Trade show shipping is a good way of making your goods visible and accessible to various individuals around the world.
Participating in a trade show is a great way to promote a business; however, it takes a lot of preparation, organization, and some money. As you gather all of the items needed for the show and the costs mount, you might be seeking methods to cut costs without sacrificing the opportunity.
Various things should be shipped based on different types. Hiring a booth and paying for goods might be quite costly. This is especially the case when the official show carrier is employed. There is no necessity to use the official carrier, and using a certified and professional trade show shipping company will save a lot of money.
The Trade Show shipping procedure is divided into three parts:
The act of shipping your freight to the trade show location is known as inbound shipping. This could be costly depending on the amount of your package, so ship your things carefully to fulfill delivery deadlines and get the best pricing.
Because the cargo can be merged with others to fill the mode of transportation and economically utilize fuel/driver expenses, the longer the shipping window from one point to another, the better the shipping rate for you.
This is when individual freights are shipped from the trade show location. Exhibitor and show organizer displays and commodities are unloaded and delivered to their booth from the warehouse or show site dock. It can also include empty box and crate storage, redelivery of boxes and crates at the end of the show, and transport back to the dock for loading on the way out.
The Trade show shipping process
When sending different packages, small package carriers such as UPS, FedEx, and DHL may split the shipment, regardless of how it was initially transported. If a package arrives at the warehouse or event location on different days than your initial shipment, each shipment is considered a new package, and additional package costs may apply.
It is important to note that when a package is delivered to a warehouse or a show venue, the official provider or general contractor will sign for the entire truck before scanning each package individually. Once your package is physically scanned into the system, it is received, sorted, scanned, and delivered.
For instance, during a show, the official service provider is designated by the show organizer to provide material handling services. The only entity authorized to move materials on the show floor is the official service provider. The moving of the display freight and/or commodities from the carrier’s delivery van to the booth area is the material handling dock, transporting it to the trade show booth space, removing the empty shipping container during setup, temporarily storing your empty shipping items during the show, returning empty shipping items for dismantling once the show is over, transferring the freight back to the loading dock, and loading the items onto the carrier’s vehicle are all included in the services.
The process of trade show shipping
During the trade show shipping, the items and exhibits are legally, safely, and promptly passed through customs in the United States and Canada and into exhibitions anywhere in the world. The company then chooses the appropriate shipping method, case markings, documentation, and other important details to guarantee that the freight moves smoothly.
This service involves securing any required bonds, paying the ocean or air carrier’s destination charges, completing all required documentation, scheduling customs examination and clearance, conveying items to the display location, and acting as a liaison to ensure delivery to the booth. Clients can also get assistance with regulatory compliance.
Tips to trade show shipping
To ensure that your trade show or convention materials arrive on time and budget, it is good to plan ahead of time and send them to the advance warehouse promptly. There is also not every freight carrier that offers trade show booth shipping, so it’s essential to choose a freight carrier experienced in trade show logistics.
On the BOL, write the name of the trade show or event, as well as your booth number. Include your company’s name in the conference center’s address. Label each handling unit of your package with legible labels.
Shipping and material handling costs can increase a significant percentage of your trade show budget. Estimate the entire weight of booth properties and materials needed for the show ahead of time to save money.
To avoid forced freight and unnecessary fees, one should communicate deadlines, locations, and special instructions to transportation partners clearly and concisely. Completing all of your paperwork and using labels to mark your crates, boxes, and pallet is also important. Shipment going to multiple locations can use different colour labels for each one.
It is important to indicate the number of pieces on paperwork, labels, and in communications, and specify what is required.
Compare the material handling costs of delivering to an advance warehouse with delivering directly to the show. Make sure to include any shipping fees such as waiting/detention period, and others. If the company is attending many exhibitions with a short turnaround time between them, inquire about services that can be provided by the official service provider.
The logistics of delivery changes especially when sending temperature-sensitive food or beverage samples to an event. Temperature-sensitive supplies can normally avoid going via the advance warehouse and marshalling yard, but they must be delivered on time and to a precise place. It is important to double-check and clarify with the show contact.
Clients are recommended to request quotes at least two weeks to one month in advance of the desired shipment date. If you don’t schedule the orders ahead of time, carriers that specialize in trade exhibitions will be fully booked.
Typically, trade show freight is not delivered to the event venue. It is however collected at a nearby advanced warehouse and delivered just before the event. Trade shows provide exhibitors with a timeline and detailed instructions, but this information can be easily overlooked.