The Complete Guide to Trade Show and Event Shipping

You've planned the event. The timeline is set, your team is ready and the booth is designed. Now everything has to get there, and back again, on time and in one piece.

Shipping may not be the first thing on your list, but it can make or break a show. If you're new to event shipping, it can feel overwhelming. This guide walks you through what you need to know.

Six questions to answer before you ship to your event

1. What are you shipping?

Make an inventory of everything you need: the display, graphics, technology, literature, giveaways and tools. Number every piece. You'll use the count on your paperwork and to confirm everything arrived. For packing tips, see How to Pack for Trade Show Shipping: A 4-Step Plan.

2. How is it packed?

Exhibit freight usually travels in some combination of cartons, hard cases, crates and pallets. Large or awkward pieces, like furniture and kiosks, can ship uncrated as blanket wrap. How you pack affects both your shipping cost and the show's drayage charge. Also think about what equipment or help you'll need to get it onto the truck, such as a loading dock or liftgate.

3. What's your schedule?

Your shipping provider needs a pickup date and a delivery deadline. Find the advance shipment deadline and move-in dates in the exhibitor kit, then count backward, allowing for transit time and a buffer.

4. Where is it going?

Most shows let you ship to the advance warehouse before move-in, or direct to show site during move-in. The advance warehouse is usually the safer choice. Either way, the show contractor moves your freight to your booth. That service is called drayage.

5. What paperwork do you need?

Event shipping involves more paperwork than most people expect: the bill of lading, shipping labels from the exhibitor kit and, for the trip home, the Material Handling Agreement you turn in at the show's service desk. Find out early where each form comes from.

6. What happens after the show?

Plan the return before you leave for the show. Book your outbound carrier in advance, and know the carrier check-in deadline. Freight left on the floor after the cutoff becomes forced or rerouted freight. If you have another event soon, shipping straight there may cost less than shipping home.

Who can ship your trade show freight?

Once you have a plan, choose a shipping provider. Your options fall into three groups.

The show's official carrier

Many shows recommend an official or preferred carrier.

• Pros: knows that show's schedule, warehouse and requirements.
• Cons: service levels can vary from show to show, and if you exhibit at several events, you may work with a different carrier each time, with new paperwork and setup for every show.

Parcel carriers

These are the large package carriers, like FedEx and UPS, that you may already use for boxes and documents.

• Pros: familiar, easy to book and cost-effective for small packages.
• Cons: not built around trade show deadlines, contractor rules or outbound pickup windows. Missed pickups, forced freight and delays can end up costing more than you saved. See 3 Reasons to Break Up with FedEx and UPS for Your Trade Show Shipping.

Trade show and event shipping specialists

These companies focus on getting freight to and from events. Many work as a trade show third-party logistics (3PL) provider, choosing the right carrier and service for each shipment.

• Pros: guidance through the whole process, one point of contact, plans built around your shows and a routine you can repeat event after event.
• Cons: rates for a single small shipment may be higher than a parcel carrier's. A specialist makes up for it by avoiding late charges, forced freight and wasted trips.

Key takeaways

• Start planning as soon as you register for the show.
• Get the exhibitor kit and note every shipping deadline.
• Pack, count and label everything to the kit's instructions.
• Plan the trip home before you leave for the show.
• Choose a shipping partner who knows trade shows, especially if you exhibit often or your booth has grown.

How NorthStar helps

Trade show and event shipping is all we do. Your Shipping Coach plans each shipment around your schedule, from multiple locations to the trip home or direct to the next event. We've shipped to every state and to countries around the globe for 35 years. With NorthStar 360, we reach out 90 days before each show, so planning starts early.

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