Exhibit Transportation & Material Handling Basics
Did you know that the shipping and handling of your exhibit and materials to and from the show often makes up about 9% of your show costs? By understanding shipping options and processes you can make informed decisions that can reduce that expense.
The top 10 commonly asked questions on Shipping and Material Handling
What are the transportation options available for shipping?
Common Carriers: Less expensive option; Typically only accepts crated or cased goods; Consolidates freight for multiple exhibitors into one shipment headed for a particular location; “Rough ride” (not always “friendly” to the exhibit pieces being shipped)
Van Lines/Freight Companies: More expensive option; Handle crated or blanket-wrapped pieces; Trucks have extra cushioning (“air ride”) that creates a smoother ride
Air Freight: Very expensive; Fast option; Load dimension restrictions
Courier Service: Fastest option; Highest cost
How can I save money on shipping/handling of display properties?
Know the weight of the shipment, so you can verify and object to any overages on the shipping and material handling bill when auditing
Many smaller booths can be carried on the plane with you, which eliminate shipping costs altogether. Just be sure to check whether you are within the airlines weight restrictions, otherwise you will incur additional charges. If you have frequent flyers in your team traveling with the booth, have them check the materials. Airlines often wave excess fees for their elite members.
Ship freight straight to the show site at the earliest possible time on the first “Direct to Show Site” date instead of the general contractor’s warehouse
Use pallets; if display components have been wrapped in a moving pad
Consolidate your exhibit, collateral, etc. into one shipment so you only get charged once based on the shipment's weight & not incur several “minimum charges”
What is DIM Weight (Dimensional weight)?
Dimensional weight is, or DIM weight, as it is commonly called, is a measurement used by carriers that considers density to determine charges. The method used to compute DIM weight (in inches) is Length x Width x Height divided by 194 domestic and 168 international.
What is Material Handling?
Unloading of exhibit materials
Warehousing for up to30 days in advance of the show
Delivering of display properties and materials to the booth
Management of empty containers back forth from storage
Talking of display properties from the booth to outbound carrier at the loading dock at show closing
How can I understand Material Handling charges?
The most important item to know related to shipping and material handling is the weight of your shipment, as well as the dimensions and packaging; these are the key factors in determining charges.
Each shipment is billed separately. As a reminder from a previous answer in this lesson, it is wise to bundle items; consolidate your exhibit, collateral, etc. into one shipment so you only get charged once based on the weight & not incur several “minimum material handling charges”
Weight gets “rounded up” to the next 100 pounds
Each 100 pounds is considered one "cwt." (one hundred weight).
There is typically a 200 lb minimum charge for each shipment
Be sure to meet inbound and outbound deadlines to save a considerable amount of money
What is forced freight?
Forced freight happens when Show Services determines the shipping method that will be used to transport display properties. A number of oversights can contribute to forced freight, use the following guide so you don’t encounter this costly situation!
Turn in your completed Bill of Lading to Show Services at the end of the show; be sure to clearly indicate the name of the shipping company, their contact information, piece count and the destination of the display properties
Notify your selected shipping company of the out bound shipping schedule, including check in deadlines
Reminder: If you have informed the shipping company (preferably in writing) of the deadlines they are held liable for oversights on their part
What is the best way to label display properties that are being shipped?
On each piece of your shipment, have at least two sides clearly labeled with your company name, shipment destination, address and number of pieces. For example: 1 of 5, 2 of 5, etc. Typically there are labels that can be photocopied from the Exhibitor Kit and taped to each piece being shipped.
Always remove the old shipping labels before placing the new ones
If an item is breakable, mark FRAGILE in BIG
On pallets of loose cartons, mark them with “DO NOT BREAK DOWN”
If you have a preferred method for the items to be placed within the shipping medium, mark whether your crates need to be shipped on their side, on end, or other method.
What is the Marshalling Yard?
This is where the shipping companies report to and wait when making deliveries or picking up exhibitor materials.
Do I need insurance for my exhibit properties?
While many shows will require that you have “Exhibitor Liability Insurance” (which protects show management from claims arising from exhibitor’s activities) it is not required for you to insure your shipment. However, personally I typically advise all exhibitors to insure exhibit properties as well. A few options of coverage are:
All-risk coverage can typically be added as a rider to your existing corporate insurance policy
"Trip Transit" policies from the shipping company cover display properties while in transit to and from a show; but once the display properties are unloaded from the truck, they are no longer covered by this type of insurance.
"Exhibition Floater" coverage policies from the shipping company are the most comprehensive; they insure your display properties while in transit, as well as at the show
Tip: "Released value" or "limited liability" is part of your basic transportation charge which automatically provides (limited) insurance by the transportation company. But this coverage typically does not meet the actual value of your display shipment
How do I track my shipment?
When shipping your freight it will be assigned a PRO Number (Progressive numbering system used for tracking, billing and identifying freight).
When the shipping company picks up the freight they assign the PRO number and typically affix a sticker containing a barcode to all items being shipped and to the paperwork
When calling the shipping company with questions about your freight you will be asked for the PRO number, be sure to have your copy of the shipping paperwork accessible to provide the PRO number and details about the item(s) being shipped.
About the Author:
Written by: Linda Musgrove, The TradeShow Teacher, www.tsteacher.com
