Tradeshow Shipping: Advance Warehouse or Show Site?
05/26/2016 — PartnerShip
It’s a question we get asked a lot: “Should I ship to
the advance warehouse or direct to the tradeshow site?” The answer really depends
on your tradeshow schedule and / or the size of your booth.
When you exhibit at a tradeshow, you have to ship your
booth, booth furnishings, marketing collateral and handouts, and product to the
show site in order to have a successful show. Your shipping choices are to ship
direct to the tradeshow floor to arrive when your booth staff does, or you can
ship days or even weeks earlier to the advance warehouse. Here are the
advantages and disadvantages of both options.
Shipping Direct to
Show Site - Advantages
You can wait until the last minute to get
everything ready to ship, such as booth graphics, product prototypes or mock-ups,
and marketing collateral
Your material handling charges will be a bit
You can ship small packages directly to the show
Shipping Direct to
Show Site - Disadvantages
Your shipment may be one of hundreds arriving at
the same time, so even though it may arrive early in the day, it might not reach
your booth until much later
The I & D (Install and Dismantle) team
waiting to build your booth may have to wait for your shipment, causing you to
incur overtime charges
If your shipment arrives earlier or later than
your move-in time, you will incur additional charges
If you have a targeted move-in time assigned by the
show, you may have to pay higher shipping charges for guaranteed delivery during
your assigned move-in window
You may have to pay overtime charges, especially
if your shipment has to arrive on a weekend or after hours
Each show has a dedicated warehouse for delivery
and storage of all shipments. Your materials are kept dry and secure until show
On the first day of move-in your freight will be
waiting for you at your booth
You can confirm your shipment has arrived and
that everything is intact. In the event damage does occur, you have time to
react and adapt
The weather! Tradeshows often take place in
months when severe weather can delay your shipment
Your shipment can typically arrive up to 30 days
prior to move-in, meaning delivery dates and times are more flexible so you can
lower your shipping costs by using a non-priority service
If your freight arrives after the deadline, it
will still be received, but additional charges will apply
The warehouse will only accept crates‚ palletized
items, trunks/cases and carpets. Loose or small packages must be sent directly
to the show site
** A word about material handling / drayage fees: Material handling
fees are charges based on various operational activities, such as storage of your
freight, labor and equipment to unload inbound shipments, delivery to your
booth, delivery of empty containers to and from storage, and moving materials from your
booth to the outbound carrier. Material handling fees are
unavoidable; you pay them whether you ship to the advance warehouse or the show
site. Typically, advance warehouse material handling fees are only about 10%
higher than show site material handling fees.
Our suggestion: if you are not constrained by a tradeshow schedule that forces you to ship your booth from one show to the next, the
advance warehouse is your best shipping option. It might be a bit more expensive,
but the time, stress and anxiety savings will more than make up for it.
If you have a small tabletop or pop-up booth that can be
assembled quickly with no help needed, and you are not anticipating any potential
weather delays, shipping direct to the show site is an acceptable option.
We’ve helped thousands of companies ship their tradeshow
materials and we’ve accumulated a great deal of knowledge, tips, and tricks to
make your tradeshow experience a smooth one. Email us at sales@PartnerShip.com for more
information or with any tradeshow question!
Over the years, refrigerated (reefer) trucks have revolutionized the way perishable goods are transported. This technology provides shippers with the ability to reach larger markets and gives consumers better access to things like produce, pharmaceuticals, and personal care products. Most commonly, shippers and receivers of fresh fruits and vegetables, meats, and dairy products rely on this refrigerated technology to do business. However, with broadening opportunity, often comes increased regulation – especially when it comes to food safety.
The rule specifies conditions for cleaning vehicles between shipments, pre-cooling trucks, keeping accurate records on temperature controls, conducting training, and other protective measures.
Specifically, the rule establishes requirements for:
Vehicles and transportation equipment: The design and maintenance of vehicles and transportation equipment to ensure that it does not cause the food that it transports to become unsafe.
Transportation operations: The measures taken during transportation to ensure food safety, such as adequate temperature controls, preventing contamination of ready to eat food from touching raw food, protection of food from contamination by non-food items in the same load or previous load, and protection of food from cross-contact, i.e., the unintentional incorporation of a food allergen.
Training: Training of carrier personnel in sanitary transportation practices and documentation of the training. This training is required when the carrier and shipper agree that the carrier is responsible for sanitary conditions during transport.
Records: Maintenance of records of written procedures, agreements and training (required of carriers). The required retention time for these records depends upon the type of record and when the covered activity occurred, but does not exceed 12 months.
Some operations are exempt from the rule, including those engaged in food transportation operations that have less than $500,000 in average annual revenue. Small businesses (businesses other than motor carriers who are not also shippers and/or receivers employing fewer than 500 persons and motor carriers having less than $27.5 million in annual receipts) will have two years to comply, while other businesses have one year from publication to comply.
If you ship or receive food, it’s important to understand these changes and the effect they’ll have on your operations. When your shipment requires a refrigerated trailer, you need a carrier that has superior capabilities and a price that won’t break your bottom line. PartnerShip provides competitive pricing on refrigerated truckload shipments and only works with the most reputable carriers. Get a free quote today!