In short
Exhibition freight is more than a delivery. Goods have to reach the venue in the right slot, then travel from the dock to your stand, and empty crates need storing until breakdown. Most shows appoint an official forwarder with an advance warehouse and on-site handling. Book early, label each case with the show, hall and stand number, and allow margin, because a stand that arrives a day late costs far more than freight.
Key points
- On-site handling is usually a separate service.
- Delivery slots are strict in many venues.
- Label each case with the show, hall and stand.
- Plan where the empties go.
The ways in
| Option | Good for | Watch for |
|---|---|---|
| Advance warehouse | Delivery before the show, then moved to the stand | Cut-off dates |
| Direct to show site | Your own truck or courier | Booked slots |
| Official forwarder | International and complex jobs | Book early |
| Hand carry | Small items | Check what's allowed |
Packing and labels
- Label each case with the exhibitor, show, hall and stand number.
- Number cases, for example 1 of 6.
- Keep a packing list in case number 1.
- Pack what you need first in the last case in.
- Protect corners, screens and graphics.
- Keep valuables and documents with you.
On-site handling
Forklifts and handling in halls are usually an exclusive service. In the US this is called drayage and it's priced by weight, as covered in trade show booth cost. Elsewhere, you may pay for forklift time or a handling rate. Ask about it before you plan to unload your own van.
Empty crates are normally taken to storage and returned for breakdown. Label empties clearly, or they could be delayed at the worst moment.
Across borders
Temporary imports may use an ATA Carnet, and food, medical and battery products can face extra rules. Allow time for customs, and use a specialist forwarder. See exhibiting abroad.
Working out the timing
Work backwards from your build-up slot. Add time for handling at the hall, customs if you are crossing a border, and a margin for the delay you can't predict. Ask your forwarder for the cut-off date in writing, and put it in your timeline. At breakdown, book collection early, because everyone leaves at once and late collections can be charged or moved.
Paperwork to keep
Keep the booking confirmation, packing list, delivery slot and contact number together, on paper and on a phone. Drivers often need the show's reference on arrival. If goods cross a border, keep copies of customs papers with you.
Frequently asked questions
01What is an official freight forwarder?
A logistics company appointed by the organiser to handle freight for a show.
02Do I have to use the official forwarder?
Rules vary, though on-site handling is often exclusive. Check the manual.
03What is an advance warehouse?
A site that receives goods before the show and delivers them to your stand.
04Where do empty crates go?
Normally into storage arranged by the handling contractor, then back at breakdown.
Put it into practice
Exhibition stand technical drawings, drawn from the 3D design
A3 plan and elevations at scale, set-out grid, object schedule and a layered AutoCAD DXF, generated from the 3D design.
Guidance here reflects common practice. Venues, organisers and countries set their own rules: always check the exhibitor manual and work with a qualified stand builder and engineer for structures.
