Trade Show Exhibitor Tips

Here are 5 steps to prevent your trade show exhibit freight from being "forced" given to a carrier you did not select, off the trade show floor:

1.       Comb through the exhibitor manual for  Outbound Shipping Information. If your show is targeted, ensure that you pull the targeted information specific to your booth number. Pay attention to the move-out times and the load-out times. The exhibitor manual will mention the time that each carrier must check-in by to use a carrier other than a show carrier. Convey these times clearly to either Alliance Air Freight or your carrier. If your carrier does not check in by the noted time, your freight will most likely be shipped with the show carrier.

2.      Fill out the Outbound Shipping Information Form provided by the show contractor. Inform the contractor you wish to use Alliance Air Freight, if we are not the preferred carrier, to pick up your exhibit properties and when Alliance Air Freight will be at the convention center to pick-up. Provide the contractor with our phone number and please give us an exhibitor on-site contact phone number.

3.      Prepare a pre-filled outbound bill of lading for whomever is dismantling your exhibit, plenty of return labels, labels identifying that this is, "To be picked up only by Alliance Air Freight," and the date and time Alliance Air Freight will be picking up the exhibit. Place these items in a well marked envelope and tape to your reception counter or hand carry with you to the show. If you are using a subcontracted labor company, communicate this information to them, and ensure they are informed about the  whereabouts of this packet. It is a good idea to also list this packet on the packing list so they can find it easily. Very important, make sure that someone is responsible for turning in the bill of lading to the exhibitor services center at the end of the show. This will help ensure Alliance Air Freight will get your goods.

4.      Schedule a preferred carrier to pick up after you know your exhibit will be dismantled, and after allowing enough time for the exhibit properties to be moved to the dock at the convention center. Request a written confirmation of the pick-up request. Often there is a marshalling yard which requires carriers to obtain a number and wait until the freight is at the dock. Alliance Air Freight is always willing to check in at the marshalling yard if the trade show requires this. However, please provide us with the marshalling yard information if you have it.

5.       Provide on site phone number of whomever who will be on-site during the move out. If there are any issues, Alliance Air Freight will want to keep you informed.

If an exhibitor takes the above preventative steps to know the correct outbound information, communicates this information to the show contractor and Alliance Air Freight, takes the necessary steps so that all parties have the proper contact information for each other, this will aid in preventing trade show exhibit freight from being forced off the show floor. Unfortunately,  there are no guarantees  this will never happen. However, if an exhibitor takes the time to organize all this information prior to the show, and all lines of communication are open, there is  less of a chance of a surprise non-negotiated freight bill arriving at your office after the show.