Shipping your booth to a trade show isn’t just a matter of printing a label and crossing your fingers. There are specific logistics, timelines, and venue protocols that can easily throw things off, and lead to costly mistakes if you’re not prepared.

Here are five key things experienced exhibitors always account for when shipping their display.

1. Advance Warehouse > Direct-to-Venue
If the show offers an advance warehouse option, take it. Shipping to the advance warehouse gives your carrier more flexibility and dramatically reduces the risk of missed delivery windows. Your freight can arrive weeks before the show, be stored securely, and then placed directly in your booth space before setup begins. This eliminates last-minute stress at the venue dock, especially when hundreds of exhibitors are trying to unload at once. Just make sure to meet the warehouse’s specific delivery cutoff date, which is often earlier than standard freight deadlines.

2. Know Your Targeted Move-In Window
At larger shows, freight deliveries are often tightly scheduled. Exhibitors are assigned specific move-in dates and times based on their booth number or square footage. If your shipment arrives outside of your assigned window, it might be refused at the dock or hit with off-target delivery fees. It's important to read your exhibitor kit thoroughly and confirm your targeted move-in window with both your internal team and your freight provider. Don’t assume your carrier knows — targeted times are unique to each event and change year to year. 

3. Consolidate Shipments to Save on Drayage
Drayage, often referred to as material handling, can be one of the most surprising and costly show expenses, especially if you’re sending in multiple shipments. The cost is usually based on both weight and the number of individual pieces. That means sending five lightweight boxes separately could cost more than shipping one consolidated skid or crate. Whenever possible, pack your materials together and clearly label all sides of your case. Fewer, consolidated items mean lower fees, faster delivery to your booth, and less handling risk overall.

4. Use a Carrier Familiar With Trade Shows
It might be tempting to use your usual shipping provider, but general carriers aren’t always prepared for the complexity of trade show logistics. If the show recommends a freight partner, it's often worth considering them. These carriers are familiar with venue-specific rules, loading dock schedules, and freight management systems. Many even have staff on-site to troubleshoot if anything goes wrong. If you decide to use your own carrier, make sure they’re briefed on venue restrictions, show schedules, and where to deliver, whether that’s the advance warehouse or the show floor.

5. Plan Your Return Shipping Before the Show Starts
One of the most overlooked parts of shipping is the return trip. Whether you’re managing the teardown yourself or relying on onsite labor, make sure there’s a plan in place well before the show ends. If you're arranging your own carrier pickup, provide clear instructions and paperwork, including a prepaid return label and a Bill of Lading. Be specific about pickup times, location, and where the booth should be returned to. If you're using the show's freight service, fill out their outbound shipping form ahead of time.

Shipping your trade show booth doesn't have to be a gamble. By planning ahead, working with experienced freight partners, and paying close attention to venue protocols, you can avoid costly missteps and ensure a smooth setup from start to finish. The more you prepare on the front end, the fewer surprises you'll face once the show doors open.

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