Trade shows are a critical marketing channel to showcase product launches, promote new product innovations, and stand out in your industry. Yet the logistics of moving exhibits can easily become a source of stress. Businesses all over North America are planning and strategizing movements from show to show on a tight schedule – leaving little room for error.
No pressure, right?
Thoughtful preparation can ensure your trade show booth and materials arrive safely, on time, and ready to promote your brand. These quick trade show shipping tips will help streamline your planning and execution so you can focus on promoting your business on the national stage.
1. Plan and Prepare Early
Plan your full trade show schedule well in advance. Your timeline should include packing, shipping, and setting up materials to ensure a smooth and efficient process along with time to breakdown, pack, and ship to the next location after each show. Early preparation allows you to concentrate on your trade show success without being distracted by last-minute shipping details.
Check out our Trade Show Tips poster for quick reference for planning.
Understanding shipping deadlines for direct-to-show and warehouse deliveries is crucial. Be sure to factor in transit times between shows and to the venue to avoid costly rush shipping charges. At OD, our expert Trade Show specialists can assist with your shipment scheduling and ensure timely delivery to the event’s show floor. You are supported at every step of the process.
2. Clearly Label Your Freight
Clear and accurate labeling is necessary for efficient trade show material handling. When preparing your freight, make sure you have your information listed on the bill of lading. Every item should have updated labels, including the show name, destination address, date, time, booth number, and an authorized contact who will receive the shipment. Remove old labels to avoid confusion during transit. Adopting these practices ensures your trade show shipping and logistics runs smoothly and prevents mistakes or delays.
3. Secure your Exhibit with Proper Packing
You’ve likely invested a lot of time and money into your exhibit, so you need to make sure it’s ready to withstand the shipping journey. This involves ensuring the booth is securely packed in custom-designed shipping containers or sturdy crates.
Whether you’re launching a new product or showcasing an existing one, with OD you can rest assured that your trade show booth and supplies will arrive on-time and damage-free. We use airbags, straps, and secure stacking to protect freight during transit. You can also request Security Divider Service, where your freight is securely locked into place on the trailer at its origin and remains locked until it reaches its final destination. When you ship to a trade show, choose a carrier with the industry’s leading low claims rate.
4. Partner with a Reliable Logistics Provider
Reliable trade show shipping and logistics requires not just a vendor, but a trusted partner. At OD, we work closely with you to ensure your specific needs are met. Depending on the size of the show, you may find our team on site, ready to assist so you can remain focused on creating a successful event. Our nationwide trade show shipping expertise includes a variety of options, whether you need specific pickup times and deliveries, expedited service between shows, or shipping to or from Canada. You tell us where it needs to be, and we’ll take care of it.
5. Keep Your Focus on Event Objectives
Trade shows are about creating impact, generating leads, brand awareness, and building relationships – not worrying about logistics. When you entrust your trade show material handling to professionals, you can focus on connecting with your audience. Our OD Trade Show Solutions Specialists oversee every aspect of the process, including delivery schedules, loading and unloading processes, tracking, and more. You can also easily track your freight through our website’s customer dashboard or contact your assigned Solutions Specialist at any time.
6. Remember to Book Your Return Shipment
After the show is over, make sure your staff knows how to complete the material handling agreement (MHA) on the last day. Note your carrier of choice on the proper forms and where the exhibit will be sent next, for example, return to your warehouse. Return the form to the show service desk once your shipment is packed. A material handling form and a bill of lading are required for transit.
Trade shows offer an unparalleled opportunity to elevate your business on a national stage. However, the logistics involved can be demanding. That’s where OD can help. With our commitment to excellence and extensive experience in trade show solutions, we’re dedicated to helping you make the most of every event.
Ready to simplify your trade show shipping? Let Old Dominion’s experts handle the heavy lifting—over 10,000 trade show shipments successfully delivered across the U.S. last year alone. Contact our team today to ensure you have a dedicated partner so your booth arrives on time, every time, allowing you to focus on all the other things it takes to make the event a success.