Shipping a trade show booth isn’t like sending Christmas presents. Luckily, there are shipping firms that specialize in trade show shipping. Here are a few tips for choosing the right one.
Ask about preferred carriers. The trade shows you’re attending may work with a preferred carrier that can offer discounts to businesses exhibiting at the show.
Ask for referrals. Ask trade show organizations, colleagues and professionals in your industry, and other companies who’ve used trade show shipping firms before.
Look for experience and skill. Look for a shipping company that understands the special requirements involved in shipping trade show booths and specializes in logistics as well as transport.
Know exactly when the booth with arriving. Your employees need adequate time to unpack and assemble your booth before the show, and you may not be able to do this the night before.
Give yourself time. With everything involved in planning to ship your booth to a trade show, you’ll need to select a vendor and arrange the logistics in plenty of time.
Get the quote up front. Ask the company you choose to provide you with a written price quote that covers all transportation services, weight costs and transportation time.
A lot goes into getting your booth safely to the trade show and back home again. Do your homework and select a shipping company with the experience and skill to do a good job. If you do, you’re more likely to see your booth ship smoothly and arrive on time.
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For most companies, the goal of attending trade shows is to gather contact information from prospective clients, and if the opportunity arises, form new business contracts. With so much on the line, participants need assurance that their equipment will arrive at the event center on time and in good condition. To ensure these needs are met, companies must select a logistics source (i.e. carrier) that offers the best service for loads.
For many companies, selecting the best logistics source begins with an important question: Could the event sponsor’s carrier be the ideal choice, or should another carried be used? To answer this question, companies must determine the logistical options they require from a carrier, and consider whether the sponsor’s carrier can provide them.
The Needs of Shippers.
The event sponsor recommends a carrier to assist companies that need help choosing a carrier. However, the carrier it chooses may not offer the best service. Concerning trade show loads, a carrier must offer the following services to be considered as a viable transportation option:
Topnotch delivery time – Every carrier delivers most of its shipments on time, but the best carriers deliver at least ninety-five percent of shipments on time. If a trade show load were delivered late, it could very well cause a company to miss lucrative business opportunities. Choosing a carrier that delivers over ninety-five percent of shipments on time helps to prevent late deliveries from happening.
Security containers – Companies regularly lose valuable equipment at trade shows. As the event floor is being set up or cleared, the frenetic atmosphere creates the perfect opportunity for theft or accidental equipment pickup. Secure, metal containers that cannot be opened without a key can help to prevent these things from occurring.
Superior product wrapping – Trade show participants aim to impress potential clients, which is difficult to do when their supplies are damaged from the shipping process. Superior product wrapping can keep equipment safe. Plywood platforms that protect against forklift damage, padded wrapping (instead of drape and tape wrapping), and color-coded packages that indicate fragility are examples of superior wrapping options.
Experienced Drivers – Delivery drivers who are not familiar with the marshaling yard and event center check in requirements can delay the drayage process, where supplies are moved to the event floor and set up at booth locations. A company should trust its load to drivers who have experience delivering to trade shows.