What do I need to do to ship my freight at the end of a tradeshow, what is a Material Handling Agreement, how does my carrier know where to pick up my freight? Need help understanding the move-out and shipping process once a show closes? We have put together a step-by-step process for successfully shipping outbound freight from a trade show. If you have any questions,GES expertsare here to help!
Step 1:ContactGES Logisticsor your freight carrier before the close of the show to schedule a pick-up. If you need assistance, GES can coordinate return shipping at the GES Exhibitor Servicenter. Drivers must be checked in at the GES marshalling yard or GES freight desk (if no
marshalling yard is available), no later than the check-in time listed in the GES show manual located on your show's online resource and ordering site.
Pro Tip: Provide an alternate exhibitor contact phone number on the Material Handling Agreement in case the driver cannot be reached.
Step 2:After your empty containers have been returned to your booth, pack, and label your freight for shipping. Shipping labels can be obtained from the GES Exhibitor Servicenter.
Step 3:Complete the entireMaterial Handling Agreementthat will be included with the preliminary invoice which will be placed in your booth prior to the close of the show.
Pro Tip: Fill out the “Request for Pre-Printed Outbound Material Handling Release>Labels” form on Expresso under “Shipping/Drayage and Material Handling” by the Discount Deadline to have your Order Form for Material Handling/BOL and labels pre-populated with your shipping information.
Step 4:Confirm all pieces are secured, clearly labeled, and ready to be moved to the loading dock. Take photos of the items packed and ready for shipping in the booth for your records.
Pro Tip: Wrap pallets and cases in shrink wrap to ensure shipment is not rewrapped by carriers.
Step 5:Bring the completed Material Handling Agreement, one for each shipping destination, to the GES Exhibitor Servicenter after the close of the show. The Show Organizer does not allow GES to accept Material Handling Agreements until the show closes.
Do not leave the Material Handling Agreement in your booth. It must be physically delivered to the GES Exhibitor Servicenter for the items to be moved to the loading dock. If after hours, instructions for submitting theMaterial Handling Agreementwill be provided at the GES Exhibitor Servicenter.
Pro Tip: Always take a photo of your completed forms. If the GES Exhibitor Servicenter is closed, take a picture of the documents in the location you left it at the GES Exhibitor Servicenter and retain the Exhibitor Copy (4th Page) for your records.
Once the freight carrier driver has checked into the marshalling yard or GES Freight desk (whichever is applicable per the show manual), a check-in number is issued to the driver. The driver then accepts the Material Handling Agreement and loads your freight onto his truck and your shipment is on its way to its destination.
Click here to find your showand to start planning. Important show information such as the show manual, move-in and move-out times, deadlines, and show services are located on the show's online resource and ordering page. If you have any questions contact us.
