Scheduling shipments, navigating facility guidelines, and understanding each show’s shipping schedule can be cumbersome when you’re managing every aspect of exhibiting. The Expo Group’s Regional Operations Director, Scott Wilhite, shares 7 ways exhibitors can save on costs and make trade show logistics easier.
Once the planning resources are available for your show, be sure to check the event schedule including not only the shipping deadlines but also the Exhibitor Move In and Move Out hours. This will help you prepare your shipments and help you eliminate any late or overtime fees that may be charged.
Being knowledgeable about your show can allow you to discover helpful tools such as marshalling yard instructions for your carrier and sometimes caravan opportunities. When multiple exhibitors are shipping to the same location at the end of the show, carriers will often set up a caravan (one or more trucks designated to make that trip). Take advantage of caravan opportunities when offered for an event, as the price is generally cheaper than shipping on your own (LTL shipping).
It sounds simple, but when you’re in the middle of planning, it may not be the first thing that comes to mind. You can save on cost by scheduling your shipments early to prevent expedite fees and avoid deferred services. Plus, when you reach out to your preferred carrier in advance, you’ll receive a quote that helps you budget for shipping.
Be as specific as possible. Avoid any potential confusion about where your shipment is going by listing the show name, your company name, booth number, and the facility address. Make sure to remove any labeling from past events if applicable.
Shipping to the warehouse is a high value way to spend your exhibiting dollars. Eliminate the worry when you’re traveling to the show, knowing that your shipment will be in your booth when you arrive. Shipping direct to the show means you may be relying on your carrier to wait in line at the docks and deliver your materials so that you can get started setting up.
If your freight is going from one show to the next with a specified arrival date, be sure to inform your carrier ahead of time so they may plan accordingly. Most carriers have resources to help you. Also, make sure you write and emphasize critical information like this in the comments on your Material Handling Agreement at the end of the show.
A recent Exhibitor Magazine article recommends a template-based method for sharing vital information with your carrier. “It consists of categories that my carriers and I have agreed are important, including specific fields such as “Destination,” “Booth Number,” “Pick-Up Date,” “Latest Time Driver Can Check In Post Show,” etc. Someone from my team fills this out, saves it as a PDF, and sends a copy to our shipping partner along with a PDF of the show’s Quick Facts from the exhibitor manual.”
The easiest way to ensure your freight is handled properly and delivered on time is by shipping with the show’s official carrier. A great benefit of using the show’s preferred carrier means that they are knowledgeable of the delivery and pickup schedule. They can work efficiently and are more flexible with you and your shipments.
7. Plan for Outbound Shipping
Before you leave the show, confirm that all necessary paperwork has been completed and submitted. Do not leave your Material Handling Agreement or important documents in your booth. Even the most organized show move out can be a little hectic. Your paperwork can easily get lost on the floor or picked up for the wrong booth. Ensure your shipping address, carrier name, and contact information is correct before signing and turning in your Material Handling Agreement to the service desk.
Remember to always ask for the tracking number, so you know exactly how to track your freight!
These tips provided by Scott Wilhite and backed by The Expo Group’s dedicated shipping team, EXPOGISTICS, can help you plan more easily for your next event.
EXPOGISTICS connects the dots with all-in-one service that offers competitive pricing, industry expertise, and the advantage of being a General Service Contractor.
