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How to Transport and Store Your Trade Show Display. Exhibitsusa.

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How to Transport and Store Your Trade Show Display

Preparing for a trade show requires more than just designing an impressive trade show display. Making sure your display arrives on time, in perfect condition, and includes clear instructions for installation and dismantling can significantly enhance your trade show experience. Here’s how to ensure smooth transport and storage for your display, and why working with professionals like E&E Exhibit Solutions can make this process easier and more efficient.

Planning Your Display’s Transportation

Freight Carriers:

The trade show industry has unique shipping requirements that not all freight companies are equipped to handle. E&E Exhibit Solutions collaborates with a select group of trusted partners who specialize in these needs, allowing us to provide reliable, white-glove freight services for our clients.

Trade Show Freight Partner Requirements

Trade show freight partners must be patient, as the delivery process often involves long wait times that many carriers are unwilling to accommodate. Upon arriving at the venue, trucks typically check in at either the dock or a marshalling yard, where they wait to be called to the dock. This waiting period can last from early morning to evening, sometimes extending from 7 a.m. to 7 p.m. Because this wait time is often unpredictable, it’s usually billed post-show. Even in venues without a marshalling yard, truckers may still face delays while waiting to be unloaded or loaded.

Attention to detail is also critical for trade show freight partners, though not all carriers meet this standard. Often, truckers are responsible for picking up multiple booths’ worth of materials, which requires clear communication and confirmation that all freight is accounted for before they depart—whether from E&E Exhibit Solutions or the show itself. This ensures that nothing is left behind and that all components reach their destinations as planned.

Timeliness is another key attribute for trade show freight, yet some partners fall short. Pickup times—whether from E&E Exhibit Solutions or the show—are bound by specific check-in windows. Missing these windows can lead to costly penalties or even jeopardize a display’s participation in the event, making punctuality an absolute priority for a smooth trade show experience.

Additionally, trade show freight partners need reliable tracking capabilities to keep everyone informed about shipment status. They must provide proof of delivery to E&E, along with photos verifying the condition of the shipments upon arrival. This level of tracking and documentation not only reassures E&E Exhibit Solutions but also ensures that clients’ displays arrive intact and ready for a successful trade show.

Quoting Process

When gathering quotes for trade show shipping, the method you choose depends on the size and dimensional vs actual weight of the shipment.

  • Our Logistics Coordinator obtains multiple quotes from trusted partners to ensure our customers receive the most competitive pricing.
  • For additional savings, we consolidate shipments for multiple customers attending the same show onto a single truck whenever possible.
  • We offer flexible pricing options, including full truckload, partial truckload, and less-than-truckload rates, to keep our freight costs competitive.

– A note on drayage: trade shows typically charge exhibitors for booth storage and material handling, adding an extra cost for managing and moving materials. With a custom display from E&E Exhibit Solutions, you can expect lower drayage costs compared to booths built from heavier materials like wood or metal from other custom builders. Our component-based systems are designed to be lighter, helping you save significantly on drayage fees, which can otherwise be quite substantial.

At E&E Exhibit Solutions, we take the hassle out of transport with nationwide shipping services and full tracking of your display. Our logistics team has specialized knowledge of industry-specific shipping requirements, ensuring your display is securely shipped to your event, with timely updates when required.

Set-Up and Preview:

All rental displays from E&E Exhibit Solutions are assembled and reviewed by customers before they are shipped. Customers can choose how they’d like to preview their rental displays: they can schedule an in-person preview, receive a video of the fully assembled display, or review detailed photos. These preview sessions allow us to gather customer feedback and make any needed adjustments before shipping, ensuring that the display meets expectations and is ready for the trade show.

Proper Packing for Protection and Instruction:

Packing is a crucial part of display transport, ensuring each component is shielded from scratches, dents, and other potential damage during shipping. Proper packing also streamlines installation and re-packing for each display. At E&E Exhibit Solutions, we follow a meticulous packing protocol to maintain the integrity of your display:

  • Aluminum frames are placed at the top of crates and wrapped to prevent damage.
  • Hardware is carefully separated, labeled by type (e.g., tower hardware, counters) for easy identification.
  • Furniture is packed individually, and for larger shipments, it’s placed on a separate pallet.
  • Trade show graphics are protected with slip sheets to avoid scratches.
  • Monitors and large screens are packed in custom crates
  • LED screens are stored individually in road cases
  • Detailed setup instructions, including 3D renderings of each booth, are provided to the City show supervisor.

Our logistics crew takes extensive packing photos, capturing each layer in the crate. These photos are invaluable for locating items and repacking after the show. At E&E Exhibit Solutions, we go above and beyond by offering expert packing and repacking services, ensuring every item arrives safely so you can focus on your event.

Storing Your Customer-Owned Trade Show Display:

After the trade show ends, the next essential step for clients who own trade show display properties is ensuring proper display storage.

Inspection- Upon receiving the displays back from each event, our warehouse team thoroughly inspects the crates to verify that all items returned are intact and undamaged. If any components are missing or damaged, clients are promptly informed. This inspection process helps clients stay prepared for future shows and provides ample time to replace or repair any items before the next shipment.

Inventory Management System– To safeguard clients’ investments, we also offer an inventory management system. After each show, we update the client’s inventory in our online system for their review and input. This secure, web-based event management platform not only keeps track of all display properties and graphics but also provides historical data on past events. Additionally, it allows clients to:

  • Organize their trade show calendar and schedule events
  • Maintain inventory of exhibits, trade show graphics, promo items, collateral and more
  • Schedule shipments
  • Save trade show booth layouts, electric diagrams and set up instructions
  • Manage budgets and track ROI
  • Schedule and communicate with booth staff
  • Access historical information on events
  • Follow up on leads from events

Storage- Our climate-controlled warehouse offers secure storage to protect client-owned displays. By storing displays in a temperature-regulated environment, sensitive materials like graphics and electronic components are safeguarded against damage from extreme temperatures or humidity. With our facility, clients can trust that their display properties will remain in excellent condition between shows. E&E’s secure warehouse is ideal for both short-term and long-term storage, providing easy access to items whenever needed.

Optional preview of customer-owned display prior to shipping to the next show- Clients have the option to preview their booth setup before any show. This preview can be scheduled as an in-person visit, or clients can choose to receive a video of the fully assembled display or a set of detailed photos for review.

Unmatched Excellence in Logistics and Nationwide Shipping

With over 25 years in the trade show industry, E&E Exhibit Solutions excels in providing reliable nationwide trade show services. Our logistics expertise is backed by strong partnerships with proven industry-specific carriers, ensuring a seamless shipping process to and from trade shows. We follow a meticulous logistics protocol to reduce potential issues, giving our clients peace of mind. By partnering with E&E Exhibit Solutions, you can leave the logistics to us and concentrate on creating a memorable presence at your trade shows. This dedication to excellence has earned us the lasting loyalty of our clients.

Clients say...

“Daniel

Thank you for sending your team out to help.  They were fantastic and you really set the bar for customer service.”

Mark Mckee, RPh
Director of Pharmacy, Korman Healthcare

 

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