With so much to plan and coordinate to create a memorable trade show exhibit, the last thing you want to worry about is getting your booth and show materials to and from the event. This comprehensive guide provides insights and practical tips to streamline your trade show shipping process, allowing you to focus on what truly matters: meeting customers, making connections and closing deals.

How to plan the shipping of your booth and exhibit materials

Consolidate for efficiency

To start, consolidate all shipments for the show into as few pieces, boxes, or crates as possible. This will make it easier to keep track of all your materials. Keep a copy of the show schedule handy and easily accessible, including the delivery deadlines for the advance warehouse and direct-to-show options. You’ll need to meet these deadlines to avoid costly fees and delayed deliveries.

Navigate Targeted Move-In

Targeted Move-In, also called a Targeted Show, is the assigned move-in and move-out times for each exhibitor. This allows for more efficient on-site handling of each exhibitor’s booth and materials. It’s recommended to schedule shipments to meet your assigned target time. If your assigned time presents a scheduling conflict, work with show management for an approved variance and exception. Additional charges may be incurred by an exhibitor if freight is received outside of the assigned target window.

Know the show details and requirements

You’ll receive an exhibitor kit from the general contractor that runs operations for the show, known as the Show Decorator or Show Management. The exhibitor kit has everything you need to be successful before, during and after the trade show. It will include information on transportation and logistics, material handling, setup and breakdown times, as well as critical details for the carrier that will be delivering to or picking up from the show.

Select a specialized carrier

Set yourself up for success by partnering with a carrier that specializes in trade show shipments. These carriers understand show logistics and will work with you to adhere to any requirements set forth by the show management. When choosing a carrier, consider whether they provide benefits like complimentary storage, priority handling, 24/7 online tracking and dedicated support for any questions or issues. All of these benefits will give you added peace of mind throughout the shipping process.

Schedule your return

You’ll also want to make sure you schedule your return shipment for after the show. Work with the carrier to ensure they have capacity and plan to give them at least 48-72 hours advance notice. If the show is scheduled to end after normal business hours or during the weekend, confirm that the carrier you work with offers weekend or after-hours pickup services. The more notice you provide to your carrier, the better.

Explore storage solutions

If you’ll be traveling to another show, instead of returning to your company’s site, you can arrange storage for the time between shows. Your carrier can provide you with their storage capabilities and rates. Depending on the length of time the freight will be stored, it might be best to return the shipment to one of your own facilities for interim storage, but your partner carrier can advise on the available options. You can also check on the availability of pickup from the advance warehouse or show storage facility. This can vary from show to show, so be sure to consult the exhibitor kit to determine if this is an option. There may be an additional charge incurred from the show for use of their facility for after-show storage.

How to prepare the paperwork for your exhibit booth and materials shipment

If using the show’s designated carrier, you’ll need to coordinate your paperwork and make shipping arrangements through the show decorator. If using your own carrier, work directly with the carrier to prepare the paperwork and ensure they are listed on your Material Handling Agreement (MHA).

Prepare a Bill of Lading (BOL)

As an exhibitor, you must prepare the BOL for both legs of the shipment - to and from the show.  Many carriers will provide guidance and support to help you fill it out properly. At the very least, you’ll need to include the names and addresses of the shipper and consignee (recipient), and any show-specific details like the show name and your booth number. Refer to your exhibitor kit for these show-specific details. If you wish to also provide marshalling yard information, add it to the Notes/Remarks section of the BOL.

If your shipment is traveling cross-border between the US, Canada or Mexico, you’ll need a Customs Broker listed on the BOL and the provision of a Commercial Invoice. Work directly with your carrier or show decorator for assistance with these requirements.

Prepare a Material Handling Agreement (MHA)

An MHA is a set of formal written instructions telling the show decorator what to do with your booth and materials after the close of the show. It’s usually distributed at the close of a show by the contractor. Be sure to complete the MHA and return it to the show decorator to avoid shipping delays or misrouting of your booth and materials. If no carrier is documented, the show will handle the freight in accordance with their terms on their MHA.

Label your trade show crates and materials

Usually, you’ll receive standard labels as part of your exhibitor kit. You can also ask the show decorator while you’re on-site at the show or work with your selected carrier. Be sure to label all pieces of your shipment to avoid delays or misrouting.

How to manage billing and invoicing of your trade show shipment

Clarify Billing Procedures

If you choose your own carrier, freight charges will be billed by the carrier and are separate from the show fees. If you choose to use the show’s designated carrier and your MHA states charges will be invoiced together, you’ll be invoiced by the show. Be sure to read the exhibitor kit and contract fully and consult with your carrier of choice for further information on invoicing.

Determine Transportation Charges

Invoice charges are assessed in accordance with the contract and pricing agreement you have with your less-than-truckload (LTL) carrier or by the agreement with the show decorator, if you choose to work with their designated carrier. Partner with your selected carrier to determine if credit terms are available or if pre-payment is required. Typically, you will receive an invoice from the carrier after the shipment has been delivered.

Understand LTL Shipping and NMFC Codes

Tradeshow and exhibition materials are commonly transported via LTL carriers under NMFC 154630, Class 125. Given the forthcoming NMFC changes in 2025, be sure to stay informed about the specific impacts on the classification of tradeshow and exhibition materials, and partner with an experienced carrier, like XPO, to determine which NMFC is applicable.

Review Liability and Insurance

Review the liability limits and restrictions with your chosen carrier to determine if additional insurance coverage is necessary or available from the carrier and consider if third-party insurance coverage is necessary.

Be Aware of Potential Detention Charges

On some occasions, detention charges may occur. Detention is assessed when the pickup or delivery takes longer to perform than the contracted rules tariff allows. Detention charges are assessed by the carrier in accordance with their published rules tariffs or your contract pricing agreement with them. Consult your carrier for additional information and details. 

Following these comprehensive tips will help you manage the shipping of your trade show and exhibition materials efficiently for your next event. You have enough on your to-do list already, so get the added confidence and peace of mind that comes with a reliable LTL carrier .

To learn more about exhibit and trade show booth shipping and to request a quote, contact XPO.