Tips for Trade Show Shipping Success

Shipping your exhibit materials and equipment into a trade show can be a complex and time-consuming task. However, with proper planning and coordination, it is possible to make the process go smoothly. Below are some key steps to consider when shipping into a trade show:

1. Schedule your shipments in advance: One of the most important things to consider when shipping into a trade show is timing. Make sure that you schedule your shipments well in advance of the event to ensure that they will arrive on time. You should also be aware of any cut-off dates or deadlines that the trade show may have in place for receiving shipments.
2. Coordinate with the trade show: Before you ship anything, make sure to coordinate with the trade show’s organizer. They will likely have specific rules and regulations regarding shipping, such as designated shipping addresses and handling fees. Then you can decide if you would like to ship to the advance warehouse or directly to the show.
3. Use proper packaging and labeling: Proper packaging and labeling are essential when shipping into a trade show. Use sturdy, reinforced boxes to protect your materials during transit, and clearly label each box with your company name, booth number, and contact information. This will make it easier for the trade show organizers to properly receive and store your shipments.
4. Choose a carrier with experience: shipping to a show has many more considerations than just shipping to a regular receiving dock. You’ll want to use a carrier that understands these differences and has a track record of successfully delivering to advance warehouses and marshalling yards to ensure your exhibit materials arrive at the show.
5. Track your shipments: Keep track of your shipments by obtaining tracking numbers from the carrier and monitoring their progress. This will give you peace of mind and allow you to know if anything goes wrong. It is also important to have a plan in case there is a delay or missing items.
6. Consider shipping insurance: Shipping insurance can provide added protection in case of damages or losses during transit in or out of a show. It is especially important to consider if you are shipping expensive equipment or unique items. Proper packaging is the best protection from damage, but with any physical transport there is always a chance and insurance can give you  a little extra peace of mind.

By following these steps and planning ahead, you can ensure that your exhibit materials and equipment arrive at the trade show on time and in good condition. Proper coordination, packaging, and labeling will make it easier for the trade show organizers to receive and store your shipments, while tracking and insurance can provide added peace of mind. With the right planning and execution, shipping into a trade show can be a seamless and stress-free process.