You’ve spent months designing the booth, weeks perfecting the pitch, and three days on your feet talking to leads. The show is closing, the carpet is being ripped up, and suddenly, a decorator hands you a Materials Handling Agreement (MHA).
If your heart rate just spiked, don’t worry. At Olympic Logistics, we’ve seen it all. Consider this your cheat sheet to getting your freight home without forced freight fees or the post-show migraine.
What is an MHA (and Why Should You Care)?
Think of the MHA as your booth’s boarding pass to get on the truck. Without a correctly filled-out form, the show decorator (like Freeman or GES) is legally unauthorized to release your crates to Olympic Logistics.
How the MHA Prevents the Chaos
The MHA tells the decorator two vital things:
- Who is picking it up: (Olympic Logistics)
- Where it’s going: (Your office or our Advance Warehouse)
By filling this out correctly, you are putting a “No-Fly Zone” around your freight. It ensures that the decorator knows someone is coming for it, and it gives you a legal paper trail. A little paperwork now saves a massive invoice—and a potential career headache—later.
The $10,000+ Nightmare: “Forced Freight”
If you leave the show floor without turning in a completed MHA, or if you fill it out incorrectly, the decorator won’t just leave your crates sitting in the empty hall. They will Force your freight.
Here is what happens during a Forced Freight event:
- The decorator hands your expensive exhibit to a carrier of their choice—usually at premium, non-negotiated on-site rates that can be 3x to 5x higher than your Olympic Logistics quote.
- If the decorator’s carrier can’t deliver it immediately, they take it to a holding warehouse. You will be billed for the drayage to the warehouse, the daily storage fees, and the eventual re-delivery back to your office.
- Once freight is forced, tracking it becomes a game of telephone between the decorator, a secondary trucking company, and the warehouse. We’ve seen exhibitors lose weeks of productivity just trying to locate their booth for the next show.
For a standard 20×20 booth, a Forced Freight mistake can easily add $5,000 to $15,000 in unexpected surcharges to your show budget. Our goal is to make sure that $15,000 stays in your pocket.
The “Stress-Free” Move-Out Checklist
To make your exit as smooth as your opening keynote, follow these steps:
1. The “Empty” Strategy
Early in the show, head to the Service Desk. Grab two things:
“Empty” Labels: Stick these on every crate, pallet, and trunk you want back at the end.
The MHA Form: Get it early so you aren’t scrambling when the crates finally reappear at your booth.
2. Filling Out the MHA Like a Pro
Whether you’re looking at a form from Freeman, Shepard, or GES, the logic is the same. Here are the “Olympic Essentials” to include:
Carrier Name: Always write Olympic Logistics. Don’t leave this blank!
The “Safety Net” Box: Look for a section that says “Deliver back to warehouse at exhibitor’s expense” or “Re-route via decorator’s choice.” Always check the “Return to Warehouse” option. This ensures if something goes wrong, your freight stays local where we can go grab it for you, rather than being shipped to Timbuktu on a carrier you didn’t hire.
Piece Count: Be specific. Instead of “1 lot,” write “3 Crates, 2 Pallets, 1 Carpet Roll.” It helps our drivers ensure nothing is left behind.
3. Document It
Once you hand that completed form back to the Service Desk, they will date and time-stamp it.
Pro-Tip: Take a clear photo of that stamped MHA and text/email it to your Olympic Logistics representative immediately. If there’s a dispute later, that photo is your Get Out of Jail Free card.
Why Choose Advance Warehousing?
If the thought of timed windows and marshalling yards makes you dizzy, Olympic Logistics offers Advance Warehousing.
By shipping to our warehouse up to 30 days before the show, you bypass the chaos of Direct-to-Site shipping. Your booth is already waiting for you when you arrive, and on the way out, we handle the transition back to storage so you can catch your flight home in peace.
Quick Reference: Decorator Nuances
While most forms look the same, keep an eye out for these minor differences:
| Decorator | What to Watch For |
|---|---|
| Freeman | Often uses digital MHA options; ensure you still get a PDF confirmation to send to us. |
| GES | Very strict on “Clear Floor” times. Ensure your MHA is turned in the moment you are packed. |
| Shepard | Known for specific “target” move-in/out times. Double-check your manual for your specific window. |
The Big Three Cheat Sheets: Freeman, Shepard, & GES
Every decorator likes to move the furniture around—literally and figuratively. While the goal is the same, a Freeman form looks different than a GES or Shepard form. To make your life easier, we’ve prepared three step-by-step PDF examples that show you exactly which boxes to check.
1. The Freeman MHA
Freeman is the giant of the industry. They often use digital kiosks or mobile apps for move-out, but you can still request a paper MHA.
Look out for: Their Target Change fees. If you don’t have your MHA turned in by the time specified on your move-out notice, they may re-route your freight immediately.
2. The Shepard MHA
Shepard forms are generally straightforward, but they are very specific about Special Instructions.
Tip: In the “Carrier” section, clearly write Olympic Logistics. Under “Special Instructions,” we recommend writing: “Call Olympic Logistics at 800-573-8200 for pickup.”
3. The GES MHA
GES is known for high-efficiency Clear Floor policies. This means they want you out fast.
Tip: Ensure your driver knows the GES check-in location (which is often different from the loading dock). Filling out your MHA correctly ensures the GES clerk and our driver are on the same page.
How These Examples Help
Standing in a booth at 5:00 PM on the last day of a show is not the time to be solving a paperwork puzzle. By downloading our Olympic Logistics Example PDFs, you can:
Pre-fill your info: Know exactly what piece counts and carrier details you need.
Train your team: If you aren’t on-site, send these PDFs to your booth staff so they don’t accidentally check the “Ship via Decorator Choice” box.
Avoid Forced Freight: Following our examples ensures the decorator knows Olympic Logistics is coming to get your gear, preventing expensive shipping surprises.
We’ve Got Your Back
At Olympic Logistics, we don’t just move boxes; we manage the stress of your “away game.” If you’re standing in a half-dismantled booth and can’t find a pen, just give us a call. We’ll walk you through it.
Ready to ship smarter for your next show?
