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FREIGHT LOGISTICS
& CHECKLISTS

Expo Outfitters offers comprehensive freight and logistics support, ensuring seamless delivery, setup, breakdown, and return shipment for all tradeshow exhibits.

Expo Outfitters provides hassle-free freight and logistics support to ensure your booth and materials are delivered and set up on time, without stress. We understand the critical importance of getting your exhibit from point A to point B securely and efficiently. Our logistics solutions include trusted transportation partners, precise timing for delivery and pick-up, and careful handling of all freight.

We offer full-service shipping, set-up, breakdown, and return shipment for your tradeshow booth and materials, making sure everything arrives safely and is re-packed for future use. From coordinating transportation to managing the entire process, Expo Outfitters ensures your booth reaches the convention center on time, is set up properly, and makes it back safely. We manage all logistics details so you can focus on your event experience.

Use Expo Outfitters checklists for how Expo Outfitters prepares exhibitors for inbound shipping to a tradeshow event:

Inbound Shipping Preparation Checklist

  1. Confirm Event Dates & Deadlines: Ensure you know the event dates, official move-in times, and all shipping deadlines for early and standard deliveries.
  2. Review Shipping Guidelines: Carefully review the event’s shipping guidelines, including weight restrictions, delivery windows, and labeling requirements to avoid delays.
  3. Select a Reliable Freight Carrier: Choose a trusted transportation partner with experience in handling tradeshow logistics to ensure safe and timely delivery.
  4. Package Materials Securely: Use durable packaging materials, such as crates or reinforced boxes, and secure all items to prevent damage during transit.
  5. Label Shipments Correctly: Clearly label all shipments with the exhibitor’s name, booth number, event name, and destination to streamline delivery to the show floor.
  6. Complete Shipping Documentation: Prepare all necessary shipping paperwork, including bills of lading, packing lists, and insurance documents to ensure compliance and coverage.
  7. Schedule Pick-Up & Delivery Times: Coordinate pick-up and delivery dates with your freight carrier to align with the event’s delivery schedule and avoid late fees.
  8. Provide Detailed Instructions: Communicate any special handling requirements, such as “Do Not Stack” or fragile contents, to your carrier for proper handling.
  9. Track Shipments: Use tracking numbers to monitor your shipments in real-time, ensuring they are en route and will arrive on schedule.
  10. Plan for On-Site Receiving: Arrange for on-site receiving services, ensuring your exhibit materials are promptly delivered to your booth location upon arrival.

This checklist helps exhibitors prepare for a seamless and stress-free shipping experience, ensuring that materials are in place and ready for a successful tradeshow presentation.

Outbound Shipping Preparation Checklist

  1. Inventory All Items: Create a detailed list of all booth components, marketing materials, and additional items that need to be returned to ensure nothing is left behind.
  2. Disassemble Booth Properly: Carefully dismantle booth structures, following guidelines for safe disassembly, and organize components for efficient packing and transport.
  3. Inspect for Damage: Check all items for any signs of damage during the show and document issues. Make note of any items needing repair or replacement before storage.
  4. Package Materials Securely: Use durable packing materials such as bubble wrap, padding, or sturdy crates. Ensure that fragile items are well-protected to prevent damage in transit.
  5. Label All Containers Clearly: Label each box or crate with detailed descriptions, including “Fragile” or “This Side Up” as necessary. Include the booth number, exhibitor name, and warehouse destination.
  6. Prepare Shipping Documentation: Complete all necessary outbound shipping paperwork, such as bills of lading, inventory checklists, and return shipping labels for accurate tracking.
  7. Schedule Return Pick-Up: Coordinate a pick-up time with the freight carrier that aligns with the venue’s move-out schedule to avoid storage fees or additional costs.
  8. Track Shipping In-Transit: Use the provided tracking numbers to monitor the shipment’s progress back to the warehouse, confirming that all items are in transit as planned.
  9. Plan for Warehouse Receipt: Notify the warehouse of the incoming shipment with estimated arrival times and any special instructions for unloading or temporary storage.
  10. Inspect Items Upon Arrival: Conduct a thorough inspection of all items once they arrive at the warehouse to ensure everything was delivered safely and intact. Document any discrepancies or damage.

This checklist ensures that booth materials are properly handled during the move-out process, making it easy to store, repair, or prep for the next event.