Conventions, Events, Trade Fairs, Expositions, and Trade Shows.

They have many different names, but they all mean one thing: a large number of people coming together to exchange ideas, products, and services. For many industries, trade shows are essential for meeting new customers, gaining new insights, and strengthening ongoing business relationships.

The logistics of exhibiting at a convention or trade fair are complex. Timing, and the safe handling of exhibit materials, are everything. When it comes to freight handling for trade shows and conventions, you need a reliable shipping partner.

Here are some of the basics your shipping broker or partner should take care of:

Advance Planning To Cover All Details

Careful planning and organization go a long way to ensure your materials arrive on time and damage free. Convention centers and exposition halls can be located within city limits. This means a driver needs to navigate downtown traffic, narrower lanes, and tight corners. Furthermore, because the event often has a short window for set-up and break-down, it’s crucial that deliveries are made within a set timeframe.

Once everything is ordered and ready for the show, determining the best method of shipping and when it should arrive is imperative to having a successful show. Choosing a carrier that specializes in shipping freight to and from trade shows is recommended because they are familiar with the importance of delivering on time, are familiar with trade show venues, and often combine loads with other exhibitors to provide the most cost-effective rates. 

– Global Event Services

Check If The Trade Show Has A Targeted Delivery Time

In a targeted show, each booth has an assigned delivery date and time. Trade Fairs bring hundreds of exhibitors together for just a few days. Each exhibitor needs to bring their own booth. This can be anything from a simple foldout table and a banner, to something more elaborate with a lounge seating area and oversized displays to attract potential customers. All of these exhibits and materials need to be offloaded and transported to the exhibit area. Hundreds of trucks bring in their freight within just a day or two. Clearly, it’s vital for carriers to be at the scheduled delivery area at exactly the right time.

Ensure Drivers Are Familiar With Offsite Marshalling Yard Processes

A marshalling yard is an area where trucks are directed until the convention center loading dock is available. The marshalling yard is located away from the convention center or hotel, to keep the surrounding roads clear of excess truck traffic. It’s very important that the driver understands the marshalling yard process. These spaces don’t always have driver facilities and the driver will need to stay close to the truck – and their phone – so as to not miss their delivery window. Prepared drivers will have the required paperwork, supplies onboard, and will expect a period of waiting.

Bill Of Lading Details Specific To Trade Shows

Like any shipment, trade shows require a Bill of Lading (BOL). Unlike other shipments, the trade show BOL has some specific information related to the event. This includes the show name, the exhibitor name and booth number, move-in or move-out dates and times, and any special delivery or handling instructions. Omitting important details on the BOL could result in delayed delivery of materials.

Plan For What Happens After The Show

Just as the trade fair or expo setup and delivery is time-critical, so too is the after-show move-out. The same organization and attention to detail will ensure the smooth removal of exhibit materials. Carriers will need to know exactly where to be and at what time.

Communication Is Key

As always, the most important thing is communication. Knowing where your materials are and if they will arrive on time is crucial. Ideally, you’ll have a good freight partner who’ll keep you informed while managing all of the moving details. Allowing you to focus on preparing for your event.

Exhibiting at a trade fair is an opportunity to increase awareness of your brand, get direct feedback from customers, and learn best practices from competitors. With all of the planning and organizing involved, it pays to have an experienced partner you can rely on to get your materials where they need to be. Identifying your freight partner in advance means you can ensure every detail is covered.

Loop Logistics helps clients move in and out of trade shows every week. If you’d like to speak with one of our team members, contact us here.