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Tips and Guidelines for Trade Show Freight Shipping

When arranging freight for trade show display, there are standard guidelines that have to be followed. Apart from that, there are also some lesser-known tips to be considered. The combination of these factors will make your trade show freight shipping process easier and more efficient. 

Most of the time, organizing the shipment for all of your trade show items can seem like an overwhelming process. Sometimes, the sheer number of items that have to be moved can be a complication. Nevertheless, being diligent with planning and legwork will make sure you don’t run into any problems. 

More importantly, knowledge of the important guidelines and tips will make sure that your trade show shipping experience goes smoother. In this article, we are going to share some tips and guidelines for successful trade show freight shipping from Canada into the US and vice-versa.

Essential Tips and Guidelines for Trade Show Freight Shipping

Trade show freight shipping is the sum total of logistics involved in getting your booth to the show on time, securely and intact. When doing this, you need to work with a skilled and experienced logistics partner.

Also, both parties need to work hand in hand to ensure the successful movement of previous cargo. Below are effective tips for smooth trade show shipping:

Make a Plan

If you are wondering about the steps to trade show shipping in Canada, the first one is to make a plan. For every action, there should be a plan. This golden rule also applies to trade show shipping services in Canada and the US. For starters, this type of freight transportation has longer timelines compared with traditional freight. Therefore, for successful trade show shipping, you may need to send your materials and booth items weeks in advance. 

As part of making a plan, you should develop a detailed timeline as soon as you know the intended date of the show. It is crucial to make shipping your utmost priority.  In fact, working ahead of time can give you more opportunities when it comes to lowering the cost. You can also benefit from different transportation options. 

Use the Show’s Preferred Freight Vendor

You can get special rates and special treatment when you use the show’s preferred freight vendor. Sometimes this can help your freight get delivered early to your booth. Also, you get the benefits of being the first one to get picked up after the show is over. 

Look For a Trade Show Shipping Partner with Experience

The next tip is to make sure you choose the right trade show shipping partner. Although the show’s preferred vendor is recommended, they are often swamped and are likely to be overrun. Essentially, finding a trade show shipping service near you may be a better option.

There are a variety of businesses across the United States and Canada that offer general freight services. For example here at AllFreightShipping, we offer transportation and freight movement along the following routes:

  • Vancouver to Toronto
  • Montreal to Toronto
  • Calgary to Toronto
  • Edmonton to Toronto
  • New York To Toronto
  • California to Toronto
  • Dallas to Toronto
  • Chicago to Toronto
  • New Jersey to Toronto

However, rather than choosing a general freight service, it is best to look for a company that has specific experience in trade show shipping. A trade show shipping partner with the knowledge and specialized skills allows for the best possible results.

Consider Getting Insurance

Insurance is another essential thing to take into consideration for trade show shipping. There are various insurance options to choose from when it comes to your trade show freight shipments. Insurances include carrier insurance, extended liability coverage, and corporate insurance policies. 

Some carriers can also provide you with exhibition floater insurance. In detail, this type of insurance can ensure that your items are covered for the entire show. A vast number of freight forwarding companies nowadays are insured against delays and loss. Your business should be too!

Place a Non-Stackable Cone on the Freight’s Top

If your freight is on a pallet instead of a crate, it is crucial to get a non-stackable cone. We know you would like to ensure that everything required for your show is protected. Therefore, place a non-stackable cone to avoid the risk of someone else’s pallet being stacked on top of yours. 

Have Good Communication with Your Shipper

After choosing a trade show shipping company to work with, you should assign representatives to handle all of the tasks. Also, it would help if you assigned the different aspects of shipping for your trade show materials, displays, and booth to different people. 

More importantly, it is essential to have contact with the persons you assign. To make the trade show freight shipping successful, they should be available whenever you need them, and vice versa. Building a good rapport with your shipper will allow you to make a more productive and less stressful trade show transportation. 

Pack Additional Shipping Supplies

This is one of the essential tips for successful trade show shipping that most businesses ignore. Remember, there is still another round of packing that you need to do after the show is over. Therefore, make sure to pack additional packaging tape to reseal boxes, shrink wrap, etc. 

Doing this will provide you with convenience and cause less stress when the trade show is over. Besides, you can avoid needless trips to the store when you pack extra shipping items and supplies.

Keep the Necessary Details Organized

Aside from the tips mentioned above, it is crucial that all of the trade show shipping details be organized. In fact, this is more important, especially in terms of documentation.

Complete All the Required Documents 

Lastly, you must ensure that all of the required documents associated with the shipment are complete. Proper checking of paperwork and labeling is one of the critical things to know for trade show freight transportation. If handled poorly, you run the risk of delay in freight movement and transportation.

Final Thoughts

Trade show freight shipping can be a success or failure, depending on your management. Also, it is the major determinant behind whether your trade show booth arrives at the right time, in the right place and in the best condition. To make sure that your trade show is successful, you need to make plans. Additionally, you should follow the factors described above.

Here at all Freight Shipping, we provide innovative trade show freight shipping solutions for all logistics problems. Our experienced team will do the heavy lifting in terms of planning, paperwork and timing. Call us via 647-691-5535 or email us at to get a QUOTE today.