Packaging and Shipping Your Trade Show Supplies

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Trade shows are extremely time sensitive. You really need to be punctual with your trade show supplies. Your freight can be easily damaged or may even be delivered to the wrong location due to the time crunch. Keeping a few packaging tips in mind can help you save money and time and ensure a seamless delivery process. Here are a few things to remember.

  • Packaging Your Materials Carefully

Items which can be easily carried or taken with you mustn’t be shipped. The heavier your package is, the more it’ll cost you to have them all shipped. Also, freight carriers don’t ship loose materials so everything must be crated or boxed. Remember to secure all the materials in a few boxes and crates as is possible. Your drayage costs will get more expensive with more handling which will be required for your freight. Inserting bubble wrap and foam padding in the empty spaces helps avoid shifting or damages which may occur during transit. Don’t forget to place the heaviest items at the bottom and stack lighter items on top. Specialty equipment, electronics and fragile items must be packaged separately and the boxes must be marked fragile as well.

  • Paying Attention to Labels

Conventions and trade shows have detailed labelling requirements outlined. This includes the pickup and drop-off addresses. Follow these directions to the letter and don’t forget to include the exhibitor’s name, show name, booth number, street address, estimated date and time of arrival and the contractor’s name on all your labels.

  • Reading the Exhibitor’s Manual

Conventions and trade shows usually have different sets of rules and regulations specifically applicable to shipments. Some may prefer having it shipped to a warehouse and others might allow you to ship on site. Make sure you’re aware of the designated time and date of your shipment Expedited or guaranteed shipment must always be used while shipping your trade show materials. Your shipment will be considered a priority with guaranteed shipping.

  • Removing Old Shipping Labels

Your materials could end up at the wrong destination, or a wrong time or place because of old labels on your freight. Hence, always remember to check for old labels when using previously used materials.

  • Comparing Carriers

Hundreds of carriers these days specialize in shipping materials for trade shows and conventions. You’re most likely to save time and money when you know your options. Official vendors aren’t always the most cost-effective or efficient options available. You can get advice on the packaging, labels and even on the transit times from logistics experts. Some may even offer additional insurance not provided by others.

Freight shipping for a trade show or convention can be quite a hassle. This is why it’s best to plan well in advance. This ensures everything arrives on time and unharmed. Doing your homework will help you save money and stay relaxed at the event.