Efficient Trade Show Logistics And Shipping Guide

It is vital for busy exhibitors or event organizers to have in place a well-oiled trade show logistics plan

. It requires a capable warehousing and freight crew who can pack and deliver all the equipment in crates right on deadline to the venue. Someone has to be there to receive the goods and coordinate with local contractors to unload the pallets and crates and unpack it on the exhibition floor for booth assembly.

After the event, the whole packing and loading process has to be done again and the crates get sent to the next event or back to the warehouse. It can be a lot more complicated if the distances are bigger and there are many items of different sizes and types. Foreign events will require customs clearances and temporary import bonds.

Perishable goods should purchased locally instead of being transported, and last minute shipping is never a good idea. The labeling and packing has to be exemplary to ensure people at the other end know which box has what contents. Shipment tracking should be done at least once a day, and everything has to be checked upon arrival so that there will be sufficient time to repair or replace items that are unusable or missing.

It is also a good practice to get hold of a list of local vendors at the event destination. In the event that a critical piece of equipment cannot be shipped or gets damaged or misplaced in transportation, it can be easily sourced locally. Of course, this kind of thing does not happen with specialized trade show logistics providers who are much better at it than an ordinary transport or shipping company.

These specialists understand the need to arrive on a tight deadline with just enough time before the event to put everything together. They know how to work with the drayage guys on site for unloading before the event and loading afterwards. From an exhibitor's point of view, it is best to send a single shipment. It can be tracked easily and the drayage costs will be lower too.

Study the exhibition kit provided by the organizer to understand the rules and regulations about booth size and installation. There may be a union rule regarding mandatory usage of listed contractors for certain functions. Those who do the assembly and dismantling on their own or hire outside contractors may be violating the exhibitor contract and local labor laws.

The event managers may also have arranged for a tie-up with a specific logistics company. This firm may be offering a special discount just for the event. If so, exhibitors who have their approved vendor list may need to factor in the discount and then compare the new provider with those on their own list.

At the end of the day, the trade show logistics team will be held responsible for the success (or failure) of the event. If the booth is put up right on time and everything works fine within the allocated budget, the chances of a good exhibition are much higher. On the other hand, shoddy or delayed display booths where half the things don't work will only lead to a complete failure.

by: Tracy Narvaez

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