Trade show Booth 10 * 10, Trade show stands, Event booth design, Trade show booth rental

Everything you Need to Know About Transportation for an Upcoming Trade Show

What many exhibitors often overlook is the planning for the transportation of the trade show. So it is not uncommon for there to be shipment delays, canceled flights, missing pieces of the portable displays, and much more. 

So to help you with transportation, here is a list of things you need to keep in mind for the trade show. 

  • Trade Show Company 

From the sea of trade show companies choosing the one that is right for you is essential. This is especially important as they will be responsible for transporting the items. Thus, while looking into the trade show exhibit companies, pay attention to their experience in transportation for trade show events and their testimonials. 

  • Complete Understanding of the Trade Show Manual

Most trade show events give out a manual detailing all the requirements and availabilities for the big day. From the rules to services and deadlines, having a complete understanding of the manual is essential while planning the shipment dates for the exhibition booth items. 

If it an international trade show, it will also feature the shipping guidelines for the country. Moreover, it will also contain a point of contact, freight charges, and services. This is information is important for pre-storage, on-sight handling, and delivery. 

  • Insurance

 From things like trade show banners to trade show backdrops, the materials used in a trade show booth are expensive and delicate. This is why having insurance for transportation of the trade show booth goods is important. 

Luckily, there are several insurance options available for any delay or loss of goods. For example, the exhibition floater insurance covers all the items for your trade show booth set up. However, you must confirm with the trade show and freight forwarding company, and read through all documents before signing.  

  • Correct Documents 

Presenting and filling out the documents correctly is crucial for transportation. One wrong name or word and your goods can be misplaced. In addition, proper labeling of the items is also integral. 

Trade show organizers often send out color-coded labels to the companies that are exhibiting. This is for easy identification and prevention of any misplacement of goods.

While filling out the documents ensure that the following details are correctly written.

  • Company name
  • Delivery address
  • Email address
  • Phone number
  • Date of arrival
  • Point of contact
  • Number of items
  • Booth number

In addition, the most important document is the BOL (Bill of Lading) which will be used at the time of pick-up. For this, you are required to present a separate set of documents that you need to be presented. 

  • Confirmed Dates 

The most essential piece of information for the transportation of the trade show booth items is the confirmed dates. These include shipment dates, date and time of arrival, and so on. Check the trade show manual as it will detail a time and date assigned for the arrival of your trade show booth’s goods. You must not miss this date and time. This is because you will be asked to pay a delay fee if you miss the date and time and might even have to wait longer. 

Your trade show booth is not the only thing that needs transportation. The exhibition booth staff will also travel for the event. So apart from their hotel bookings, you need to take into consideration transportation for your trade booth staff.

  • Flights Bookings

There is a high chance that the upcoming trade show is not near your office. This means the staff needs to travel. So, you will need to book the round trip flight to the trade show event.  This is especially the case for international trade show events. This is also the case if you take any other means of transport such as trains or car rentals.

Make sure to book all tickets at least 3 months prior to the trade show event. 

  • Car Rentals/Taxi Fares

If the trade show booth staff are staying in a hotel far away from the exhibition, you will have to book cars from a car rental service. However, if you choose to travel by taxi, you will still have to pay the fare. 

We hope this article helped you understand how transportation for the trade show operates and will help you prepare for the same. While exhibiting at an upcoming trade show, the timely arrival of all the materials is integral for the trade show set up. With so many things that can go wrong, a delayed shipment or broken portable displays are the last thing you want for your exhibition booth. Thus, keep these things in mind while planning for the upcoming trade show.  

Tip of the Day: Create a checklist on your excel sheet to keep track of all shipments and transportations requirements such as dates, timings, etc., for both the trade show booth and the staff.

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SOL Brand Solutions Inc. is a brand consultancy focused on providing solutions in trade shows, expositions and global conferences. Our expertise in the booth rentals space lies in our team which has a combined experience of over 50 years and has done exhibition executions across USA, Europe and Asia.

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