What are Trade Show Logistics Services?

Trade show logistics is the process of coordinating the transportation and delivery of materials and equipment to and from trade show sites. This includes everything from booking freight carriers, to arranging for onsite labor to set up and tear down booths. Trade show logistics can be a complex undertaking, but working with an experienced trade show logistics service provider can make the process much simpler, whether you are an exhibitor, a trade show organizer, or a venue.

Time is of the essence when it comes to trade show logistics. Exhibitors often have only a few days to set up their booths before the start of a show, and they need to be sure that their materials and equipment will arrive on time. Trade show logistics service providers/freight carriers can work with you to schedule your shipments, so that everything arrives when you need it, all while you can focus on other aspects of preparing for your trade show.

What to Consider When Choosing a Trade Show Freight Carrier

There are many important factors when choosing a trade show freight carrier. The most important factors include the on-time delivery of your freight, the carrier’s ability to safely deliver your freight, and the weight and size of your shipment.

On-Time Delivery

One of the most (obviously) important factors in choosing a trade show freight carrier is their ability to deliver your freight on time. Convention centers often have very strict schedules for when trade show exhibit shipments can arrive, and failure to meet these schedules can result in significant penalties. More experienced carriers are far less likely to damage goods in transit than industry newcomers, so it’s important to consider a carrier’s track record.

In the United States, 39 of the 252 convention centers are contracted with labor unions to set up and tear down trade show booths. This requires exhibitors to, not only arrange for the shipping and arrival of their booth materials, but also coordinate with unions for their onsite services.

Safe Delivery

Along with on-time delivery, the safe transport of your freight is another of the most important considerations when choosing a trade show freight carrier. Carriers that have experience transporting other types of high-value freight are more likely to understand how to properly handle sensitive cargo. And carriers that have experience with shipping large or heavy items are also better equipped to handle your trade show freight.

By working with an experienced and reputable trade show freight carrier, you can be confident that your materials will arrive safely and on time. With exhibitors often shipping booth materials, product samples, and other valuable items, it is important to choose a carrier that you can trust. Otherwise, you run the very real risk of your materials being damaged or lost in transit, which can be costly and time-consuming to replace, or possibly ruin your trade show completely.

Weight and Size Restrictions

When shipping freight for a trade show, it is important to be aware of the weight and size restrictions, and whether the freight carrier is properly equipped. Many trade show materials, such as booth displays and product samples, can be quite large and heavy, so it is important to make sure that the carrier you choose can accommodate your shipment.

Additionally, experienced carriers will be able to advise on the best way to handle size or weight restrictions that could affect your ability to ship certain items. For example, many airlines have strict limits on the size and weight of shipments they will accept. In cases like this, a good carrier will be able to find the right airline to accommodate your shipment’s requirements, and reach the proper destination.

Cost

Finally, cost is always an important factor to consider when shipping freight. Trade show logistics can be a significant investment, so it is important to get the best value for your money. When comparing rates, be sure to compare the total cost of shipping, including any fees for special services that may be required for your shipment. Additionally, it is important to consider the value of your shipment when choosing a carrier. For high-value shipments, it may be worth paying a bit more for a carrier that offers better protection of your freight, tracking services, and even insurance options.

Teardown and Departure

After the show is over, exhibitors must disassemble their booths and prepare their shipments for transport back to their warehouses, or maybe even the next trade show. This process can be just as complicated as setting up the booth, and it is important to choose a carrier that can execute this side of the project. Some carriers offer special services to help exhibitors with the teardown and shipment of their booth materials. These services can be a valuable asset, as they can help to ensure that your booth is dismantled safely, and that your materials are shipped promptly, so you can avoid any penalties for late departures.

When choosing a trade show freight carrier, you want to be confident that your booth materials will arrive safely and on time. Aeronet Worldwide is a global leader in trade show logistics, shipping globally since 1982. They offer a full range of services to meet your needs, including onsite pickup, warehousing/storage, and delivery. They also offer a wide range of value-added services to make shipping freight for a trade show easier, including online tracking via their proprietary Aerotrac^® system, real-time updates, and 24 x 7 x 52 client support. Are you in need of transporting your trade show cargo? If so, you can get in contact with Aeronet here.