1. Remove old address and carrier labels. If you have multiple labels on your pieces, then a freight handler may not know which one is the current one to be using. Freight can be sent to the location that you just shipped back from if it’s not perfectly clear which label is providing the current address or shipping info.
2. Pick a reputable shipping company that specializes in trade show shipping. There are some shipping companies that do not understand trade show freight. Often, they inflate their promises without an understanding of crucial procedures like driver check-in times and waiting until the freight is released post show. These mistakes can be costly. You may end up paying twice what you originally budged when your freight is forced to be shipped by the show coordinators because your shipping company didn’t follow proper procedures.
3. Retire old cases and crates. Don’t make the mistake of thinking your crates will make it to one more show before you have to replace them. Don’t guess! If your crates and cases are even a little iffy, spend the money and have them replaced or properly repaired. The shipping industry, including the show’s freight handlers, are very rough with your items. They don’t care that you have glass and TVs in those crates and it is marked “fragile”. If you have any doubts…replace it!
4. Clean out the clutter. Don’t ship items that you definitely do not need. If you don’t need that counter at the show don’t ship it. Once you label your crates as empty to have show services take them away, they treat them as “Empty”. Meaning they are stacked with the hundreds of other crates from the show. Often on their side or even upside down. You don’t want your items rattling around in there getting damaged. In addition, extra weight can lead to increased material handling fees.
5. TVs need special cases. Buy the special AV cases for your TVs. Just keeping them in the box does not protect them the way they need to be protected. The box contents become compromised quickly. Buy the top loading cases; side loaders may be opened the wrong way and your TV will fall out on to the floor.
6. Follow up. Follow up on your freight. Call and get a “Proof of Delivery” (also called P.O.D.) Make sure it was delivered to the correct location. Did it arrive on time? Who signed for it? Make sure that the carrier has the correct information for picking up. If you are not going through a display house who is managing shipping and setup for you, find out if the carrier will give you the driver’s phone number. This way, you can call him and make sure he arrives on time for check in.
7. Make sure to palletize all loose and miscellaneous items. Items are much more secure that are offloaded on a pallet. If your items are not on a pallet, the show will charge you more to offload and load them. Don’t pay extra fees when you don’t have to.