How to Ship Items to a Trade Show

Attending a trade show is a valuable opportunity to showcase your products, build connections and grow your business. Before you can make an impact on the exhibition floor, you need to get your material there safely and on time. Shipping trade show materials requires careful planning, choosing the right shipping method and properly handling customs.

Learn how to ship to a trade show.

1. Plan Ahead

Shipping to a trade show isn’t something to leave to the last minute. Trade show logistics are time-sensitive. If your materials don’t arrive on schedule, you could be left with an empty booth. Below are logistics to take into account when planning:

• Confirm shipping deadlines and venue regulations: Every trade show operates on a schedule, and organizers typically set specific dates and time slots for deliveries.
• Determine where and how your shipment will be received: Some venues require shipments to go through an advance warehouse, where freight is stored until setup begins. Others use a direct-to-show delivery model, meaning your shipment arrives at the venue just before the event starts.
• Factor in pre-show and post-show storage: If you’re exhibiting at multiple events back-to-back, you may need a logistics partner who can store your materials between shows and manage multi-city shipping. For peace of mind, you might want to work with an experienced logistics company, like EMO Trans, who can devise a way for you to move from one trade show to the next.

2. Choose a Shipping Method

Once you’ve determined your shipping schedule, the next step is deciding how to transport your material. The right trade show freight shipping method depends on your timeline and the size of your shipment. At EMO Trans, we offer the following options:

• Air freight: If you’re working with a tight deadline, air freight is the fastest and most reliable option. Air freight can help keep your goods on schedule, even if you’re shipping internationally.
• Ocean freight: If you’re shipping large booth structures, bulk materials or heavy-duty displays overseas, ocean freight is the best option. This method takes longer than its air counterpart, but it allows you to transport large volumes.
• Ground freight: For trade shows within the same country, you can use ground freight. Trucking services provide the flexibility to ship from your warehouse or storage facility to the venue in a manageable time.

3. Select the Right Shipping Cases and Containers

Trade show shipping containers ensure your materials arrive in good condition and are ready for setup. To simplify the shipping process, we offer a container dimensions guide to determine which is suitable for your cargo.

Common types of shipping containers include:

• Dry containers: Dry containers are the standard option for many shipments. They are fully enclosed and protect your materials from external elements. These containers are ideal for materials that don’t require temperature control.
• Refrigerated containers: Also called reefer containers, refrigerated containers come with built-in cooling units to maintain a consistent temperature. You can use them for perishable items.
• Open top: Open-top containers allow for larger, heavier items to be loaded from the top. You can cover them up with a specialized sheet or leave them open.
• High cube containers: High cube containers offer an additional height to pack taller or bulkier items.
• Hard-top containers: Hard-top containers are similar to open-top containers but come with a solid, detachable roof that you can remove or replace as needed.
• Insulated containers: If your cargo requires protection from temperature fluctuations but doesn’t need full refrigeration, insulated containers are an excellent middle ground. They can maintain a stable temperature for protection against extreme heat or cold.

Trade show shipping cases make handling and storage easier. Properly packed cargoes are easier to load, unload and transport using different shipping methods. Some shipping cases for trade shows include:

• Plywood: Plywood containers are a sturdy option for heavier materials or exhibits that need additional protection. They can be stacked to make room for other items when using air freight.
• Collapsible pallet boxes: If you’re attending multiple trade shows or need flexibility in your shipments, you can use collapsible pallet boxes. These boxes can be packed, stacked and collapsed for easy storage.
• Hard plastic Air Transport Association (ATA) cases: ATA cases are designed to withstand the rigors of shipping while offering protection for your items. You can use them for electronics and other high-value, sensitive items.

4. Prepare the Required Documents

Another critical aspect of trade show shipping is documentation. If your paperwork isn’t in order, the shipment could get stuck in customs, delayed at the venue or refused entry.

Depending on the destination, you may need to gather the following forms:

• Commercial invoices detailing the contents, value and origin of your shipment.
• Packing lists specifying the dimensions, weight and contents of your cargo.
• Bill of lading (BOL), which serves as a legal contract between the shipper and carrier.
• Customs paperwork for international shipments.

Some countries may require pro forma invoices and harmonized system codes to classify your goods for import. Getting this paperwork can be complex and time-consuming if you’re not familiar with the regulations in your destination country. At EMO Trans, we provide customs services to ensure you have the necessary documents to prevent delays, penalties and compliance issues.

5. Work With a Trade Show Shipping Company

Shipping trade show materials is a high-stakes operation. If something goes wrong, it could mean lost revenue and a wasted investment. Partnering with trade show shipping companies, like EMO Trans, can prevent unexpected roadblocks. We provide tailored logistics solutions, which include flexible and custom air and ocean freight services and customs assistance. We also offer:

• Personalized service: Every shipment is tailored to your specific requirements.
• Real-time tracking: You’ll know exactly where your materials are at all times with our Track & Trace technology, which you can access via our portal.
• Insurance: Accidents are rare, but in case something happens to your cargo, you’re fully protected.

6. Pack, Label and Load Your Freight

Now that you’ve taken care of the basics, you need to pack your materials properly. The following are key considerations:

• Group materials by function: Pack items based on how they will be used at the event.
• Distribute weight evenly: Avoid overloading containers or creating an unbalanced load. Pack heavier items at the bottom and lighter ones on top. You can also use padding to prevent shifting during transit. From here, secure everything with straps or internal braces.

You should also label your containers and cases. Clear, detailed labels ensure that your freight is properly handled and reaches the right location. Each package should include:

• Company name and booth number.
• Venue name.
• Delivery address.
• Handling instructions.
• Piece count — e.g., box 1 of 5.
• Contact information.

7. Track Your Shipment

When your cargo is en route, you can monitor its movement to ensure timely delivery and oversee the entire shipping process. With advanced tracking, you’ll be able to:

• Track shipment in real time: You’ll know exactly where your freight is at all times for peace of mind.
• Have more control over your timeline: Track your freight and plan accordingly.
• Problem solve: If an issue arises, you can identify it and take steps to address it faster.

Partner With EMO Trans for Trade Show Exhibit Shipping

Shipping your trade show materials should be hassle-free. At EMO Trans, we handle shipping logistics so your freight arrives safely, on time and where it needs to be. We offer customized solutions tailored to your timeline and budget.

Our logistics experts also assist with customs clearance. With facilities as large as 30,000 square feet, we can accommodate your needs. We also provide real-time monitoring with the Track & Trace tool, customer support and compliance expertise to keep your shipment moving.

Request a quote to get started.