Who Is Responsible for Delivering My Freight to My Booth?

Who Is Responsible for Delivering My Freight to My Booth?

If you’re preparing to exhibit at a trade show, one of the most common — and often misunderstood — questions is: “Who is actually responsible for getting my freight all the way to my booth?”

The answer isn’t always straightforward because it involves several key players. Let’s break it down so you know exactly who does what — and when — in the trade show freight process.

1. Your Freight Carrier: Door-to-Dock

The first step in the journey starts with your selected freight carrier, who transports your materials from your warehouse or business location to the show’s advance warehouse or directly to the show site loading dock (depending on which option you selected).

However, once your freight reaches the dock, your carrier’s job is complete. At that point, responsibility shifts to the general service contractor appointed by the show.

2. The General Service Contractor (GSC): Dock-to-Booth

Once your shipment is offloaded at the venue’s dock, the general service contractor (like Freeman, GES) takes over. They are hired by the show organizer to handle all the behind-the-scenes logistics within the venue.

Their team is responsible for:

• Receiving and checking in your freight
• Moving it from the dock to your assigned booth space
• Storing empty crates or pallets during the show
• Returning those empties after the show for outbound shipping

This is known as material handling or drayage, and it’s a required service — regardless of who shipped your freight in.

3. You (or Your Onsite Staff): Booth Setup

Once your freight arrives at your booth, it’s time for you and your team to step in. You’ll be responsible for unpacking, assembling displays, and completing your booth setup. If you need assistance with labor or installation, most shows offer booth labor you can hire through the service contractor.

Key Tip: Communicate With All Parties

To ensure your freight arrives on time and without issue, coordination is critical. Communicate with:

• Your freight carrier to confirm deadlines and documentation
• The event contractor to understand material handling fees and deadlines
• Your internal team or exhibit house to align on booth setup timing

Final Thoughts

While it may seem like a simple task, delivering freight to your booth involves multiple handoffs. Understanding who is responsible at each stage — your carrier for transit, the contractor for delivery within the venue — helps avoid confusion and delays. By planning ahead and working with experienced partners, you’ll ensure your booth is ready when the show floor opens.

Ark Transportation has over three decades delivering to trade shows and events. Contact Ark today if you need help with your shipment!