Top 7 Tips to Avoid Tradeshow Shipping Nightmares

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1.  Use a Tradeshow Specialized Carrier. Use a competent carrier that specializes in moving trade shows. A quality carrier understands the importance of communications, which makes it easier for them to intercede for you in those unexpected situations. In addition, a good U.S. carrier should have experience and detailed knowledge about convention centers and hotel venues nationwide and in Canada.
2. Package Your Shipment Properly. Do not shortcut packaging your freight properly. Regardless of mode of transportation, arriving intact is just as -- if not more important than arriving on time.
3. Label Your Shipment. Tradeshows have specific labeling requirements. Typically the exhibitor name, booth number, show name, contractor name, street address, and a specified arrival date and time is crucial for the label to include. Ensure you know the proper target date as well as the right check-in time for your carrier.
4. Know How To Contact Your Carrier 24/7. Always have after hours contact phone numbers for all carriers and show site contacts.  For direct to show site van line shipments, you should have the drivers cell phone number, as well as their trailer number accessible for every shipment.
5. Proper Documentation. Pre-shipment, ensure that your carrier has all of the information about the properties they are hauling to the event on an itemized inventory sheet and a completed Bill of Lading that shows the booth number, show name, contact person, show contractor and arrival date and time.
6. Do a Show Site Pre-Call.  Verify, Verify, Verify. Is the delivery location tractor trailer accessible? Do they require a lift gate? Where is the marshalling yard located? Has Early In been approved? Is the move-out date/time still correct? What is the check-in time for the carrier to remove the freight from the venue?
7. Educate On-Site Staff. It is important that those people working the show understand something about Bill of Ladings and what important information needs to be completed before this document is turned into the freight desk. Freight has been known to be hi-jacked by other carriers that have not provided you with a quote, and being surprised by an expensive freight invoice, and an unhappy carrier who shows up to pick up freight that is already gone, is never a cost effective situation to be in.