Trade(show) Secrets — Get Your Exhibit to the Show on Time

Your marketing department has come out of their creative closet and whipped up an amazing, top notch, high tech, attention grabbing booth. You’re looking forward to increasing your brand awareness, networking and ultimately bringing home the win for your sales team. You’ve booked the prospect meetings, dinners, airline tickets and hotel reservations.

So what’s left to do?
Let’s get your Booth to the Trade Show on Time!

With today’s shipping options, tracking technology and a few trade secrets from our seasoned exhibit shipping managers, you’ll get your trade show booth delivered on time with preferential treatment. Read on to get a behind the scenes account of the trade show environment with a few key trade secrets to set you up for success.

Trade Secret


Carrier relationships can get you preferred treatment
Imagine what it looks like backstage on move in day with 500 booths to set up… when plan drawings become reality in a matter of hours. The showroom floor starts out as a blank canvas and begins to transform as decorators begin taping off the lines, electricians move in to wire the stalls, carpets are rolled out, forklifts begin delivering each booth’s materials in a highly sequenced flurry of movement. Construction begins and booths stand up one by one, the lighting crew sets the mood and with a few final flourishes the show is ready to go on.

Our exhibit managers describe move in and out days as a ballet with each step being choreographed far in advance. You’ll want to find a partner with many years of experience and relationships on their side to help orchestrate your event.

Choose an exhibit manager with years of experience, who can:

  • Tap into their relationships to call in a favor when needed
  • Juggle the myriad changes & still pay attention to the most meticulous of details

Get your booth to the show on time

  • With VIP treatment
  • 30 years of relationships are on your side
  • Onsite managers orchestrate your entire delivery

Trade Secret


Hidden fees can be avoided
Some carriers are subject to being detained on-site, which can delay your shipment. For example, many logistics companies do not own their own assets. While they can coordinate truck & driver, they typically do not control the entire route so they cannot stage your freight. Rather, they will charge you detainment fees until your freight can be unloaded. ELD mandates on service hours exacerbate cartage detention fees. This can quickly add up on your final shipping invoice.

Avoid pricing surprises and delays by choosing a carrier that:

  • Owns their own assets & has the flexibility to stage freight & avoid detention
  • Has a long-term relationship with GSC’s so you get to the front of the line
  • Can provide on-site storage

Get a tradeshow shipping quote with confidence

  • No hidden fees
  • No detention fees
  • No weekend & after-hours fees
  • No surprises

Trade Secret


Insuring your shipment arrives on time is 6% cost of show
Shipping is an outdoor sport. Weather, traffic and other unforeseen circumstances can wreak havoc on an otherwise on-time delivery.

If shipping direct to show, choose a Time-Critical service to ensure your shipment arrives in the specific window the GSC has designated. The total cost of shipping with a time critical guarantee should only be 6% of your overall cost of show. Your investment is worth it!

If shipping in advance, take advantage of available storage options. YRC Freight includes 30 days of complimentary storage prior to the show. You have the peace of mind knowing your trade show booth and materials are near by the exhibit hall no matter what the weather and traffic conditions.

Trade Secret


Precise paperwork can help you avoid delays & hidden fees
Carriers use the BOL to acknowledge receipt of a shipment. Omitting any pertinent information can result in delays, miscommunications and billing errors. For trade show shipments it’s especially important to pay close attention to the details and include:

  • The correct number of pieces being shipped
  • A detailed description of your shipment, e.g. 4x4x4 – Quantity: 2
  • Any special requirements
  • An accurate weight of each crate to avoid surprise shipping and drayage fees
  • Show details including venue & booth number

The outbound Material Handling Agreement (MHA) is equivalent to the inbound BOL. Similar document. Same purpose. Different name. Unless you designate a specific carrier on the MHA, your freight automatically goes to the “house” shipper, regardless of who shipped it inbound.

You can choose any carrier to ship your trade show exhibit to the next show, storage, or back to your company. Simply write the carrier’s name on the MHA.

Consult with YRC Freight Before Your Next Show

Our team of 19 dedicated exhibit managers have relationships on their side to orchestrate your trade show deliveries with precision. We move exhibit shipments on our faster network, which provides faster transit, increased reliability with reduced handling.

Get a quote with confidence from YRC Freight. Visit our trade show services page to learn more or call 800.531.EXPO.

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Posted: July 9, 2018