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A FEW TIPS TO
ASSIST WITH TRADE SHOW TRANSPORTATION PLANNING
Taking some time to plan prior to your next trade
show can save you a bunch of time and money, as well as make your job a
bit less stressful.
1. Planning and research
Don’t wait till the last minute. Take some time to determine what
your best transportation options are for your specific shipment. The
most common options are van line, common carrier, air freight, or
courier companies such as Fed Ex and UPS. Explore on time pick up and
delivery statistics, claims for damage, waiting time at the convention
centers, and also how your goods will be protected and secured while in
transit. Putting off this research till the last minute can cause an
increase in pricing as well as costly increases due to damage and
waiting time.
2. Choose what's right for your needs
Are your materials palletized or crated? Are the materials in cases?
Is it a portable exhibit? Does anything need pad wrapping? How many days
before show? How many days in between shows? These are all factors in
determining the best option for transportation.
3. Advantages and disadvantages to each option
Common carriers can be less expensive and most have a user friendly
web interface to track your shipment in real time. But their practice of
cross docking and stacking freight on trailers can increase the chance
of damage. The common carriers usually don’t have the air ride
suspension, pads, and straps that specialized carriers such as van lines
offer. And the van lines have specially trained drivers that specialize
in the safe transportation of exhibit materials. The van lines also have
“decking” to allow double stacking of smaller pieces without having the
piece resting on the piece below. Also, the van lines have
representation at most major shows to assist with the timely move in and
move out of your materials at the convention center. Air freight service
is usually by far the fastest, but more expensive. But there is an
increased risk of damage due to the airline personnel not being
experienced in the safe stowing and securing of these materials. Plus
the size limitations of the aircraft sometimes require a crate to be
tipped that normally shouldn’t be.
4. Research and ask questions
Select a carrier that has a dedicated staff that deals with exhibits
and shows, on site reps, real time shipment tracking, and drivers who
have experience picking up from and delivering to convention centers, as
well as the knowledge to properly load and secure your materials. Find
out if your reps will be available 24/7 in the event of a problem. Make
sure they willingly supply after hours contact numbers.
5. Multi service discounts
To get best pricing possible, consider getting bids from your carrier
for additional services beyond your trade show needs. The carrier may be
able to assist with product transportation to your customer, employee
moves, and office moves or facility work.
6. Transit protection
Always make sure your materials are protected. You may be fully
covered against damage through your companies insurance provider. If
not, talk with your carrier. Most carriers provide a basic level of
coverage. Most carriers offer optional coverage at additional cost. Some
even have coverage options to protect your materials on the show floor.
7. Labels and paperwork
Make sure each crate, carton, case and toolbox are
labeled for the location that your goods are shipping to. Put piece
number out of total piece count on all labels. Make sure you bring
enough blank labels to take care of the move out. And please consult
with your carrier regarding paperwork requirements for the move out of
the show. If this is not handled properly, your goods may go on a
carrier not suited to your needs, and at a much higher price.
8. International shows
When you are planning your next International show, make sure you
select a company that can assist you with customs requirements and
documents and also be familiar with trade show shipping on an
International level. Improperly prepared documents can cause long and
very expensive delays. If your company does not have a designated
inbound and outbound customs broker, make sure your carrier can assist
with this process.
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