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The Best Way to Pack for Trade Show Shipping (Updated August 2021)


Wait. Stop. Please. Prior to even thinking about packing for your upcoming event consider the last time you ventured out to an event. For many, it has been over 18 months. Channel your energy into UNPACKING all the material from your last event. Stale gum, old receipts, lead gen lists (oops), your misplaced charger…Once your materials have been sorted, set up your display. Did your firm rebrand or update any messaging? Do the lights work? The display cases themselves…latches still work, wheels intact, old labels removed.

Now that you have made a giant mess consider what materials your team will need for your upcoming campaigns. If you don't know where to start or struggle with packing for trade shows, this post is for you. The first thing to do when preparing to pack for your trade show is to ask yourself, "What should I bring to a trade show?" Really visualize your time and interactions at the event so you can think about what you will need.  

For any task, there are steps to follow to stay organized and efficient. For packing, try following these 4 steps:

Step 1: Make an exhibition and packing check list. 

If you're anything like me, you are bound to forget something. Whether it be name tags or iPad chargers, forgetting something can hinder your experience and add stress. This packing list created by MayeCreate is a great start so you can focus on your performance the day of and not the items you forgot. 

Step 2: Make a schedule for yourself and your shipping provider. 

When it comes to packing for a tradeshow, do not wait until the last minute. There are so many parts that go into a successful tradeshow. So give yourself time to bring them together by creating a packing schedule. This way you won't fall behind and can pack each day with ease. For example, you can set one day for packing display pieces and the next day for technology items and so on. Then, send this schedule to your shipping provider so they know you are all set for pick up. 

Step 3: Communicate with your team.

Why do all this packing on your own? Once you create a packing list and schedule, send it out to your team to delegate who can help with what and when. The more people you have to help you pack, the less stress and time it will cost you! One other item. Replace those ratty, worn out, duct taped way too many times, gnarly boxes!

Step 4: Get to packing!

You heard me! Get packing in an organized fashion and you'll be thanking yourself the day of the tradeshow when you have all of your necessities in the right place and at the right time. 

Remember: Packing doesn't have to be as scary as you think it is. Be prepared, organized, and plan ahead for a successful packing experience and in turn, an amazing tradeshow. 

So now you have all of your items packed away perfectly but how do you ship them? NorthStar can take care of that for you because  tradeshow shipping is ALL WE DO! Request a free quote to ship your items for your next tradeshow.