Picture this: in the heart of a bustling city, a massive convention center is preparing to greet thousands of exhibitors and attendees for a major industry trade show.
Now picture hundreds of large trucks carrying trade show freight through the busy, narrow streets, navigating bumper-to-bumper traffic, and lining up for hours to deliver display materials in time for the big event.
This is the side of trade show shipping that exhibitors don’t see when experienced trade show transportation partners execute precise moves to some of America’s busiest convention centers.
Trade show transportation: the devil is in the details
The biggest trade shows have thousands of booths, and most medium to large booths are brought in disassembled on trucks. When one event ends, the next is already being set up.
Experienced 3PLs like Shaker must know the ins and outs of each convention center’s requirements and systems that are put in place so that our customers can trust that their expensive exhibit, booth, or display will be there ready for the start of the show:
- Target move-in / move-out times: Specific pickup and delivery windows at each show ensure that dock workers are on site when a truck arrives. A late truck might cost the venue tens of thousands of dollars in extra labor fees while workers wait on the docks. If a truck is late for pickup after a show, show freight is “forced” from the dock and held at a nearby warehouse, all at an added cost to the exhibitor.
- Marshaling yard: A truck yard near the show venue where drivers check in before accessing the loading docks. This reduces chaos at the docks, but drivers often wait hours, sometimes days, in line. Shaker advises drivers to take their 10-hour reset before starting a trade show shipment, so they have enough time on their hours-of-service clocks for the long wait.
- Weight tickets: Loading dock crews charge by the pound for handling event cargo, so trucks delivering to shows are weighed to determine an accurate rate. Shaker instructs drivers to get weighed when empty, then again at a weigh station en route to the venue after they’re loaded with the booth freight.
- Unconventional loading docks: Most convention centers are in the center of busy cities, with little to no room for trucks to maneuver around loading docks without causing major traffic disruptions. As a workaround, most venues have underground docks, and some even funnel trucks directly onto the show floor to load and unload.
These quirks of trade show transportation can be a lot to keep track of, but after 30 years of hauling trade show exhibits across the country, Shaker knows how to navigate convention center chaos so exhibitors don’t have to.
The challenges of delivering to convention centers
Some of the most popular destinations for major trade shows are in cities with narrow roads, heavy traffic, many pedestrians, and no parking – not ideal for a big rig!
To deliver to each of these convention centers it takes a skilled driver, along with plenty of advanced planning and direction from transportation providers like Shaker, to ensure trade show deliveries make it through the throes of city traffic on time and unscathed.
Las Vegas Convention Center – Las Vegas, NV
Vegas is known by many as the trade show and event capital of the world, but it’s also one of the most challenging convention centers for truckers to access. Trucks carrying everything from oversized construction equipment to booths designed for on-the-spot pizza-making must navigate the constant tourist traffic surrounding the venue.
At the convention center, trucks deliver inside by rolling directly onto the show floor. To help drivers maneuver in the tight space, forklifts lift the trailers up and swing them into position, all while they’re still attached to the tractors.
Ernest N Morial Convention Center – New Orleans, LA
New Orleans might be a beautiful place to visit for a trade show, but it’s not the best place for big rigs. The historic streets are tight, and trucks are banned from traversing the oldest roads due to weight restrictions. Drivers also have to watch out for low hanging balconies that stretch over the streets as they make their way to the convention center.
Advanced route planning to this center sometimes involves the Shaker team canvassing the city on Google Street View to identify hazards that drivers should avoid.
The McCormick Convention Center – Chicago, IL
With 2.6 million square feet of exhibit space and 4 connected buildings, the McCormick Center is the largest event space in North America. But the city it sits in is notorious amongst truckers for being difficult to navigate.
A big convention center means an even bigger crowd of trucks, which often results in lines of semis backed up along major city roads as drivers wait to check in at the marshalling yard. Drivers have to pay a fee to enter the yard, then wait in another long line at the yard office to complete check in, all before they can make their actual pickup or delivery back at the venue.
The George R. Brown Convention Center – Houston, TX
Situated right in downtown Houston, the George R. Brown Convention Center hosts everything from major gas and energy conferences to NFL experiences. To access this center, drivers navigate one-way streets and extreme road congestion that intensifies when trucks are pouring into the area for an event.
The loading area at this venue is a gated yard at the back of the building, positioned alongside a busy street with little room for trucks to line up. Pickup and delivery appointments are strictly planned to avoid creating traffic, and trucks arriving outside their designated window are often rejected.
Orange County Convention Center – Orlando, FL
The Orange County Convention Center is made up of two buildings and hosts nearly 200 events each year, with multiple events going on at the same time.
Each building has its own set of loading docks, so drivers must know which building they’re pickup up / delivering at ahead of time to reduce delays. The Orlando area also has very little truck parking available. Finding a safe place for drivers to standby can be a challenge, and drivers can expect to pay up to $40 for a parking spot in local truck yards.
Charlotte Convention Center – Charlotte, NC
The CCC is located in Uptown Charlotte and connected to the NASCAR Hall of Fame. It’s accessible from 3 major roadways, making it easy for trucks to reach from any direction. But drivers have to contend with some of the worst reported traffic bottlenecks in the country.
The underground loading docks have only one way in and one way out and are often teeming with activity surrounding events, so drivers need to stay alert in the tight tunnels beneath the convention center.
How Experienced Logistics Partners Make Rocky Trade Show Logistics Smooth
These challenges aren’t roadblocks, just another part of the job when it comes to trade show and event transportation. Expert logistics partners like Shaker follow specific processes to minimize issues at the venue:
- Communication and visibility are key. Our dedicated team of trade show transportation professionals is constantly in touch with the driver and exhibitor, and our advanced tracking systems allow the exhibitor’s on-site contact to see exactly where the driver is. Trade show logistics often run overtime, so our team does too. Our after-hours logistics specialist and on-call team stay tuned in to the shipment’s progress, available to communicate and problem-solve 24/7.
- Drivers should be trade show experts too. Shaker has a specialized network of trade show carriers with exceptional safety scores and specific trade show experience, some of whom we’ve partnered with for years. The same driver handles both delivery and pickup for a given booth, as they’re familiar with the freight and the convention center’s dock procedures.
- Check the exhibitor manual. Each event has a packet full of information for exhibitors, including specific transportation policies and schedules. We often ask exhibitors for a copy of the manual so we can verify that all shipping details are correct and go over instructions with the driver to plan their route well in advance of the actual go time.
- Shipping to advance warehouses. Booth installations are based on a targeted schedule. To avoid the risks of missing their move-in window, exhibitors can ship their booth to an advance warehouse where it will be stored until move-in day. Shippers have to weigh this peace of mind with the added storage and handling fees that come with using an advance warehouse.
- Plan well in advance. If shippers give our team advanced notice of their trade show needs, we can lock in an experienced driver and plan the route ahead of time, so everything is in place when it’s time for the show to start.
We don’t expect exhibitors to split their focus between preparing their booth and monitoring transportation requirements. For 30+ years Shaker has handled trade show logistics for frequent exhibitors, and we have an expert team who will work with you to make sure your show transportation goes smoothly. Reach out to our team today for seamless trade show transportation service.