Trade Show Shipping, Handled by One Shipping Coach
A proven event shipping process that reduces the time & effort getting to & returning from your events.
NorthStar Express ships trade show displays and event materials to convention centers across the U.S. and internationally. One shipping coach plans your route, books the pickup, delivery and return shipping.
We've been shipping to trade shows and events for 35 years, from a single pallet to a full truckload.
What our trade show shipping covers
Trade show shipping is more than moving freight from A to B. Shows have strict delivery windows, marshalling yards, advance warehouse deadlines and move-out rules that general carriers don't plan for. NorthStar handles all of it.
- Planned around each show's deadlines
- Advance warehouse or direct to show
- Domestic and international
- One coach from pickup to return
Trade show shipping services
Everything between your office and the show floor, and back again.
Domestic trade show shipping
LTL, full truckload and expedited, matched to your freight, deadline and budget. Learn more
International trade show shipping
Ground and air to Canada, France, England and Ireland, with customs brokerage and commercial invoice support included. Learn more
Advance warehouse or direct to show
We help you pick the right option for each show, based on its deadlines and handling charges.
Pickup from your office or exhibit house
Inside pickup, palletizing, liftgate and extra crew when needed.
Show-to-show routing and storage
Freight moves straight to your next event, or into short- or long-term storage, instead of coming home in between. Learn more
Move-out and return shipping
Planned alongside the outbound so it's never a last-minute scramble. With NorthStar 360, we contact you 90 days before each event.
How shipping to a trade show works with NorthStar
One coach owns the shipment from step 1 to step 6 and answers the phone and email.
Tell us about the show
What's shipping, where it's going, and the show's move-in and move-out dates. Your coach asks about your building, the venue's dock rules and the freight itself.
We plan the route
Your coach compares LTL, full truckload and expedited options for reliability, cost and timing, and confirms advance warehouse or direct-to-show delivery.
We prepare the paperwork
Bill of lading, show labels and, for international shows, the commercial invoice and customs documents.
Pickup and palletizing
Any day of the week, with the right equipment and crew.
Delivery to the show
To the advance warehouse, direct to show site or your management office in the hotel. Confirmed with you before the truck rolls.
Move-out and return
Booked with the outbound, so your freight leaves the show floor on time and doesn't become forced freight.
Advance warehouse or direct to show site?
Most shows let you send freight one of two ways. The right choice depends on your timeline, your freight and what the show charges for each.
| Advance warehouse | Direct to show site | |
|---|---|---|
| When it arrives | Weeks before the show, inside the warehouse's receiving window (often up to 30 days out) | On the show's assigned move-in date and time |
| Where it goes | Show contractor's warehouse, then delivered to your booth before you arrive | Through the marshalling yard to the dock and onto the floor |
| Best for | Peace of mind, tight travel schedules, freight shipping from far away | Large or crated exhibits, freight that is ready close to the show date |
| Watch out for | Advance warehouse deadlines and handling surcharges | Narrow delivery windows; a missed slot can mean waiting fees or a lost spot in line |
Your shipping coach checks each show's exhibitor kit and recommends the option with the lowest total cost, including drayage.
Which kind of trade show shipping company is right for you?
There are three main options. Here is how they compare.
| Show's official carrier | National parcel carriers (FedEx, UPS) | Trade show shipping specialist | |
|---|---|---|---|
| Knows show rules and schedules | Yes, for that one show | Rarely | Yes, across shows |
| One point of contact | Changes every show | No | Yes |
| Handles move-out and returns | Sometimes | You arrange it | Planned with the outbound |
| Special requests (weekend pickup, show-to-show) | Limited | Limited | Yes |
| Hidden costs | Varies by show | Forced freight, rerouting and delays can add up | Quoted up front |
| Best for | A single show you'll never repeat | Small boxes to a hotel | Exhibitors with a show calendar |
If you exhibit at more than one show a year, a specialist usually costs less overall because the plan, the paperwork and the contact stay the same from show to show.
Trade show shipping timeline: what to do and when
Use this as a checklist for each show. NorthStar 360 customers get a reminder at the 90-day mark automatically.
| When | What to do |
|---|---|
| 90 days out | Share the show and dates with your shipping coach. Get the exhibitor kit and note the advance warehouse and direct-to-show deadlines. |
| 60 days out | Inventory what's shipping: crates, cases, pallets, literature, demo equipment. Decide on advance warehouse or direct to show. Request your quote. |
| 45 days out | Place show service orders, including material handling (drayage). Book international shipments now; customs paperwork takes time. |
| 30 days out | Confirm pickup date and location. For international shows, finalize the commercial invoice with item quantities and values. |
| 2 weeks out | Pack and label every piece with the show name, booth number and exhibitor name. Keep a packing list with each case. |
| Pickup day | Freight is picked up and palletized. Your coach confirms delivery details. |
| Move-out | Pack up, attach outbound labels and paperwork, and leave freight ready at the booth. Your return carrier is already booked. |
Always hand-carry laptops and anything you can't do without on day one.
Convention centers we ship to
We know the dock rules, marshalling yards and advance warehouses at the biggest venues in the country, and deliver to convention centers, hotels and event venues nationwide.
Orange County Convention Center
Moscone Center
San Diego Convention Center
McCormick Place
Las Vegas Convention Center
Shipping somewhere else?
Tell us the venue and show dates and your coach will plan around its rules.
Trade show shipping FAQ
The questions exhibitors ask most before their first show with us.
How much does trade show shipping cost?
It depends on weight and dimensions, distance, how far ahead you book, ground or air, and what's needed at each end, such as a liftgate, inside delivery or weekend pickup. International shipments also include customs clearance. Send us what your shipping, where and when, and we'll quote it, and tell you honestly if we're not the right fit.
How far in advance should I book trade show shipping?
Start 90 days before the show. That leaves time to choose advance warehouse or direct delivery, meet the show's deadlines and, for international shows, prepare customs paperwork.
What is the difference between shipping costs and drayage?
Shipping is the cost to move your freight to the show. Drayage, or material handling, is charged by the show's contractor to move it from the dock or advance warehouse to your booth and back, usually per 100 pounds (CWT) with a minimum charge.
Can you ship our display material from one show straight to the next?
Yes. If the gap is short we route it show to show or into storage between events, which means less handling and often less cost than shipping it home.
Do you ship trade show materials internationally?
Yes. We ship to Canada, France, England and Ireland, with customs brokerage and commercial invoice support included.
What happens if my freight misses the move-out deadline?
The show contractor can send it with their own carrier as forced freight, or move it the contractor's warehouse often at a much higher cost. Booking your return with the outbound shipment prevents this issue.
Ship your next trade show with NorthStar
Tell your shipping coach what's shipping, where it's going and when it needs to be there and back. Email shippingcoach@northstarexpress.com or call 703-532-0520.