Event managers juggle more moving parts than most people ever see- budgets, vendors, design, team schedules, branding, attendee experience, and a long list of deadlines that overlap with other deadlines. In that mix, trade show shipping can feel like just one more task, but it’s one that directly affects cost, timelines, and on-site execution.
With schedules tightening, show rules shifting, and transportation costs still fluctuating, many teams are taking a closer look at how they plan and manage their trade show logistics. Here are ten practical considerations that help support smoother, more predictable shipping for your next event.
1. Use the Service Manual to Guide Your Shipping Plan
Every show operates differently. The exhibitor service manual-lengthy as it may be-is the only place where all key trade show freight information lives. Target times, advance warehouse windows, direct-to-show-site instructions, and cutoff deadlines all impact your shipping timeline. Understanding these details early helps prevent last-minute changes and unnecessary fees.
2. Understand How Marshaling Yards Affect Timing and Budget
Many convention centers use marshaling yards to stage inbound trucks. Wait times vary by show and city. Some carriers include wait time in their pricing; others charge by the hour. Clarifying this upfront helps you forecast logistics costs accurately and avoid surprise billable wait time. Consider shipping to the advance warehouse to avoid marshaling yards.
3. Verify Freight Weight Before It Leaves Your Facility
Accurate weights and piece counts help prevent billing issues once shipments reach the advance warehouse or show site. A quick weight check ensures your Bill of Lading reflects exactly what you’re shipping- protecting you from reweighs or adjustments that can impact both transportation and drayage charges.
4. Use a Carrier That Understands the Trade Show Environment
Trade show logistics move differently than everyday freight. Carriers who focus on this niche are familiar with advance warehouse rules, targeted delivery times, and the pace of move-in. Their expertise often means fewer surprises and smoother show execution-especially when handling high-value or time-sensitive materials.
5. Complete Your Material Handling Agreement Before Leaving the Booth and Ensure it is Turn in on time.
The MHA tells the general contractor your booth is packed and ready for pickup. Without it, freight can be held or rerouted, sometimes resulting in forced freight charges. A simple best practice: take a photo of the completed MHA and send it to your carrier or labor team. If labor is turning it in for you, ask for a time-stamped confirmation so you can share it with your carrier.
6. Packaging Choices Influence Both Handling and Cost
How booth materials are packaged plays a big role in drayage and special handling classifications. Proper palletizing, secure shrink-wrapping, and grouping items neatly can reduce handling time, minimize risk, and help you avoid extra charges listed in the show kit’s special handling guidelines.
7. Know What Drives Drayage Costs at Each Venue
Drayage (material handling) varies by city, decorator, union rules, and show structure. Costs may be based on weight, packaging type, or special handling. Understanding how your freight will be charged, including minimums, helps you budget accurately and pack strategically.
8. Review Your Insurance Coverage Before You Ship
Not all corporate insurance policies cover exhibit materials in transit or while temporarily offsite. Coverage varies widely, especially for high-value or custom builds. Reviewing your insurance before shipping—and adding supplemental coverage when needed—helps protect your investment throughout the entire event logistics process.
9. Explore Short-Term Storage or Caravans for Multi-Show Seasons
Shipping materials home between every show isn’t always efficient. Short-term warehousing or show-to-show caravans can reduce handling, limit wear and tear on booth assets, and help maintain tight schedules during busy seasons. This is especially useful for teams managing national or back-to-back events.
10. Look at Your Year as One Logistics Strategy-Not Separate Shipments
Many event teams see the biggest savings when they plan the full year of trade show logistics rather than treating each show separately. Mapping booth versions, carrier partners, routing, prep time, and shipping methods across the calendar can uncover efficiencies that aren’t obvious when viewed one event at a time.
Final Thoughts
Event professionals already handle a tremendous amount of complexity. Trade show shipping doesn’t need to add stress-it simply benefits from the same level of early planning and clarity applied to the rest of the event. With tighter schedules and higher expectations across the industry, the right logistics approach can lead to smoother installations, more predictable costs, and fewer on-site surprises.