I WANT IT NOW - 10 Tips for Freight & Drayage at Trade Shows

Gas prices continue to go through the roof and20 full panel display graphics in 5 hours, with the
increasedtransportation costs will increase trade showrighthardware for your system, and you need it
costs acrossthe board.installed. This isnot a case of price doesn't matter - it
Here are 10 Tips for saving time, money and yourdoes - but quality andtruth matter more. Be certain
sanity.systems match, the softwarematches, you
I WANT IT NOW!understand "camera ready art" and you have a
There are eight components to a trade show budgetPlan B.
and theone most overlooked is FREIGHT &6. TECHNOLOGY IS NOT NECESSARILY BETTER.....
DRAYAGE. Whether youdo-it-yourself or it's handledE-mail is great. TIF is tops, etc. but a hard copy of
by a contractor, there are waysto anticipatewhateveryou need is still best. Note that if you use
problems and save money.PMS colors
1. DEFINITION - Freight....(Pantone Matching System, for printing only), you
You can transport it yourself or pay a carrier (truck,need thereal number, not an approximation (when
ship,plane) to pick it up at your location and get it toyou say "it's reallyred" - it really doesn't work).
the show city.7. GET ESTIMATES BEFORE YOU SHIP.....
If you choose to ship, you can select your ownThis means you need to know the approximate
carrier or theofficial carrier contracted by showweight,dimensional size (cubic), zip code and WHEN
management.youabsolutely positively need it plus the correct
NOTE - Using the official carrier gives youraddress. Youcan't just send it to the hotel and
freightpreference in getting it to the loading dock andexpect it get to your room,the hotel or the
show floor.convention center. NOTE - most conventioncenters
2. DEFINITION - Drayage....will not accept freight or packages except
This is the most expensive word you may not know.throughthe show contractor. Many hotels will either
Drayagefees pay only to (1) move your goods fromnot accept orcharge hefty fees to accept and store
the loading dockto your exhibit hall location (2)your materials.
remove the empty cratesbefore the show, storeDouble check all shipping information just before you
them during the show, and returnthem after theship -this is the biggest problem since we have new
show (3) move your repacked goods back tothezip codesand area codes every week. Make sure you
loading dock after the show.have the correctphone number. A main toll free
NOTE #1 - Drayage is more common in the US andnumber works best andfastest, otherwise you may
parts ofget lost in voice mail andrecordings.
Canada than the rest of the world which uses an8. SHIP LESS.
inclusivecontractor system.It's estimated that 10% of show attendees have a
NOTE #2 - Cost for drayage is based on a contractdirectinterest in your company, so if there are 10,000
betweenshow management and the drayageexpectedattendees, don't send 10,000 brochures.
company (usually alabor union). The criticalSend 1,000. If youdon't use them all, you have a small
components are weight in CWTnumber to bring back. Ifyou run out, it gives you the
(hundred pounds) and time. If your freight weighs 50opportunity to follow-up with amailing.
lbsand comes in during overtime hours, it will beRemember - whatever you don't use at the show or
charged formeetinghas to be shipped back to you or just
100 lbs and overtime hours. Hint - don't send lots ofthrown away (that's awaste). Decide which is
smallpackages.cheaper and if there's a recycling ordisposal fee. Save
3. PLAN for SHIPPING.....the good material for a special mailingafter the show
Often it's not included in the original trade showand use for other shows, meetings,conferences or as
budget.employee rewards.
Shipping prices are based on a number of factorsConsider the cost of renting versus purchasing. You
(time,weight, dimensional size, etc.) and may becanamortize the cost of an exhibit but freight and
difficult to definein advance, but you can getdrayage areexpenses for EVERY show.
accurate estimates and holdyour suppliers to a freight9. ARRANGE TO SHIP IT BACK.....
cost if it is writing. Expect to pay aWhy does stuff get swept up and thrown away?
20% add-on for every middleman it passes through.Becauseeverybody thought you'd give away all the
4. OOPS - MEET THOSE DEADLINES.....toys, pens,brochures, packets, CDs, etc. If it costs
The biggest problem I see are the last minute orders,money to go, it costsmoney to come back.
thechange orders, the "gee, we changed our mindsFill out all the packing slips and make arrangement
and want itin ivory, not white". Maybe you will payforpayment before you go to the show. Know the
for rush charges butnot renting the jet to get itrules - somecarriers won't allow you to ship COD.
there on time. Make sure youunderstand the timeAnd will the lastperson out of Seattle (or any place)
frame for everything! everything! Alwaysfactor in theplease make sure thepaperwork is in order.
possibilities of weather delays, strikes,10. REVIEW ALL PAPERWORK AFTER THE SHOW....
brokenshipments and things that just get Lost.This year you may see lots of surchagres, so match
5. TAKE IT WITH YOU....yourwritten estimates and agreements against the
It used to be you had to take everything. and printactual bills.
everythingin advance. Now you can rent the displayAt the end of the show, it's easy to be
and take the diskor email to Kinko's or some otherover-charged,especially as you are rushing to leave
graphic entity. Life ismuch easier.the hall. Questioneverything. Resolve problems first
CAVEAT - Everybody at both ends must be on thewith the carrier andinform show management if it is
samepage, know what's coming and your deadline.an over-charge based ontheir contracts.
Don't getcaught in the "...but I talked to them andKnowing prices are going up is one thing. Knowing
they said they coulddo it" syndrome. Right, you justyouhave some ways to anticipate and control those
didn't tell them you neededincreasesis important.