What is a Material Handling Agreement (MHA) and why do I need it?
Shipping freight back to your place of business or to the next trade show is an important step in trade show exhibiting. Many exhibitors do not understand what the Material Handling Agreement (MHA) is and why they need it. In this article, we will explain this form and how to fill it out correctly.
The Material Handling Agreement (MHA), sometimes called a Bill of Lading (BOL) or an Order Form for Material Handling Services, is a legal document that is required for all freight not being hand-carried out of the facility. An inaccurate or incomplete form may result in significant shipping delays, additional costs, or a potential loss of shipment. If you are unsure how to complete the Material Handling Agreement (MHA), visit the GES Exhibitor Servicenter for help.
For many shows, the Material Handling Agreement (MHA) will be placed in your booth typically on the last day of the show if you have a zero-balance due and have a 300 sq. foot and below booth space. This does not occur on all shows, so please verify with the GES Exhibitor Servicenter if this is the case on your show. If you would like to have the form pre-populated with your shipping information and labels pre-printed, you may access this by visiting your show’s online ordering site. Navigate to the menu selection for Shipping, Drayage and Material Handling and click on “Request for Pre-Printed Outbound Shipping Release Labels.” Please take note of the deadline for this service located on the form page. We also offer a show site self-service label printing option. On your show's ordering site, navigate to Shipping, Drayage and Material Handling and select “Show site self-service label printing”. You simply enter the information and then will receive a QR code which you scan at the kiosk on show site to print your labels.
It’s imperative to indicate your shipping preference in the event your carrier does not arrive by the show deadline time and date indicated in the manual located on the online ordering site. If you select “Use GES Logistics or a carrier of GES’ choice,” GES will ship your freight to the location indicated on your Material Handling Agreement (MHA) and charge your credit card on file or invoice according to the GES Payment Policy. You will be responsible for all costs associated with transportation. GES Logistics, experts in trade show shipping, can coordinate shipping your freight to and from any show. Call 1-888-454-4437 to get a quote.
Follow these steps to fill out the Material Handling Agreement (MHA) correctly:
First, choose a shipping carrier and schedule shipments early to get the best rates, especially if you are shipping internationally. There are a variety of shipping companies who will be happy to ship your items but not all specialize in trade show shipping. Package items on a pallet, securely wrapped, or in a case or crate. The fewer items you have, the easier they are to move. Many logistics companies mix loads, so it’s best to use a trade show specialist that will be transporting other exhibitor freight to and from a show. GES Logistics specializes in shipping freight to and from trade shows and understands the necessity of picking up and arriving on time. They offer round-trip service, competitive rates and have pre-printed the Material Handling Agreement (MHA) for your convenience.
Once you receive your Material Handling Agreement (MHA) on the last day of the show, fill in the important shipping information. Do not forget booth number, contact names, alternate cell numbers, shipping carrier information, and the mode of transportation. Be specific and include as much information as possible such as building name, floor, suite, or building number.
It is simple to describe the types of freight you are shipping but difficult to estimate the weight of the items, especially after a show when you might be shipping fewer items. Try to package items together and combine all small items onto a pallet or in cases so they are easily moved by forklifts without being damaged. It is recommended to wrap items in shrink wrap to make sure shipping carriers are not repackaging your items.
Finally, declare an excess value for your shipment (“EDV”). GES’ liability is limited to $.50 per pound package, $100.00 per package, or $1500.00 per occurrence, whichever is less. You may choose to declare a value for your shipment that exceeds the liability amount stated. Do not forget to complete this section, outlined in the terms on the form, if you require a higher liability amount. Please note, EDV cannot be purchased for outbound shipments only. Once you have read all the terms and conditions, print, sign, and date the document in the bottom left corner. If your shipment is international, do not forget to attach a commercial invoice.
Once all your freight items are packed and ready to be moved to the loading dock, turn in the Material Handling Agreement (MHA) to the GES Exhibitor Services Desk and retain a copy. Be sure to take a photo of your freight, ready to be shipped, and your completed forms in case any issues arise.
If you have any questions about completing a Material Handling Agreement (MHA) or need help securing a domestic or international logistics provider, contact GES.
