When Should I Ship to a Trade Show?

When Should I Ship to a Trade Show? A Complete Guide

If you’re asking, “When should I ship to a tradeshow?” you’re already on the right track. Timely shipping is one of the most important factors in having a smooth, successful event. Miss the delivery window, and you risk paying late fees, scrambling for backup materials, or worse—having nothing in your booth when the show opens.

In this blog, we’ll break down the key factors to consider when deciding when to ship to a trade show, including timelines, destinations, and shipping methods.

Know Your Show’s Target Move-In Dates

Every trade show has a target move-in schedule set by the show organizer or general contractor (like Freeman or GES). These dates dictate when freight can be delivered to the show venue or advance warehouse. This information is usually delivered in a “quick facts” packet you receive from the organizer once you purchase an exhibit space.

There are two main delivery options:

1. Advance Warehouse Delivery:
   Shipments arrive at a designated warehouse before the show—usually 2–4 weeks ahead of move-in. The materials are then delivered to your booth space on setup day. This is often the safest and most convenient option.
2. Direct-to-Show Delivery:
   Freight is delivered directly to the venue, typically during a tight window 1–2 days before setup. While it can save on storage fees, this method involves more risk, such as delays due to traffic, limited dock space, or missed target times, but does give you the most flexibility if you need extra time before you ship.

Tip: If reliability is your priority, aim to ship to the advance warehouse and target delivery 7–10 days before the show opens.

Work Backward from Show Day

Let’s say your event starts on a Monday. Here’s a sample timeline to follow:

• 3–4 Weeks Prior: Confirm target move-in dates and shipping instructions with your logistics provider and show organizer.
• 2 Weeks Prior: Schedule pickups and finalize packing. Include buffer time for unforeseen issues.
• 1 Week Prior: Your freight should be in transit or already delivered to the advance warehouse.

If you’re shipping direct-to-show, aim to arrive on the first day of your assigned move-in window, not the last.

Factor in Transit Time

Shipping timelines vary based on distance, mode, and service level:

• Ground Shipping (LTL/FTL):
  1–5 business days depending on distance. Always include a buffer for potential delays.
• Air Freight or Expedited:
  1–2 days. A faster option for tight timelines, but at a higher cost.
• International Shipments:
  Allow 2–4 weeks, including customs clearance. Hire a customs broker experienced in trade show logistics.

When planning, always factor in weekends and holidays—many warehouses don’t accept deliveries on weekends.

Consider Pre-Show Services & Staging

If your materials need pre-show inspection, product assembly, AV testing, or branding updates, ship earlier and allow for staging time at your warehouse or service provider.

Some logistics providers offer event staging services, letting you consolidate, kit, and prep materials before final shipment. This adds a few days to the process but improves accuracy and presentation.

Final Checklist: When Should You Ship?

Ask yourself:

• Is there an advance warehouse? If yes, that’s often the best option.
• What are the target move-in dates?
• How many days will it take for your shipment to reach the destination?
• Do you need staging or prep time before shipping?
• Are there any weekends or holidays to consider?
• Is your shipment domestic or international?

The golden rule? Ship early when you can. It’s always easier to hold freight a few extra days than to rush last-minute and risk it not arriving at all.

Conclusion

So, when should I ship to a trade show? The answer is: as early as your show’s guidelines allow, ideally to the advance warehouse. Work backward from your setup day, factor in transit time and contingencies, and communicate early with your logistics provider.

Getting your timing right means one less thing to worry about, so you can focus on what really matters—making a big impact on the show floor. If you need help moving your exhibit to your next trade show, contact the Ark team for help from trade show shipping experts.