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While the production and execution of a trade show booth or even having a crowd at the booth might seem like the most important aspect for any brand, there’s one thing that is often overlooked; and that is the transportation of the booth. When it comes to transportation, what many exhibitors assume is that it’s just paying for a shipping fee and the booth is in the venue’s warehouse. But in reality, there are several elements you need to consider and account for when it comes to your stand booth.

Transportation of your exhibit rental in New York can be a challenging task, but with proper planning and coordination, it can be done seamlessly. New York is known for its bustling trade show and convention scene, and it is home to several large convention centres, including the Jacob K. Javits Convention Center and the New York Hilton Midtown.

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Things to Remember for the Transportation of Your Exhibit Rental New York

Here are some things you need to consider for the transportation of your exhibit rental New York.

1. Follow the Trade Show Regulations

It’s common even for seasoned trade show exhibitors to get carried away with their trade show stands and design elaborate booths. While these aren’t necessarily the problem, the issue arises when it doesn’t comply with the organizer’s regulations. Organizers often have a limit to the number of creates, storage space, and exhibit stand elements that a company can have for their exhibit. So, if you fail to comply with these rules and regulations, you might be asked to remove certain items.

2. Plan in Advance

It goes without saying that just like any other aspect of your exhibit rental New York, you need to plan the transportation in advance. From how the booth will be transported to when, ask yourself the following questions to create a plan

What elements need to be included?
How will the booth display be transported?
Is the trade show company transporting the booth or do you have an in-house team?
What documents are required for the transportation?
Are you aware of all the regulations set by the event organizers?

With these, you can formulate a detailed plan for your stand booth. Keep in mind that transportation doesn’t end with just loading the crates in a vehicle and sending it off. You need certain documents, approvals, etc., for proper transportation. Moreover, transportation can take a long time depending on where you are sending the booth and through which channel. Be sure to take those into account as well.

3. Transport the Booth in Advance

As an exhibitor, the worst thing that can happen is that for your exhibit rental New York, the booth doesn’t reach the venue on time. Why does that happen?

This is simply because you misjudged the time your trade show booth would take to ship from one place to another. But don’t worry, this is a lot common than it seems. So, the best way to avoid it is by simply transporting your booth in advance. Consult your trade show company or the transportation company to get an estimate of how long the delivery will take. According to that, decide when you need to ship the booth display. Also, don’t forget to take into consideration the storage and warehousing date the organizers set.

4. Make sure you have all the necessary permits and certifications:

Some states and cities require special permits and certifications for the transportation of certain types of exhibit rentals. Make sure to check the regulations in New York and obtain any necessary permits and certifications before the transportation of your exhibit.

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5. Have a Transportation Budget

While budgeting for your exhibit rental New York, keep in mind that your transportation budget isn’t just paying for the shipping charges. There’s a lot you need to account for. From the insurance to the drayage charges to transportation charges and much more. Usually, your trade show company will handle these within the set budget. If not, you will be given an estimated cost. On the other hand, if you’re shipping the booth on your own, we suggest you first consult the service provider to get an estimate.

6. Hire a professional company

Hiring a professional company that specializes in the transportation of exhibit rentals can make the process much easier and less stressful. These companies can handle all aspects of the transportation process, including planning, coordination, and packing.

7. Keep track of your exhibit

Keep track of your exhibit during transportation by getting a tracking number from the carrier. This will allow you to monitor the location of your exhibit and ensure that it arrives at the event on time.

8. Get an Insurance for Your Booth

Just like you need insurance for your exhibition booth for damages at the venue, you’ll need one for your shipping as well. While the shipping companies do provide you with insurance in most cases, it’s best that you get insurance coverage. The insurance coverage includes extended liability coverage, carrier insurance, and corporate insurance policies.

In conclusion, the transportation of your exhibit rental in New York requires proper planning and coordination. By choosing the right carrier, packing your exhibit properly, and keeping track of your exhibit during transportation, you can ensure that your exhibit arrives at the event in good condition. Hiring a professional company that specializes in the transportation of exhibit rentals can also make the process much easier and less stressful. Remember to also budget for unexpected costs and obtain any necessary permits and certifications before the transportation of your exhibit.

We hope this article helped you understand the things you need to consider for the transportation of your exhibit rental New York. Transportation is an essential part of the trade show process, especially if you’re exhibiting in another state or country altogether. When we talk about transportation, the biggest worry doesn’t end with a missing or damaged booth element. Your trade show exhibit’s transportation is a whole different ballpark that your need to meticulously plan. From timely shipping to proper storage and documents, there’s an endless list of things you need to keep in mind.

Tip of the Day: Many trade show companies offer shipping and transportation services wherein they transport your exhibition booth after the production. So, you can always consult your booth agency and hire them for the same. If you need help in building cool trade show booths for an upcoming trade show event, look no further. At Exhibit Rentals, our team of dedicated professionals have a decade’s worth of experience and will be happy to help you out. Contact us today for more details.