Feature Story

Trade Show Transportation 101 - Exhibit Tips

by Carol S. Morganti
President
Munson/Morganti & Associates Advertising
Cuyahoga Falls, OH

For example, use the company's time-definite service for delivery on a specific day or expedited service for guaranteed, fast service. You can also arrange to have your shipment delivered on Saturday or Sunday.

5. For domestic ocean and international shipments, allow extra time.

6. When shipping internationally, make sure your customs documentation is complete and correct so your freight is not delayed at the border. Keep a copy of the shipping papers on file. Give the originals to the driver.

7. Use a carrier's tracking system to follow your shipment and check on its delivery. In order to expedite your tracking, have your pro number available.

8. Determine if you will need liftgate services and convey this information to the carrier when you book your shipment to ensure the proper equipment is utilized.

9. If your shipment is going directly to the show site, be sure to let your carrier know the show contractor's move-in hours and if your shipment is a targeted booth for a specific move-in date or time. If the shipment is moving to an advanced receiving warehouse, be sure to communicate the last day a shipment can arrive at the warehouse before the contractor imposes a fine. Most shows offer 30-day free storage through the advance warehouse location.

10. If you are planning on building a large exhibit, first find out your carrier's typical trailer height and width. Keep in mind that just one inch difference between the trailer and your crate's length, width or height could mean the difference between needing two trucks instead of one to haul your shipment. That could translate into substantially higher shipping costs for the long term, depending on how long you use the same crates.

11. Often, there is more than one trade show happening at the same time at a given show site. Clearly mark the following important pieces of information on your bill of lading and shipping labels (each shipping unit should have a minimum of two shipping labels) to help ensure your exhibit gets to its proper destination timely and efficiently:

12. Include exhibitor name, booth number, show name, decorator name, targeted move-in date, and a contact phone number or pager number inside each container as well. If one of your boxes becomes damaged or the label is torn off, someone can open it, find the identification, and return your box to you. It's also a good idea when shipping into and out of a show to drop a business card into each shipping container. This will help identify any loose piece that may have been separated from the shipment.

13. Prepare a detailed move-out plan for those who will be running your booth at the close of the show. In your move-out checklist, be sure to specify the outbound carrier and the name and address of the place where the booth should be sent once the show is over – whether that is back to the company, to another show, or to a display house. Include a copy with the display materials sent to the show.
14. Stabilize your freight. You can accomplish this by packing foam within the display containers, pressurized to hold everything in place. This way your exhibit can't move around in the carton or crate while in transit.

15. Load pallets properly for maximum stacking strength. When possible, place heavy, bulky items on pallets for improved handling. To maximize carton strength, stack cartons on the pallet vertically. You can secure cartons to a pallet with banding, shrinking-wrap, stretch-wrap or breakaway adhesive. Box flaps should face up. Be sure the top surface is flat.

16. Be creative about marking your packaging when shipping to a show. Use packaging that can be identified from a distance, such as different colored shrink-wrap.

and secure packaging. The safe return of your product and/or booth to your facility after a successful trade show will either add to your success or can overshadow next year's decision to participate again.
20. Most general contractors require you to use their own bills of lading (Material Handling Agreement – MHA) when shipping from a show. They do this to make sure you have a clear

invoice. If you bring your own bill of lading, ensure all the information is correctly transferred, including carrier selection.

21. When shipping out of a show be sure to specify on the show contractor's bill of lading if the delivery to a place of business requires an appointment, lift gate service, or inside delivery. This will help the delivering service center make those arrangements while the shipment is en route, so as to not delay delivery.

22. When completing the outbound bill of lading at the show site, be sure any responsible third-party information is filled out. Also, print names and contact phone numbers on the bill itself.
23. Again, it is a good idea when shipping into and out of a show to drop a business card into each shipping container. This will help identify any loose piece that may have been separated from the shipment.

24. Re-label each piece of freight once the show is over. If you do not remove or mark out old labels from an exhibit crate, it can end up at a previous show site.

Lastly, keep in mind that some transportation companies, like Roadway Express, employ on-site trade show managers to help you with trade show shipping. These trade show managers are available at most major shows in North America.

Roadway also offers a wide variety of services to assist exhibit builders, from tamper-proof shipping to a new upgraded, guaranteed delivery service for no additional charge. "This guaranteed service gives every trade show shipment unmatched reliability, 99.6% on-time for seven years running. And it's good on all exhibit shipments inbound to any trade show site in the U.S. and Canada," says Greg Risner, director, Exhibit Transportation Services. eb