts: When disassembling, label each part clearly (either with stickers or tags) to make reassembly easier at the event.
• Use Padding: Place foam, bubble wrap, or other padding between parts that might rub together during transit. This will prevent scratches, dents, and other damage.
• Keep Screws and Tools Together: Small parts like screws, bolts, and assembly tools should be placed in a sealed plastic bag and attached securely to the main components. This ensures that everything needed for assembly is available when you arrive at the venue.

4. Pack the Items Neatly and Securely

Once you’ve prepared your display components, it’s time to pack them into boxes or crates. Be sure to:

• Cushion the Bottom of the Box: Lay down a layer of bubble wrap, foam, or packing peanuts in the bottom of the box before placing any items inside. This helps absorb any impact that might occur during transportation.
• Pack Items Tightly: Arrange the items in the box or tote so that they fit snugly. Items should not be able to shift around, as this can lead to damage. If there is extra space, fill it with packing peanuts or crumpled paper.
• Layer and Stack Carefully: If packing multiple layers of items on a pallet, start with the heaviest items at the bottom and place lighter or more fragile items on top. Make sure your items are not stacked higher than 8 feet to avoid overage charges, and that the pallet is secured with shrink wrap. If you need more space, add an additional pallet.

5. Label Your Items

Proper labeling is essential for both shipping and quick setup at the event. Ensure each box is clearly labeled with the following information:

• Event Name and Location: This helps ensure that your materials reach the right venue and are easily identified when they arrive.
• Contact Information: Include your contact details in case the shipping company or event staff need to get in touch with you during transit or setup.

6. Consider Shipping Method and Timing

Decide if you will ship to the advance warehouse (if available) or directly to the show. This can impact when your items will need to leave your facility. Also, ensure that your delivery date falls within the acceptable time determined by the event organizer.

Final Thoughts

Packing your display materials for an event may seem overwhelming, but remember, the goal is to protect your materials during transit. By choosing the right packing materials, proper protections, and labeling everything clearly, you can ensure your marketing material arrives safely and in good condition. If you need additional help, feel free to contact Ark!