The Ultimate Guide to Shipping Your Trade Show Exhibit: Tips and Best Practices

Shipping your trade show exhibit involves careful planning, strategic partnerships, and attention to detail. From selecting a shipping provider to ensuring your display arrives on time and intact, every step requires forethought. Here’s an ultimate guide to help you navigate the logistics of shipping your trade show exhibit with confidence.

Start with a Detailed Shipping Plan

A well-thought-out plan is the backbone of successful exhibit logistics. Start with a timeline. Determine when your exhibit needs to arrive and work backward to identify the shipping deadlines. Next, account for shipping costs, insurance, customs fees (if shipping internationally), and any potential expedited fees. Lastly, choose a shipping company experienced in handling trade show exhibits, as they’ll be familiar with the unique demands and timeline constraints of the industry. Creating a comprehensive plan ensures your exhibit’s journey goes smoothly and gives you a buffer for unexpected delays. 

Choose the Right Shipping Method

Trade show exhibits vary greatly in size, shape, and fragility, so selecting the right shipping method is crucial:

• Less-than-Truckload (LTL): Ideal for smaller, modular exhibits that don’t require a full truck. LTL shipping is cost-effective but can involve multiple stops, increasing the risk of delays or damage.
• Full Truckload (FTL): Best for larger exhibits or displays that need to be shipped in one piece. This option is typically more expensive but offers faster transit and less handling.
• Expedited Shipping: A good choice if you’re on a tight schedule. Expedited services prioritize your shipment for faster delivery but come at a higher cost.

Evaluate each method based on your budget, timeline, and exhibit size to make the best choice for your shipment.

Prepare Your Exhibit for Shipping

Packing your exhibit properly is essential to avoid damage. Be sure to invest in custom crates or cases, as they are designed to fit each piece of your exhibit perfectly, reducing movement and the risk of damage during transit. Also, use protective materials, such as foam padding, bubble wrap, and corner protectors. These materials can shield delicate parts from impact. 

Clearly label any fragile components and ensure they’re placed in secure areas of the crate. If your exhibit is modular, disassemble it as much as possible to reduce bulk and make packing easier. This is a huge selling point for modular exhibits! Finally, double check each item’s packaging, especially for high-value items or electronics, to ensure everything is fully protected. 

Keep Your Paperwork in Order

Shipping a trade show exhibit, especially internationally, requires meticulous attention to documentation:

• Bill of Lading (BOL): This document outlines the shipment’s details, including weight, contents, and destination. Make sure it’s accurate to avoid customs or logistical issues.
• Packing List: A detailed list of each component helps with tracking and ensures all pieces arrive and depart as expected.
• Insurance Documentation: Exhibit insurance is essential in case of damage or loss. Include a copy of your insurance policy and check with your provider about coverage specifics.

If shipping internationally, include customs documents, a commercial invoice, and any necessary permits. Incomplete or incorrect paperwork can lead to delays or unexpected fees, so double-check everything before shipping.

Consider Insurance and Risk Management

Trade show exhibits are valuable investments, so insuring them during shipping is a smart move. Many shipping providers offer cargo insurance, but you can also look into specialized insurance for trade show materials. Be sure to review the policy for coverage limits and exclusions, such as those related to damage, loss, or handling. Familiarize yourself with the claims process to expedite it in case of any incidents. Insurance offers peace of mind, protecting your investment from potential mishaps during transit. 

Coordinate with Show Organizers for On-Site Delivery

Your exhibit needs to be where you need it, when you need it. Trade shows often have specific delivery windows, and late arrivals can mean extra fees or complications. Work with the show organizers to confirm delivery windows, including when your exhibit can be delivered to the venue and any restrictions or requirements for drop-off. 

Many trade shows offer advanced warehousing, allowing your exhibit to arrive a few days early for secure storage. This is helpful if you want extra setup time. Some venues also have specific instructions for unloading and moving exhibits. Follow these guidelines to make the setup process smooth. Proper coordination with show organizers helps avoid logistical headaches on the day of setup.

Track Your Shipment in Real-Time

Most shipping providers now offer real-time tracking, allowing you to monitor your exhibit’s location and estimated arrival time. Tracking tools can help anticipate delays due to weather or traffic and provide peace of mind, as you’ll know where your exhibit is leading up to the trade show. Tracking can also verify the shipping provider’s adherence to delivery timelines and provide documentation in case of issues. Keeping an eye on your shipment’s progress can help you stay proactive and adjust plans if anything unexpected arises.

Plan for Return Shipping and Storage

After the trade show, it’s essential to plan for dismantling and shipping your exhibit back. Schedule return shipping early, especially if it’s near the end of a trade show season, when demand is high. When packing, ensure that all pieces are packed securely to avoid damage during transit. Use the same protective materials as before to keep everything safe. If your next trade show is a few months away, look into storage options that allow you to keep your exhibit secure until the next event. A well-coordinated return plan saves time, reduces damage risk, and keeps your exhibit ready for future shows.

Shipping and Transportation: IGE Group’s All-in-One Service 

Trade shows require your full attention, but shipping and transportation doesn’t have to be one of your headaches. IGE Group has streamlined the logistics process for our clients, ensuring their exhibits are delivered on time, every time. When your exhibit is not in use, we’ll store it safely and securely at our Denver warehouse facility. We also have additional storage locations throughout the U.S. and around the world. Then, when you’re ready for your exhibit, we’ll ship it to the required destination safely and cost-effectively. With IGE Group, you can enjoy a hands-off logistics process, and instead, use your time to focus on getting ready for your event! To learn more about working with our team, contact us today at 800-557-1227.