There is a lot of planning that goes into attending a trade show: designing the booth, staffing the exhibit, marketing campaigns, and more. However, if important pieces don’t arrive, you’re left in the dark without electric, or something else goes wrong, all the preparation effort is lost. Here are just a few tips to make sure you’re extra prepared, from our Logistics Manager, Tara.

The Early Bird Gets the Worm

• Whether ordering furnishings and services or shipping your event materials to the warehouse, it’s always the best practice to be as early as possible.

• Two of the biggest perks of scheduling early are saving money and allowing time for troubleshooting or changes.

• Order well before the deadline to save a percentage off of the total invoice. Who doesn’t like saving money?

• By placing your order early, you are allowed time to ensure the paperwork is submitted correctly and the right services are ordered.

• In regards to shipping your materials to the show, arriving late will incur additional material handling fees.

• In case your materials are lost in transit, if you ship early, there may be time to locate the missing items and still make it to the show.

• Whether you are ordering for yourself, or an EAC (Exhibitor Appointed Contractor) is ordering for you, being early is key.

Prepare your Paperwork

• Regardless of what shipping carrier you use, the exhibit servicer will need to know the quantity, weight, dimensions, and sometimes value of the event materials that will be leaving the show.

• This info is needed to ensure all of your material is packed up and sent out quickly and orderly.

• Fill out your outbound paperwork before the show even begins. This will save a lot of time and hassle. Breaking down a show is busy and can be chaotic. The last thing you want to do is worry about paperwork.

• A lot of times the show exhibitor will print your pre-filled outbound paperwork and deliver it to you when the show closes. Sometimes this will also include preprinted return shipping labels. So it's a good idea to fill out those forms too. One less thing to worry about!

• If your paperwork is NOT filled out on time, you may miss the deadline for move-out, when the exhibiting hall has the right to send your freight out via their carrier of choice. This costs you additional money and hassle tracking down your shipment via the show-appointed carrier.

Who You Gonna Call?

• The best tool at your disposal, as an exhibitor, is the show Quick Facts Sheet.

• This document will have the show schedule, move-in and move-out dates and times, and warehouse information.

• It usually has contact info for the show warehouse or transportation department.

• Most importantly, you can find a lot of the info you will need in a bind, which usually includes a contact number for the Exhibitor Support Team that is available to assist through the show, including during Move-In and Move-Out.