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You're spending enough money to get to your trade show or event. Worrying about getthing your displays and materials there should not be on your list of worries.  Here's what to look for when choosing a freight shipper. and what to consider to make sure your trade show efforts go smoothly.

 Using a general shipper can be a costly mistake.  Your company has one shot to get everything together to make an impact at the upcoming show or event and doing it on-budget. It becomes very important to choose a company that has specific experience with shipping trade show exhibits and that can guide you past the pitfalls or troubleshoot last minute complications. 

 Also, using a trade show or even shipping specialist  makes them more likely to have a good rapport with relevant unions. Why does this matter? Drayage—the transfer of your booth between the loading dock and the exhibition floor—is usually performed by union workers. Good union relationships can help avoid service delays and may prevent your drayage costs spiraling in the event of a mishap. 

 Not only should your shipper know the trade show industry inside and out, they should be experienced in general. Your shipper should know how to get your exhibit to its destination on time and in one piece. You don't want these issues taking up your valuable time- you're going to be too busy planning your trade show marketing.  

An event or trade show shipping company is likely to perform better overall, and solve problems more efficiently. A sudden storm could could wreak havoc on your schedule, not to mention your budget!  An established company has seen its share of bad weather and can pull out all the stops to get the job done.  

Pro Tip:Many trade shows have an official show carrier, and it’s tempting to opt for them. Before you do, research your options. You’re not required to use the official carrier, and it often ends up being the costlier choice. 

You can benefit from price breaks if your shipping company has multiple truck-loads, or less-than-full truckloads, to the same convention site.  

At larger shows, trucks loaded with incoming event supplies and displays have to wait for hours in the marshaling yard before they are able to unload their shipments at the dock. Marshal-yard fees range from $45 to $85 an hour.  An experienced event shipper can help navigate your freight to the loading dock more quickly. 

If problems arise with your shipment, you'll need to know about this ASAP. Your shipping company has to remain vigilant and committed to keeping you updated. Look for the following customer service basics: 

•  A shipper that offers 24/7 contact with a live person. No exceptions.   Trade shows and events ARE NOT 9-to-5 events where your concerns stop after business hours. Your freight carrier should be able to provide you with live support and updates any time of the day or night.  

•  Sends  Internet air bills and bills of lading out on request, in case you lose one and need a duplicate in a hurry  

 Don’t forget that communication goes both ways! Provide your freight carrier with the names and mobile numbers of all your trade show booth staff, as well as your own contact information.  

Pro Tip: Your trade show exhibit details—including details of your freight carrier—should also be shared with the company you hire to do your booth installation and dismantle, and vice versa. If you choose EventShippers as your trade show shipping partner, we can make sure to coordinate with your booth installation staff. 

Your event shipping needs won’t always be time-critical. Even so, it’s important to give yourself as big a margin of error as you can. A good rule of thumb is to ship 7 to 10 days ahead of your booth installation deadline. This helps you avoid late penalties. 

Another option is to send your booth early for advance warehouse storage. This requires storage a secure warehouse with attendant fees. This adds expense but at least you'll know you can avoid late fees and that you'll have more time to address any complications that arise during shipping.  

Pro Tip:   Double-Check Your Insurance !  Whichever shipping company you choose, make sure you understand what your insurance covers and what it doesn't. The only thing worse than a booth that’s lost or damaged in transit is a lost or damaged booth that’s uninsured!  If you are renting a booth, this is likely covered by the trade show booth rental company. If you own the booth, it’s up to you to arrange insurance.