How to Pack for Trade Show Shipping: A 4-Step Plan

Before you pack a single box for your next show, open the cases from your last one. Packing goes faster, and freight arrives in better shape, when you know exactly what you have and what condition it's in.

Start by unpacking the last show

Empty every case. Clear out old receipts, leftover giveaways, lead lists and the charger everyone has been looking for. Then set the display up, and check it against these questions:

• Do the graphics and messaging still match your current brand?
• Do the lights, monitors and power strips still work?
• Do the case latches close, and do the wheels roll?
• Have old shipping labels been removed?

Fix or replace anything that fails now, while there's still time before the show.

Picture the show before you plan the packing

Think through your time on the show floor, from setup to the last conversation of the day. What will you hand out, plug in, display or need to fix? That list is the start of your packing plan.

Step 1: Make an exhibit and packing checklist

Everyone forgets something, whether it's name badges or a tablet charger, and a forgotten item adds stress at the worst moment. Write a checklist that covers display pieces, graphics, technology, literature, giveaways and a small tool kit. Keep it after the show so the next one starts from a finished list.

Step 2: Set a packing schedule, and share it with your shipping provider

Don't leave packing to the last minute. Spread it across several days: display pieces one day, technology the next, literature and giveaways after that. Work backward from your pickup date, and send the schedule to your shipping provider so pickup is booked for when your freight is actually ready.

Step 3: Bring your team in

You don't have to pack alone. Share the checklist and schedule with your team, and assign who handles what and when. More hands means less time and less stress.

Step 4: Pack for the trip there and the trip home

• Replace worn, crushed or heavily taped boxes. Freight is handled several times between your door and your booth.
• Number every piece and keep an inventory sheet, so you can confirm everything arrived.
• Pack heavy items low and fragile items padded and clearly marked.
• Label every piece using the instructions in the exhibitor kit.
• Pack return labels and packing materials inside a case so the return shipment is easy to prepare.

Pack in an organized way and you'll have everything in the right place, at the right time, when you get to the booth.

Packed and ready? Let us ship it.

Trade show shipping is all we do. Your Shipping Coach can schedule pickup around your packing plan, help you follow the exhibitor kit's labeling requirements and confirm when your freight arrives.

Have a show coming up? Request a quote, or reach a Shipping Coach at 703-532-0520 or shippingcoach@northstarexpress.com.