Tradeshow Shipping Checklist: How to Avoid Delays and Extra Costs

Preparing for a tradeshow or event involves more than booking freight. Missed deadlines, incomplete paperwork, or overlooked requirements can cost thousands in late fees and lost opportunities. Use this checklist to get it right the first time.

Tradeshow Shipping Checklist

Step 1: Confirm Show Requirements

• Review the exhibitor manual for shipping deadlines and dock instructions.
• Check if freight must go to an advance warehouse or direct-to-site.
• Note the marshaling yard address and delivery appointment rules.

Step 2: Choose the Right Freight Option

• LTL (Less-Than-Truckload): Budget-friendly for small crates/pallets when delivery appointments aren’t needed.
• FTL (Full Truckload): Dedicated truck for large booths or time-sensitive freight.
• Air Freight: Best for last-minute shipments.
• International Freight: Allow 10–14 days for customs clearance. Olympic provides brokerage support.

Step 3: Prepare and Pack Properly

• Use sturdy crates or ATA cases (avoid single-use boxes).
• Label each piece clearly: show name, booth number, company, contact.
• Mark shipments “1 of 3, 2 of 3” to prevent partial deliveries.
• Place a packing list inside each crate.

Step 4: Schedule Pick-Up Early

• Book ground freight 7 to 10 business days before the show.
• For air freight, schedule 2 to 3 business days in advance.
• Confirm dock hours at both origin and destination.

Step 5: Track and Monitor

• Use Olympic’s real-time tracking system.
• Verify freight is checked in at the marshaling yard.
• Keep the signed Proof of Delivery (POD) for records.

Step 6: Plan Outbound Return Shipping

• Complete outbound labels and BOLs before the event ends.
• Confirm whether freight returns to origin or goes into post-show storage.
• Expect delays during peak show season — book early.

Common Delays and Hidden Pitfalls

1. Missing Advance Warehouse Deadlines

Freight arriving late at the advance warehouse often means penalties or freight not making it to the booth in time.

2. Incomplete Paperwork

• Bills of Lading (BOL): Must include booth number and consignee.
• Customs Documents: Require full values, HS codes, and country of origin.
• Oversized Loads: Many states require special permits filed in advance.

3. Packaging Mistakes

• Weak packaging gets damaged during drayage.
• Labels fall off — always stencil booth / client name and info directly on crates.

4. Outbound Confusion

• Exhibitors often forget return shipping forms.
• Result: freight left on the show floor, incurring forced freight, drayage, and storage fees.

5. Venue-Specific Rules

• Many convention centers require union labor for unloading.
• Missed marshaling yard appointments can delay delivery by hours.

6. Underestimating Peak Season

• Spring and fall shows overlap; trucks and warehouse space fill quickly.
• Booking late means higher rates and less reliable delivery.

Pro Tips from Olympic Logistics

• Always verify insurance coverage — standard carrier liability is limited.
• Order electrical and rigging services early; delays here can halt booth setup.
• Use Olympic’s special projects team for sensitive or oversized freight.

By following this checklist and avoiding common pitfalls, you’ll save money, time, and stress at your next event.