With all the flashing lights, vibrant colors, and free swag galore, trade shows are the B2B playground of opportunities that businesses always look forward to. Behind the hustle and bustle of every show is a yearlong ramp-up that costs huge amounts of time, effort, and money to put together. In 2024, exhibitors across North America spent $162 billion in trade show expenses. When the stakes are this high, exhibitors can’t afford to leave their transportation to chance.
We spoke with Larry Grossenbacher of CSI Worldwide to talk about why shipping shouldn’t be an afterthought when it comes to trade shows, and how vital it is for exhibitors to have an experienced logistics partner in their corner.
The Wild World of Trade Shows
CSI Worldwide has over 50 years of experience providing installation and dismantle (I&D) services and general contracting services, continuously taking on the brunt of trade show operations for show organizers. CSI Worldwide partners with UFI, the Global Association of the Exhibition Industry, to represent, promote and support the exhibition industry.
As president of the general contracting division at CSI with 30 years of experience in trade show operations, Larry has seen first-hand the importance of an experienced trade show shipping partner.
“Not having a transportation partner with experience in the trade show space is a severe disadvantage for exhibitors. If you’re not dealing with a logistics provider that understands trade shows, you can get some curveballs that’ll really ruin your event.”
The Immeasurable Value of Industry Knowledge
“Trade shows are a unique business where shipping isn’t just a simple pickup or delivery,” Larry said. “An understanding of trucking just isn’t enough; the added knowledge of events is essential.”
The trade show industry operates at a demanding pace with high stakes for exhibitors, show organizers, and carriers. Pickup and delivery timelines, and of course the freight itself, need to be approached with special care and obsessive attention to detail that only seasoned experts can deliver.
Proper Equipment:
Trade show booth materials don’t often require highly specialized equipment, but logistics partners do need to ensure that the equipment is compatible with the way the freight is packaged.
Most booths include fragile displays that must arrive in pristine condition to make a splash on the show floor. Larger booth items are sometimes packaged on wheeled carts for easier setup at the venue. Carriers moving booth materials need the right dunnage (straps, bars, and blankets) to prevent freight from tipping or sustaining friction damage in transit. The trailer itself must be compatible with trade show freight, and Larry has seen how easily schedules are derailed when a carrier has the wrong equipment at the dock:
“In one instance a refrigerated trailer with a fluted floor arrived to pick up booth materials, which were packaged on wheels. Because of this miscommunication, the freight couldn’t roll smoothly into the trailer, and it took extra time to load the truck.”
Because some trade shows contract union labor to load and unload booth materials from trucks, any delays will cost the show organizer thousands of dollars for additional labor. A seasoned logistics partner knows what trailers are best used for trade show shipping and will ensure that the carrier arrives ready with the right equipment.
Carrier Choice:
Almost more vital than knowledge of the right equipment is familiarity with specific timing requirements for trade show shipping.
Each trade show has its own pickup and delivery schedule. Depending on the event, trucks might be directed to a marshalling yard for staging many hours before they can make the actual pickup or delivery. Or, trucks may be lined outside the docks at the event venue itself on a first come, first served basis. Wait times in these lines can be anywhere from three hours to three days, which is a challenge for exhibitors using inexperienced carriers.
“Drivers have abandoned their pickup because they didn’t want to wait an hour in line,” said Larry. “From there, booth materials are typically surrendered to the show contractor who, acting on the exhibitor’s behalf, gets the freight moved off the floor and on to another warehouse. This often means the shipper is handed last-minute costs to recover their materials.”
In more extreme cases, inexperienced carriers leave the delivery line, and exhibitors have to scramble for a last-minute delivery option that often comes at a premium. This is the risk exhibitors take when they choose common carriers like FedEx or UPS to deliver their trade show materials.
“I can’t stress enough how valuable it is to have a logistics provider that understands the event industry. Common carriers can be helpful, but often their business models don’t align with trade shows, which can make additional work and expenses for exhibitors,” said Larry.
It’s critical that the driver is prepared to spend hours waiting, which is why exhibitors need a logistics partner who knows this and will communicate that with the driver. For example, Shaker Logistics has their own dedicated pool of trade show carrier partners with specific experience in trade show and events shipping.
Trade shows often have a “house carrier” they advertise to exhibitors. While these carriers have trade show experience, they’re less likely to give special attention to any one booth because they have so many booths to move in one show. Exhibitors always have the option to choose their own logistics partner, especially if they have a trusted partner who is familiar with their event schedule and communication preferences.
Fraud Fighters
As with any industry, fraud is a concern in the trade show business. Scammers target exhibitors because they know how much money and effort goes into preparing for a trade show, and they know that stakeholders are willing to pay a pretty penny to make sure their booth materials don’t get lost.
Shaker Logistics and other reputable industry players are constantly working hard to combat this fraud, starting with strict carrier vetting processes that rule out suspicious and fraudulent carriers. Shaker also has real-time GPS tracking and direct contact with drivers for high visibility on all trade show shipments.
Larry advised exhibitors to take charge of their role in fraud prevention: “Put a tracking tile in each piece of your booth. It’s not perfect, but it can certainly help in a pinch. Above all, choosing a trustworthy transportation partner will provide you with the most security.”
Quick Transportation Tips for Exhibitors
After months of planning and perfecting, exhibitors want everything to go perfectly at the big event. Larry shared some final tips for exhibitors to be successful with their transportation:
- Send to an advanced warehouse when you can and if costs permit. It can provide peace of mind to know that your items have arrived well before the event.
- Label your freight. If you have seven pieces, number them. This helps the event contractors make sure everything is accounted for and find missing pieces before it becomes an issue.
- Partner with a logistics provider who has experience in the trade show and events industry. Save yourself the stress and avoid potential hiccups that can cause more friction in an environment that already has many moving pieces.
30 Years of Experience in Trade Show Shipping and Event Logistics
Let our team help you down the home stretch and get your booth safely to the event. Reach out to our team today for more information about our trade show and events services!