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Quick Tips to Successfully Ship Your Trade Show Display

After your exhibit is finalized and built, the most challenging part of a successful trade show execution is shipping your display. Getting your exhibit from Point A to Point B can prove more challenging than most expect.

Streamline the Shipping Process on Your Trade Show Display

A carefully constructed shipping plan cannot be underestimated. Unfortunately, this can be a costly oversight. No matter how carefully designed your exhibit, or how well-trained your staff is, not having your trade show display and all of its corresponding parts arrive at the venue instantly means trouble for your company at any given event.

Fortunately, there are a few ways to ensure your shipment arrives in full. Follow these simple tips and they could make a major difference in your overall shipping experience.

Some Key Pointers Include:

Use Bright Colors: Make your shipments stand out by selecting brightly colored boxes and purchase them in various sizes so you can transport everything to the venue in the same selected hue. You can also add brightly colored labels to catch your eye. Think about all the black luggage that comes around baggage claim after your flight; you’re the smart passenger if you tied big pink or green ribbon it to find it quickly! The scale of your exhibit boxes is much larger, so make sure you can find them quickly and easily by setting them apart.

Name Your Boxes: Beyond choosing your personalized color, you should also give unique, but fitting names to each of your boxes as well. Write on them in large letters, so anyone in the room can easily see which box name you are searching for.

Remove Old Labels: Don’t just stick new shipping labels over the old ones. You could be risking the top label to peel off revealing the old one and who knows where your exhibit could end up. Always take off old labels completely so there’s never a chance for confusion on where a box needs to go.

Recycle Older Packaging: You may feel like you are saving money by reusing older packaging and boxes. However, over time, these boxes can break open during transport and potentially cause damage to any items inside, or even worse, lose them. Always inspect your shipping materials and make sure you are using packing items that can withstand the transport.

Leave Specific Instructions: Make sure one or two people know exactly what was shipped with your exhibit. Minimize the chance that something will get overlooked by including specific instructions with a few staff members. Outline specifics, such as number of boxes and crates shipped, an itemized list of parts or pieces to include in the setup, and any extra items that are needed in your booth. This will ensure everything finds its way to your floor space.

Rent Accessories At The Show: Finally, always consider various items that can be rented from a local location of your exhibit vendor. Instead of paying for shipping, your appointed venue vendor can often bring in rugs, seating, lighting and other accessories to avoid major shipping costs. You’ll enjoy quality products, but won’t have the responsibility that comes with having to ship it to your team in advance.

These simple yet straight forward tips can help you make your shipping a success. For more tips on exhibit shipments and to prevent unwanted stress, check out this blog.

If you’re an inline exhibitor, learn how to make the most of your display and set yourself up for success at your next show. Request your free copy of the Trade Show Tips for Inline Exhibitors white paper to learn more. Click here.



About the Author

Ken "Bucky" Buckman is a 20-year veteran of the trade show industry and the CEO / co-founder of Skyline Tradetec. Skyline Tradetec is a well-known industry leader specializing in custom modular, hybrid, portable and custom exhibits and graphics as well as full online-driven services and program management. For more information on trade show displays, trade show booths, and trade show exhibits in Chicago, please visit

One response to “Quick Tips to Successfully Ship Your Trade Show Display

  1. I really like the idea of shipping your trade show materials in bright colors and using the same color throughout that trade show. It can make it a lot easier for the employees going to keep everything together and not lose something that could be important. I also like leaving specific instructions. Communication is key in an company and more so when part of the company is on the road.

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