It’s nice to know that when you need to ship event freight there are companies that can handle the multitude of logistics involved. Having been involved with coordinating event freight, I can tell you that good drayage companies are worth their weight in gold.

Tradeshows are a part of meeting and events industry where event drayage companies, now more commonly referred to as event freight companies or brokers, are utilized. Specifically, I’m talking about those large tradeshow displays that obviously wouldn’t be easy to store in a plane’s overhead compartment. Rather those exhibitors usually contract a freight broker to move their valuable booths, displays, etc.

Event Freight Tips and Considerations

It can be nerve-racking when you have to rely on a third party to deliver your goods. That’s why it’s important to do your due diligence to make sure you’re working with a reputable freight company.

The International Events Logistics Association’s (IELA) website has valuable information on freight brokers and freight moving. As the Association’s objective states: they provide a forum for people involved with international transportation of exhibition material. A very good resource to use when doing your due diligence.

Always ensure that the company has a representative or a freight broker at the receiving destination. There is a fair amount of logistics involved with receiving freight (designated unloading docks, venue marshaling, etc.) and you really want an expert on hand at the receiving end.

Make sure that your drayage contract ensures that your crates will be delivered to your booth area. Hence it would be an asset to know your floor plan location before you arrange shipping.

Your contract should also include the removal of crates and boxes from your exhibit space once unloaded.

Know exactly what is in your shipment. Make sure that every item is outlined on your shipping documents.

It’s important to track your shipment until you receive it. If you start to notice a delay jump on it immediately. Timing is of the essence.

Make sure you sign off on the shipping documents. And also make sure to bring that document with you.

It’s a good idea to arrange for return shipping at the same time.

If you have important documents that you can’t do without then don’t ship them, carry them with you.

If you are unhappy with an event freight or drayage company, do not use them again.

Check out this Related Article: Trade Show Displays: Which Type Is Right for You

Final Thoughts

Shipping event freight requires considerable logistics and organizational skills. It’s always best to utilize an experienced shipping company. But do your homework to ensure that you’re working with a company that understands your needs.

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