TRADE SHOW MOVE-OUT INSTRUCTIONS

One of the most important tasks at the close of the show is the move out paperwork. In order to route your trade show exhibit materials to the correct carrier for loading and transportation, the exhibitor must completely and properly fill out the Short Form Bill Of Lading provided by the Show's Drayage Contractor. There are many versions of this document, but all require the same information. Please click on the link above, "Move-Out Instructions", to view a sample of the form and instructions to properly fill out the form. If this form is not properly and completely filled out and signed, the Drayage Contractor can tender the shipment to a carrier of their choosing which can add significant costs to the return move, not to mention potential problems due to possibly shipping via a non-air ride carrier and trailers not equipped with pads, straps, decking, etc.

NO CRATE FREIGHT - IS IT RIGHT FOR YOU?

Above, you will see a link to a worksheet called "Crate vs. Pad Wrap Worksheet". This is a simple worksheet which will assist in determining the most cost effective transportation method. We get asked frequently "what are the benefits of using padded van service versus a normal trucking company - either Less-Than-Truckload or TruckLoad. A few things to keep in mind are:

1. Are any of the contents of your Trade Show Display fragile or vibration sensitive? If so you will want to make sure your selected carrier provides 100% air ride suspension on their equipment to minimize the vibration and shaking of your materials while in transit.

2. Is your exhibit crated? If everything is crated, you have numerous options for shipping. Besides the air ride issue noted above, you should also consider if your crates can be tipped or stacked. If the crates should stay upright and not stacked, a normal carrier will keep everything floor loaded, which can leave a lot of empty space in the trailer, which in most cases, the customer will end up paying for as they will be billed for more floor space. Using a van line type service can benefit in a couple ways. One benefit is using a high cube van for oversize freight as well as van line service usually offers "decking" which is literally building a 2nd floor above the floor load materials. This allows greater efficiency in the use of space within the van and may reduce the overall transportation costs as less "floor space" is used within the van. One of the other benefits is using van line service can possibly avoid the need for some or all of the crates. The main reason for crates is to protect the contents. Van Line service offers pad wrapping to protect the contents and also to minimize the space used within the truck.

3. Please consider the value of your shipment. Normal freight carriers and trucking companies usually offer a very limited coverage against damage. Van line service in most cases has additional insurance coverage available for not only the transportation, but also offer optional coverage to protect your exhibit while at the convention center.

4. When you are gathering quotes for your shipment, please make sure you have an accurate piece count as well as accurate dimensions for each piece along with the weight of each piece. If you are shopping rates by weight alone, you will possibly have a surprise when you receive your invoice for the transportation charges as most Less Than Truckload and Air Freight Carriers use a dimensional weight or actual weight, whichever is greater. In most cases, exhibit crates are relatively light in comparison to their size, so in most cases, the dimensional weight will be greater than actual weight. This could mean an increase in your original cost estimate.

5. Please make sure your selected carrier is familiar and experienced with Trade Show Exhibit transportation and moving. There is not any room for error, especially with Target Date shows, so you will want to select a carrier that is experienced, as well as employs drivers with experience in dealing with the unique situations that can and do arise when delivering to, or picking up from, a convention center. 

We hope these basic tips as well as our worksheet, will assist in making an informed decision on the safest and most cost effective method of moving your trade show exhibit materials to your next show. And please give us a call with any questions. We're to help!

A FEW TIPS TO ASSIST WITH TRADE SHOW TRANSPORTATION PLANNING

Taking some time to plan prior to your next trade show can save you a bunch of time and money, as well as make your job a bit less stressful.

1. Planning and research

Don’t wait till the last minute. Take some time to determine what your best transportation options are for your specific shipment. The most common options are van line, common carrier, air freight, or courier companies such as Fed Ex and UPS. Explore on time pick up and delivery statistics, claims for damage, waiting time at the convention centers, and also how your goods will be protected and secured while in transit. Putting off this research till the last minute can cause an increase in pricing as well as costly increases due to damage and waiting time.

2. Choose what's right for your needs

Are your materials palletized or crated? Are the materials in cases? Is it a portable exhibit? Does anything need pad wrapping? How many days before show? How many days in between shows? These are all factors in determining the best option for transportation.

3. Advantages and disadvantages to each option

Common carriers can be less expensive and most have a user friendly web interface to track your shipment in real time. But their practice of cross docking and stacking freight on trailers can increase the chance of damage. The common carriers usually don’t have the air ride suspension, pads, and straps that specialized carriers such as van lines offer. And the van lines have specially trained drivers that specialize in the safe transportation of exhibit materials. The van lines also have “decking” to allow double stacking of smaller pieces without having the piece resting on the piece below. Also, the van lines have representation at most major shows to assist with the timely move in and move out of your materials at the convention center. Air freight service is usually by far the fastest, but more expensive. But there is an increased risk of damage due to the airline personnel not being experienced in the safe stowing and securing of these materials. Plus the size limitations of the aircraft sometimes require a crate to be tipped that normally shouldn’t be.  

4. Research and ask questions

Select a carrier that has a dedicated staff that deals with exhibits and shows, on site reps, real time shipment tracking, and drivers who have experience picking up from and delivering to convention centers, as well as the knowledge to properly load and secure your materials. Find out if your reps will be available 24/7 in the event of a problem. Make sure they willingly supply after hours contact numbers.

5. Multi service discounts

To get best pricing possible, consider getting bids from your carrier for additional services beyond your trade show needs. The carrier may be able to assist with product transportation to your customer, employee moves, and office moves or facility work.

6. Transit protection

Always make sure your materials are protected. You may be fully covered against damage through your companies insurance provider. If not, talk with your carrier. Most carriers provide a basic level of coverage. Most carriers offer optional coverage at additional cost. Some even have coverage options to protect your materials on the show floor.

7. Labels and paperwork

Make sure each crate, carton, case and toolbox are labeled for the location that your goods are shipping to. Put piece number out of total piece count on all labels. Make sure you bring enough blank labels to take care of the move out. And please consult with your carrier regarding paperwork requirements for the move out of the show. If this is not handled properly, your goods may go on a carrier not suited to your needs, and at a much higher price.

8. International shows

When you are planning your next International show, make sure you select a company that can assist you with customs requirements and documents and also be familiar with trade show shipping on an International level. Improperly prepared documents can cause long and very expensive delays. If your company does not have a designated inbound and outbound customs broker, make sure your carrier can assist with this process.

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