If there is one thing about trade shows that you want to be well-versed in, it is the trade show display shipping process. Making sure all of your exhibit materials get to the show in one piece and on time, is critical to the success of your show. If you have materials that require hiring a freight company to ship, there are several things you should be aware of well before the show. Keep these ideas in mind as you prepare for your upcoming events.
Don't fall for the exhibitor marketing tactics.
As an exhibitor, you will be subject to a plethora of marketing directed towards you in order to make your trade show experience more successful. Many trade shows will take exclusive distributors for certain services and freight companies will likely fall into the category. It is important to understand that the recommended freight company is not your only option. Be sure to still do your research and choose a company that will work well with your needs.
Be sure to carefully consider your timeline.
Having a clear calendar of your arrival, setup, take down and departure will help you manage your shipping timeline. Understand that the "expected" shipping date does not guarantee that your items will be in your booth on that date. If you have to do some adjusting to your schedule in order to ensure that your collateral arrives safely and on time, do so. This may require you to arrive earlier and leave the event later in order to ensure that all job are carried out.
Understand the process and all of its moving parts.
Having a clear understanding of the process is going to help you tremendously. If you are a new shipper, you probably don't realize how many moving parts and responsibilities are involved in the process. In order to plan more efficiently for your event, be sure to take note of what is required before, during and after the show in order to ensure a seamless process for all that are involved.
Always be aware.
If you are a experienced shipper, understand that processes change and making assumptions can add a great deal of unneeded stress. Consistent and thorough communication with your freight company will help all parties avoid mistakes and any miscommunication. Don’t fall into the traps that assumptions will often lead you into. Every show is different and will generally result in different requirements to fulfill your shipping needs.
Keep track of your paperwork.
We can't tell you how many replacement orders we process because people lost track of their displays and their paperwork at the show. Whether you are setting up or taking down, it is important to realize how many things are happening at once and how easily it is for items and communication to be lost. Be accountable for your displays and ensure they are taken care of properly. Taking the time to ensure that all of your belongings are accounted for and taken care of will save you a lot of money in the long run.
Be sure to do your research on reviews of trade show shipping and exhibition logistics companies before you send off your valuable and essential trade show displays. Running into shipping problems right before an event is the last thing you want to be dealing with.