Be prepared for your next tradeshow
Tradeshows offer excellent opportunities to showcase your products, network and attract customers. However, the logistics of transporting and handling your booth can be a challenge. This guide, with its step-by-step process, will help you navigate it all so you can experience the smooth and timely arrival of your booth at the show.
Preparing to exhibit for the first time? Find checklists for before, during and after a show.
Steps for planning and shipping your booth
Follow these step-by-step directions when planning and executing the shipment of your tradeshow booth.
1. Create an inventory
When preparing to ship tradeshow materials, it’s vital to first make a list of what needs to be packed and shipped. This will be an essential resource for preventing forgotten or lost items both before and after the show when you’re repacking.
It's important to be organized throughout the tradeshow process, so the more detailed your list-making, the better. For instance, the inventory should include booth structures like the main frame, walls and flooring and displays such as banners, product shelves and interactive screens. Don't forget to include promotional materials and any equipment needed for assembly, like tools and cables.
2. Choose your shipping partner
The shipping provider you use for your booth can play a big role in how successful it is. Remember to look for a company that has shipped to tradeshows before and understands the unique requirements and deadlines. Make sure they’re also experienced in how you’ll be shipping the booth. For most shows, ground transportation is going to be your best bet. But if you need to go somewhere outside the continental U.S., air may be the solution.
Communicate all your requirements to your provider to ensure everyone is on the same page with timing and expectations. The more information you can provide, the better the experience will be.
Still in the planning stages? Remember to factor the cost of shipping into your overall tradeshow budget.
3. Securely pack your booth and remember to use labels
Now that you’ve created your inventory and chosen a shipping provider, it’s time to pack and label the shipment. Clear labels on each crate, indicating its contents, destination address and special handling instructions, will make unpacking and assembling your booth a breeze. If this isn't your first tradeshow, remove any old labels to avoid confusion. Don't forget to mark fragile items and pack them with cushioned material to minimize the risk of damage.
4. Track your shipment
Tracking allows you to be prepared if mishaps occur along the way and keeps you informed about delivery timing. Use the tracking services provided by your shipping partner to monitor your booth’s progress so you’re prepared to address any delays or issues promptly.
5. Prepare for on-site handling
Work with the show’s logistics team to prepare for receiving your booth. You will be given a target window for unloading at the venue. This window is not an exact time since it can be affected by the size of the show and the number of trucks present, but you’ll want to communicate any deadlines with your transportation provider. Tradeshow drop-offs require preparedness and grace in timing.
6. Have a setup plan
A detailed plan for assembling your booth, including any planograms or directives needed, may seem obvious, but it is essential! Be sure to assign who does what so everyone knows their responsibilities.
If you’re hiring outside labor to help with assembly, the show may have a list of approved vendors or specific requirements for when crews can arrive at the event space. This will likely depend on when you’re slotted to set up your booth, so stay in communication with the team to ensure everything flows smoothly.
Similarly, there will be rules designed to keep the space safe. Follow safety protocols when handling equipment, materials and displays. This includes proper installation, securing heavy items and ensuring fire safety measures are in place.
7. Enjoy your show, then pack
After your tradeshow is over, it’s time to pack everything back up for transport to the next show or back to your home base. This process can happen quickly since the venue will be preparing for its next event, so pay attention to any directions you’re given and let your transportation provider know about any changes.
About an hour after the show closes, all hall carpets will be taken up in preparation for removing the booths themselves. Remember to note the time window for packing up your setup. Each booth is given a timeslot for loading/unloading, so check out the allotted time for whichever section your booth is categorized in. Generally, the further your booth is from the docks, the later your timeslot will be. Your empty skids should return to your booth for packing after about 4-8 hours. Disassembly and packing your crates may take an additional couple of hours, so avoid scheduling your provider pickup for exactly when the show breaks to ensure you have time to pack and haul the crates to the loading dock.
Let us showcase what we can do
Tradeshows involve meticulous planning and attention to detail to ensure everything arrives safely and on time. This is why using a trusted provider is essential to success. Choose ArcBest to ship your next tradeshow booth, and take the guesswork out of the process. With experience and proven execution, ArcBest is here to handle your next tradeshow shipment.