International tradeshow shipments can seem like a complicated and daunting endeavor, but there are processes that you can follow that will make these types of shipments relatively stress-free. All tradeshows are different. They vary in size, process, and location, all of which have an effect on your experience. The most important step in combating the issues that arise during international tradeshow shipments is to familiarize yourself with any literature that is provided by the tradeshow site. All tradeshows have certain rules and processes that exhibitors need to follow to ensure that their experience goes smoothly and free of additional costs.
Exhibitors often run into problems caused by the packing or re-packing of their tradeshow freight. The most important aspect of packing your tradeshow freight is to make sure that it is safely and securely packaged. Here are some tips/suggestions that can increase the likelihood of a successful pickup and delivery:
- Make your freight identifiable. This can involve marking your freight with large writing or rendering the crate/pallet/case a unique color that makes it stand out.
- Retire over-used shipping material. All shipping material has an expiration date. Make sure yours doesn’t expire during the show as this can lead to a prolonged and costlier experience.
- Measure and weigh your freight prior to the show. If possible, have your freight weighed and measured prior to the tradeshow to help avoid any discrepancies at the show site. A certified weight ticket can help you avoid surprise charges. This is a service that Clutch Global provides for all shipments.
- Remove labeling on freight from previous shipments. To ensure that your freight goes to the correct place, make sure that there are no labels or addresses from a previous shipment that could possibly confuse people that will handle your freight.
- Make sure there are the same number of pieces of freight leaving the tradeshow as there were entering the tradeshow. This will help avoid confusion when the shipment is picked up or delivered. If there is a change in the piece count, make sure it is noted on any paperwork and advise your logistics company.
Often material handling forms can be an area of confusion for many tradeshow goers. These forms always look different, but require the same basic information:
- Exhibitor name
- Booth number
- Event name
- Pick up and delivery addresses
- Carrier name (Clutch Global)
- Description of freight
All of this information can be found on the bill of lading that is provided by the carrier, but any questions that cannot be answered from the information stated on the bill of lading can be directed toward show management and, of course, Clutch Global is always prepared to answer any questions that may arise. We provide a specialized tradeshow bill of lading that makes this process easy; delivering you peace of mind by simplifying your global logistics experience.
Written by North America Tradeshow Specialist - Cary Lucibello