Efficient Trade Show Logistics And Shipment Basics

Trade show logistics plans that can be set into motion at the drop of a hat are essential for busy exhibitors and event organizers. There have to be freight and warehousing experts ready to pack and deliver crates on time to each venue. The equipment has to be received by someone already at the venue to oversee local contractors as they unload the crates and move it on pallets to the exhibition floor for unpacking and booth assembly.The whole thing has to work just as smoothly in reverse after the exhibition, when everything has to be packed, loaded back into the crates and handed over to the shipper for transportation to the next venue or back to the warehouse. It can get a lot more complicated with longer distances and equipment of different types and sizes. For example, foreign venues will require temporary import bonds and paperwork for customs clearance.Perishable goods should purchased locally instead of being transported, and last minute shipping is never a good idea. The labeling and packing has to be exemplary to ensure people at the other end know which box has what contents. Shipment tracking should be done at least once a day, and everything has to be checked upon arrival so that there will be sufficient time to repair or replace items that are unusable or missing.It is also a good practice to get hold of a list of local vendors at the event destination. In the event that a critical piece of equipment cannot be shipped or gets damaged or misplaced in transportation, it can be easily sourced locally. Of course, this kind of thing does not happen with specialized trade show logistics providers who are much better at it than an ordinary transport or shipping company.These specialists understand the need to arrive on a tight deadline with just enough time before the event to put everything together. They know how to work with the drayage guys on site for unloading before the event and loading afterwards. From an exhibitor's point of view, it is best to send a single shipment. It can be tracked easily and the drayage costs will be lower too.Study the exhibition kit provided by the organizer to understand the rules and regulations about booth size and installation. There may be a union rule regarding mandatory usage of listed contractors for certain functions. Those who do the assembly and dismantling on their own or hire outside contractors may be violating the exhibitor contract and local labor laws.The organizer usually has a preferred list of national and global service providers for things like logistics. These companies may offer a sizable discount pre-negotiated just for this particular event. If so, exhibitors with their own approved list of vendors may have to compare their list with that of the organizer's to see which provider would be more suitable.Any company's success at an event is closely tied to the behind-the-scenes work done by their trade show logistics team. If the booth is perfectly set up and everything is functioning properly on time and without budget overruns, then no one will have any complaints. But if the booth is delayed, only partially functional and expensive, the event is doomed to be a failure and the logistics team will have to take the full blame.