Shipping your booth might seem like a simple step, but it’s one of the easiest places to lose time, money, and peace of mind. Between venue restrictions, tight windows, and expensive material handling fees, even small oversights can create big problems.

Here’s how experienced exhibitors stay ahead of the curve and make sure their booths arrive where they need to be, exactly when they’re supposed to.

1. Ship to the Advance Warehouse (When You Can)

If your event offers an advance warehouse, use it. It’s one of the best ways to minimize risk. Instead of racing to meet a tight delivery window at the venue, your freight can arrive days (or even weeks) ahead of time. It’s received, stored safely, and delivered to your booth before you even walk in for setup. This means less dock traffic, fewer delays, and peace of mind knowing your display is already onsite and accounted for. Just don’t forget: the advance warehouse has its own deadline — check your exhibitor manual for exact dates.

2. Understand Your Targeted Move-In Time

Many trade shows stagger freight deliveries based on booth size or location. This “targeted move-in” system helps manage congestion but if you miss your assigned time slot, your delivery might be rejected or incur steep fees. To avoid that, review the logistics section of your exhibitor kit carefully. Confirm your exact move-in window and make sure your shipping partner has it, too. Target times are specific to each show, and even returning exhibitors can be caught off guard when things shift year to year. 

3. Consolidate Everything You Can

One of the easiest ways to cut unnecessary costs? Ship fewer pieces. Material handling, often called drayage, is typically calculated based on total weight and the number of packages. Multiple small shipments can quickly rack up higher handling fees than one consolidated pallet or case. Whenever possible, bundle your items into a single labeled skid or hard-sided crate. It’s not just cheaper, it’s also easier to track, unload, and deliver to your booth without confusion.

4. Use a Freight Carrier That Knows the Show

Trade shows have their own rhythm and rules and not all carriers are equipped to handle them. That’s why most shows offer recommended freight partners who know the venue, the dock crew, and the schedule inside and out. These carriers are often faster to check in, more reliable under pressure, and available onsite to troubleshoot if something doesn’t go as planned. If you’re using a third-party carrier, make sure they’re fully briefed on the delivery address, deadlines, and whether to go to the advance warehouse or direct-to-show.

5. Prep Your Return Shipping Before Day One

Return shipping is often left until the last minute and that’s a mistake. You should have a plan in place before you even arrive at the show. Will your team be packing up the booth, or are you relying on show services? Do you need to schedule a pickup, or are you using the show’s freight solution? Either way, make sure repack instructions, return labels, and destination details are included in your booth case. Bonus: if someone else is handling teardown, a printed checklist or instructions can make the process more seamless.

Trade show shipping isn’t always simple but it doesn’t have to be stressful. With a little planning and the right partners on your side, you can dodge common pitfalls and focus on what really matters: connecting with your audience and making the most of your time on the show floor.