Trade shows are excellent opportunities for growing companies who wish to enhance their brand visibility, target new demographics, and build relationships with other organizations. Yet, they also require a considerable amount of planning and prep work. Quite often, company representatives must travel to other states to set up an exhibit booth at a trade show. It’s easy for reps to hop on a plane, but what about everything that needs to be delivered to the trade show? Talk to a freight carrier about how to ship your products and exhibit materials.
Get a quote in advance.
Preparing for a trade show is a lengthy process that can take months. Compared to planning your exhibit, shipping your materials should be a breeze. However, you’ll definitely need to contact a freight carrier in advance. Request a quote for the shipment about one to two months before the trade show. It is generally best not to get a quote any earlier than that, as rates can change due to fluctuations in fuel costs.
Ship your exhibit early.
Get in touch with the venue and find out how early you can ship your exhibit materials. Then, talk to the carrier’s representative and make arrangements for the shipment to meet the earliest possible date. This gives you some flexibility in case bad weather delays the shipment.
Make sure the BOL is filled out accurately.
Every shipment is required to have a bill of lading (BOL). It serves as a title document proving ownership of the shipment, a contract between you and the carrier, and a receipt of the shipment services. Protect your shipment by making sure it’s filled out properly. BOLs for trade show shipments may include additional instructions. For example, your BOL may assign responsibility for getting the packages to the correct booth.
If you’re gearing up for a trade show and need a way to transport your exhibit materials, get in touch with the team at Xcel Delivery Services. We offer affordable quotes on freight delivery, including less than truckload (LTR) shipping. You can reach our office in Phoenix at (602) 368-1300.
