Your trade show exhibit can
reach thousands of potential customers over a period of three or four
days. That puts a lot of pressure on you, your shipping department, and
your carrier to make certain that each display arrives on time to the
appropriate venue and stays intact.
Trade show shipping is different than other freight moves. However,
there are things you can do to maintain control and reduce your stress
levels. Here are five tips to remember:
1. Properly fill out your bill of lading
Accurate and complete
information is essential. Whether shipping to the advance warehouse or
shipping directly to the show site, you must include: show name,
exhibitor name, booth number, service contractor, the number of pieces,
weight per piece and total weight, the payer and the target move-in
date. Failure to record any of this information could result in a delay
or a very inconvenient situation.
The shapes and sizes of trade show displays
can make packaging a challenge. Custom-made crates and molded cases
provide the greatest protection while in transit. Skids or pallets can
also be used, letting you save on packaging materials, but increasing
the possibly for damage. Keep in mind that skids may add to your
freight costs since they cannot be stacked. Consolidating your
shipments into fewer containers can be an effective way to achieve
minimum weight charges. Be sure to pack together only items that won’t
damage one another. It’s always a good idea when you are shipping to or
from a show to put your business card in each shipping container to help identify pieces if they become separated from the shipment.
2. Properly pack and label your shipment
Be creative about how you mark your packaging when you ship to a
show. Packaging that can be identified from a distance (i.e.,
different-colored shrink-wrap) will help identify your shipment on the
venue’s crowded dock and make the move run more smoothly.
When it comes to labeling your shipment, clearly mark each piece of
freight with the same information that you included on your bill of
lading. If more than one trade show is in progress at a site – and
that’s often the case – this information is critical in ensuring your
exhibit gets to its destination on time. Lastly, be sure to remove old
labels.
3. Ship to the advance warehouse
Ship your display to the trade show early and avoid last minute
worries. When you ship to the advance warehouse you can feel certain
your display will move in on schedule. Displays sent directly to the
show site must wait to unload until after advance-warehouse deliveries
and this runs the risk of missing the start of the show. If the inbound
shipment goes go directly to the show site, advise your carrier of the
show’s move-in hours and let them know whether your shipment is a
targeted booth for a specified move-in date or time.
4. Fill out the paperwork for your move out
When the show is over, a show’s general service contractor (GSC) will
require that you complete the material handling agreement (MHA) before
you can move out. Frequently, a GSC names a specific carrier for the
outbound move. Remember, the carrier decision is yours; you do not need
to use the carrier specified by the GSC. To use your own choice for
your outbound carrier, simply insert their company name into the
materials handling agreement.
5. Know your contacts
Keep the names and phone numbers of the following people in your
phone contact list. If problems develop, you’ll be easily able to reach
those who can help.
• General services contractor name and on-site representative
• Trade show shipping carrier and customer service center
• Show decorator
About the Author: Bill Schwar is Vice President of Association Sales, Exhibit Services, Reverse Logistics, and Mexico for
YRC Freight. He brings 36 years of experience in the transportation
industry, 30 years with YRC Freight. Schwar has been leading strategy
and planning for Exhibit Services for nearly 18 years.
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