How to Successfully Coordinate Shipping Your Trade Show Environment

You can’t have a successful show without your trade show environment. So why do many professionals take shipping for granted? Successful coordination or shipping logistics starts as early as the planning phase. One must be extremely detailed in the coordination of all environment pieces to ensure on time delivery.

There are many shipping options an exhibit professional can utilize including in house or contracting shipping.

Many time companies will hire contracted experts to assist with in-house freight logistics. This helps many account teams save time and put their focus on other aspects of the show. Exhibit companies that have the capacity to handle their own logistics have the ability to facilitate, pack, and ship within the confines of their own warehouse. This means allot less work for you as your team has it under control.

No matter which option you choose here are some shipping tips to help you be more efficient.

• Budget for shipping costs: As I stated earlier, this is often overlooked when developing a program. Shipping prices are determined by a number of factors including (location, time, weight, dimension size, etc.) But there are other factors to include like current gas prices, number of vehicles, and third party vendors. Make sure to get any shipping quotes in writing and work with your team to manage deadlines.
• Avoid the Last Minute: This is what kills most budgets. Make sure you and your team have a firm understanding of deadlines. Also, make sure you consider factors that are out of your control, like weather.
• Consolidate: Remember it has been estimated that about 10% of show attendees will interact with your environment. For example, there is no need to have 100,000 giveaways at your show. Another way to be more efficient on shipping costs is to take what you can with you, but not everything. Take a look at necessary items that you  carry-on, then you will ensure you have these items when you arrive to the show. Items like computers, DVDs, tools, or jump drives are great items to travel with to ensure they arrive on time.
• Make a Plan for the Return: What costs you money to ship out will cost you money to ship back, so pay attention to the show’s shipping rules and regulations. Review the paperwork, evaluate what is necessary to ship back, and review the invoice after the show to make sure the invoice matches your estimate.

Remember this applies to your entire staff, both the people at the show and you support team at the office. It is extremely important that staff educates themselves on all documents from Bill of Ladings to final invoices. Developing a routine from pre-shipment to post-show inspection upon arrival, can help the team be more efficient and better manage your shipping budget.

What is your plan for shipping? What cost saving measures have you used when shipping to a show?