Top 4 Tips for Trade Show Freight Shipping

By ?Sara Gonia

Do you have a budding business that could use some exposure? Then you might consider participating in a trade show. They have exciting exhibits where everyone, from transnational organizations to local startups, can connect with other vendors and learn about various trades. You can introduce your brand to industry professionals, generating word of mouth, boosting your sales, and giving your company more clout.?

But while trade shows are fun, they can be a challenge to put together. There’s a lot of equipment to set up, and you don’t want your team hauling everything to the venue alone. That’s why preparing your exhibit for shipping ahead of time is important.?

1. Plan For Success

Exhibiting at a trade show has a lot of moving parts. Here are some common questions to consider when you sit down to plan out your exhibit:?

• What kind of equipment will you bring? How much can your team bring, and what will need to be shipped by freight?
• What’s the venue like? Is there enough space for your promotional materials??
• Are you going to multiple shows? If so, you must determine your road map and how you will store your trade show equipment in between shows.??

That’s only a few of the many questions you will ask yourself while preparing for a trade show. It’s easy to be blindsided by the unexpected, so go over the details with your team to ensure every possible situation is covered.?

1. Choosing Your Shipping Partner

Finding a shipping carrier can be difficult, especially if you go to multiple shows. Carriers wait long periods to unload and reload items at the venue. They can charge you extra depending on the hours they have to wait, including weekends and after-hours. Your equipment must also stay at a warehouse weeks before the show begins, and storage costs can get quite high. Try looking for carriers specializing in trade shows. These carriers won’t charge for detention time; some will even store your equipment for free. You can even coordinate multiple shipments with the carrier so that you’re fully prepared for your trade show road trip.?

1. Label, Package, and Document Everything Carefully

Your exhibit equipment will be stored and shipped with other exhibits from hundreds of fellow businesses and organizations. It could be lost or damaged during the move, so you must label and package it properly. It’s also important to document your items meticulously in case of any mishaps en route to the show. And if you’re going to an international show, be sure you have your customs documentation ready. A customs broker will help you with the paperwork to get you through the customs process without hassle.

1. Book Expedited or Guaranteed Shipments

Make sure to schedule an expedited shipment with your carrier. Some carriers will take their time bringing freight to their destinations if it’s not a priority. Your exhibit equipment may arrive late for the trade show if you don’t notify your carrier that your freight needs to be at the venue by the day of the event. Also, track your freight even if it is a guaranteed shipment, as delays happen often.

Exhibiting at a trade show for the first time can be stressful, so preparation is key. Be sure to plan what you will bring to the expo and how you will get your supplies there. We hope these tips help you. Good luck at your next trade show!