Shipping a Trade Show Booth: How to Avoid Delays and Extra Costs

Shipping a trade show booth isn't as easy as slapping on a label and hoping for the best. Time constraints, venue regulations, and freight logistics can easily derail your plans unless you are prepared. For exhibitors using fabric displays, pop up displays, or tension fabric frames from 123Displays, planning ahead can mean the difference between a smooth setup and a stressful show floor scramble.

The following is how to keep shipping easy and ensure that your booth arrives on time and is ready to do business.

Ship to the Advanced Warehouse When Available

When there is an option of advance warehouse at your show, use it. Sending your fabric pop up displays or SEG fabric frames from 123Displays to the warehouse means your shipment arrives weeks before the event and gets delivered directly to your booth before setup begins. That will save you hours of waiting in lines at the dock and minimizes the possibility of delays. Check the warehouse cut-off date again, as it is usually earlier than the regular freight cut-off.

Know Your Move-In Window

Major events have tight schedules. Exhibitors are assigned specific move-in times depending on booth number or size. If your portable trade show displays arrive outside of that window, they could be turned away or billed extra for late delivery. It is always good to verify your scheduled move-in time using the exhibitor kit and pass it on to your freight carrier. Each event is unique, and you cannot assume that last year's schedule will work the same way this year.

Consolidate to Save on Drayage

One of the largest hidden expenses at trade shows is drayage, or material handling. The charge is normally based on the weight and the quantity of pieces shipped. Five different boxes of booth materials would be more expensive than one consolidated crate. Pack your tension fabric displays and accessories together, label all sides, and keep shipments as simple as possible. Fewer pieces = reduced expenses and time saved in getting to your booth.

Select Trade Show Savvy Carriers

Carriers are not created equal. A generic shipping company might be unaware of docking limitations, event-based unloading rules, and restrictive delivery times. Where feasible, engage a recommended freight partner that deals with trade show logistics. They're used to handling fabric trade show booths from 123Displays, navigating venue protocols, and even troubleshooting on-site if something goes wrong. If you use a regular carrier, ensure that they are aware of the event's limitations.

Plan Return Shipping Before the Show Ends

Teardown day is stressful, and the last thing you need is confusion on how to get your booth home. Prior to the show, you should decide how you will handle return shipping. If you are shipping it yourself, have prepaid labels and a Bill of Lading ready. If you are utilizing the show's freight service, complete their outbound forms beforehand. A clear plan ensures your pop up trade show displays don't get stuck at the venue or returned late.

Smooth Setup, Every Time

Shipping is easier when you are smart about planning. You can protect your investment in fabric displays by planning and packing ahead, consolidating your shipment, and working with carriers that have experience and know what to expect and when. At 123Displays, our booths are specially designed to be lightweight, portable, and travel-friendly, so that your shipping and setup is much easier than you had previously thought.