Preparing to Ship Tradeshow Equipment

The first thing to figure out is whether or not you should ship your tradeshow equipment directly to the show site. This may incur extra costs and the tradeshow decorator generally prefers shipping equipment to their marshalling yard, a nearby warehouse that allows the decorators to efficiently move in tradeshow equipment.

Next, consult the show’s manual for the dates and times you can move your tradeshow equipment in. Moving equipment in early usually costs extra and missing the move in window could result in refusal of the equipment and missing the show entirely.

Packing Tradeshow Equipment

As with packing any expensive item, ensuring minimal movement of your tradeshow equipment lessens the possibility of damage. Wrap any delicate equipment with bubble wrap or other protective wrap.

Keeping the tradeshow equipment together is important. If possible, purchase a suitable case to contain the equipment or have the items crated, packing the heavier items on the bottom and filling any gaps with bubble wrap or other protective material.

Always clearly label your crate or case and make sure the label is consistent if shipping multiple pieces of equipment. Remove any old tradeshow labels, as the equipment may be inadvertently rerouted.

Unions and Tradeshow Equipment

This is neither an endorsement nor condemnation of unions, merely information of what you will deal with at a show space. Most shows employ unionized decorators and as such, choosing a unionized transporter will make the process go smoothly. Non-unionized transporters will be serviced after all the union transporters and might be refused all together.

Choosing a Tradeshow Equipment Transporter

Experience is important when choosing a transporter for your tradeshow equipment. There are rules and paperwork unique to tradeshows and while a company is excellent in freight shipping overall, ignorance of these items can adversely effect your shipment.

The tradeshow venue may provide the name or a list show carriers and might offer discounts, and going with them should be okay. However, if you want to save money or have reservations dealing with the transporter(s), finding your own freight carrier is a suitable alternative.

A broker is good for tradeshow equipment because they’ll already have relationships with unionized, experienced tradeshow equipment transporters and based on volume, can secure discounts with these providers.

Paperwork for Tradeshow Equipment Shipments

Your transporter will take care of this for you, but you need to read it over carefully, ensuring accuracy. If changes are necessary, consult the provider and make sure they approve/know of the changes, since an improper change can result in problems.

Also, make sure your tradeshow equipment is designated as class 125 Exhibition Materials. Failure to do so may result in further charges down the road.

Ultimately, experience trumps saving money when dealing with tradeshow equipment because a delay in shipping the items can carry big consequences.