FAQ

Detention is the amount of time the driver must wait between checking in at the facility and getting loaded. Detention is an uncontrollable factor caused by long lines of checked-in trucks.

A Material Handling Agreement (MHA) is the document provided by the show contractor that the exhibitor or I&D team must complete to allow your freight to be released to your preferred carrier. These documents should include: delivery address, carrier name being used for your freight, piece counts of freight along with estimated weight, bill to info, and re-routing option. Providing a copy of your completed MHA to your carrier can, at times, help reduce detention and reduce the chance of the show contractor loading the wrong freight on the wrong driver.

Exhibitors and exhibit houses struggle with this question all the time. While there are benefits to both, as an experienced trade show logistics company, we see more benefits going to the advance warehouse over direct to show site. One, advance warehouses don’t typically accrue detention times. Secondly, having the freight reach it’s destination before the install dates can be a stress reliever for the exhibitor. Lastly, one of the main advantages of going to advance warehouse is that there are more logistic options that can allow for more costs savings.

Drayage is often referred to as material handling and is the service provided by the show contractor to move the freight from the carrier’s vehicle to advance warehouse and/or the exhibitor’s booth space along with the move-out from the exhibitor’s booth space to the carrier’s vehicle. Most trade show contractors charge a fee for this service based on pounds or cwt (per 100 lbs.). These rates vary by show but the rate at which the contractor is charging can be found in the exhibitor show manual.

Details – know what you’re shipping, know what shipping method you’d like to use, pack smart, and plan accordingly. As explained in the “where to ship” section, shipping to advance warehouse allows for more logistic options with the additional transit time. These options usually offer cost savings. Going direct to show puts time restraints on the transit time which in return doesn’t offer as many options along with causing higher rates. Lastly, working with a carrier that specializes in trade-show logistics is already an advantage. These carriers should be able to walk you through the process and explain your best options. Customer service and transparency is a vital ingredient to make your trade show shipping successful.

LTL (Less-Than Truckload) – is used to transport freight that is small enough to take up only part of a truck instead of filling the entire trailer. Typically, this option also involves your freight being transferred from one truck to another at connecting distribution hubs in order to complete the leg.

FTL (Full Truckload) – is used to transport freight that will take up most, if not all, of the entire trailer. These are considered a dedicated truck and will only transport your freight directly from pickup to destination without being transferred. 

Expedited Shipping – is a priority shipping service that is used when delivery times are of the essence. This service typically comes at a hefty price because it can require team drivers, air freight, or specialized carriers that schedule routes with fewer stops.

All crates and skids should be labeled correctly and highly visible. Make sure the correct show labels are placed on each piece of freight while removing any old labels to reduce confusion. Labels should be placed on (2) sides of each piece, opposite each other. Shrink wrap and band loose items to ensure security. Branding your freight containers/skids with your company logo is also a good idea for tracking once at the event site. Take pictures! When your freight is packed and ready to leave your dock, proof that your pieces were secure and undamaged when they left can be an insurance tool, because let’s face it, things happen. Pick a carrier that understands best practices when it comes to trade show logistics and can help you make the best packing decisions.