Managing logistics is one of the most important aspects to consider when participating in a trade show. It’s also one of the most difficult, particularly for new companies attending a trade show or commercial event for the first time.
From comparing shipping rates to making sure you follow the event guidelines, there are many steps to take when preparing for a trade show.
Fortunately, the right approach can make trade show logistics considerably easier. Below are three tips you can use to simplify the process, reduce stress and make your trade show experience smooth and efficient.
Contact the event organizer to find out about the logistical arrangements
Trade show organizers provide exhibitors with specific instructions ranging from where to store the modular booth to how to pack the equipment.
When choosing a trade show, it’s always best to contact the organizers as early as possible to find out about the logistical arrangements. The event organizer should be happy to send you a guide detailing where to ship your booth and how to prepare it for the event.
In most cases, you will need to ship your booth several weeks before the show. The organizer should provide you with comprehensive shipping information, including the schedule of the warehouse where the booths and other event equipment will be stored.
The sooner you get this information, the easier it will be to plan your logistics for a successful trade show.
Label your equipment
Prior to the event, your booth and equipment will likely be stored in a warehouse with hundreds of other booths shipped and tagged by other companies and organizations.
By carefully labeling your equipment, you reduce the risk of it being mixed up with other items stored nearby. If you forget to label even the smallest item, your equipment could get lost along the way.
Before storing your trade show equipment, label and number ever item to make the assembly process simple and straightforward. This will also make inventory easier and less stressful.
Don’t just label your trade show booth and equipment—it’s also important to label your shipping containers with your company’s name and the show you are attending.
Consider using a logistics broker
Handling the logistical aspects of attending a trade show in a foreign country is a significant challenge, but one that can be managed. From insurance to important documents, planning a trade show exhibit becomes more difficult when borders are involved.
That’s why it’s a good idea to work with an experienced logistics broker if you are attending a trade show in another province or country.
A logistics broker will keep you informed of the administrative formalities that must be completed before your event. They will also be able to take care of the majority of the logistical process, saving you a considerable amount of time, which you can then spend preparing for the event itself.
Trust totm exposition with your event logistics and be a success
The logistical aspects of preparing for an event can be extremely difficult, especially for those who haven’t done it before. It’s often preferable to leave the logistics to experts.
Contact us to find out more.