What Is the Advance Warehouse in Trade Show Shipping?

Most trade shows give you two places to send your freight: the advance warehouse or the show site itself. For most exhibitors, the advance warehouse is the safer choice.

What the advance warehouse is

The advance warehouse is a facility run by the show's general service contractor that receives and stores exhibitor freight before move-in. It usually starts accepting freight about 30 days before move-in. Close to move-in date, the contractor moves everything to the show floor and delivers it to each booth.

The warehouse address, receiving hours and labeling instructions are in the exhibitor services kit (Quick Facts form), usually on the shipping or material handling page.

Where it fits in the show timeline

• About 30 days before move-in: the warehouse starts receiving freight.
• About one week before move-in: the advance shipment deadline. Freight arriving after this date usually carries a late charge.
• Move-in: the contractor delivers your freight to the booth, ideally before you arrive to set up.

Exact dates vary by show, so always check the exhibitor kit.

Advance warehouse or direct to show site?

Advance warehouse

• Your freight is usually in the booth when you arrive.
• If a shipment is delayed in transit, there's time to recover before the show opens.
• You avoid competing for dock space during busy move-in hours.

Direct to show site

• Freight has to arrive inside a narrow move-in window, often on a set date and time.
• Delivery trucks generally have to check in & wait in the Marshalling Yard before being called up to the show dock.
• A late truck can mean a late delivery to your booth.
• It can make sense for exhibitors who missed the advance deadline, or for freight that has to leave the shop at the last minute.

Material handling rates can differ between the two, so compare both on the material handling page before you decide. For more on those costs, see What Is a Drayage Charge in Trade Show Shipping?

Tips for shipping to the advance warehouse

• Find the warehouse address and receiving window as soon as you register (see Quick Facts form).
• Count backward from the deadline, allowing for transit time and a buffer, to set your pickup date.
• Label every piece exactly as the kit instructs, including your company name, booth number and show name.
• Check the warehouse's receiving hours and delivery rules before you book the carrier.
• Confirm the freight was delivered & checked in. Don't assume it arrived because it shipped.

How NorthStar helps

Your Shipping Coach can help you find the warehouse details in your exhibitor kit or Quick Facts Form, schedule pickup so your freight arrives well before the deadline, and confirm when it's delivered. With NorthStar 365, we reach out 90 days before each show, so there's time to plan.

Not sure whether to ship to the advance warehouse or direct to show site? Our trade show shipping services include helping you choose the right option for each show.

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

About the author
Rex Houlihan is the CEO of NorthStar Express, a trade show and event shipping company in Falls Church, Virginia that has been shipping to events for 35 years. Rex also created Coast2Coast4ALS, a cross-country bike ride raising awareness and funds for the ALS community. Connect with Rex on LinkedIn.