Blog

Knowledge

Blog home | 2014 |

Six Costly Tradeshow Shipping Mistakes and How to Avoid Them

Six Costly Tradeshow Shipping Mistakes and How to Avoid Them

0 Flares 0 Flares ×

Avoid shipping mistakes

 

Chances are, by the time your tradeshow starts, you have already overcome several hurdles to make it happen. One of the biggest being getting everything where it needs to be, on time and intact. While shipping will always have its challenges, it doesn’t have to break the bank. Here are six costly shipping mistakes and what you can do to avoid them.

 

1.  Shipping too much stuff

While you want to make sure you are prepared and have what you need for your big event, don’t bring so much material that you end up paying to ship it all back afterwards. Even the weight of small items like literature or promotional items can add up. While it’s great to give your prospects something they can take away, remember you don’t have to load them up with everything.

Instead, use this as an opportunity to get their contact information and send follow-up material or perhaps a follow-up gift. Or, even better, take advantage of technology and direct prospects to a specific landing page designed for the event.

2. Selecting a shipping company solely on price

It’s always a good idea to get quotes from multiple carriers, but make sure you compare more than just the bottom line.

  • How much does insurance cover in the event something is damaged or doesn’t arrive on time?
  • How well does the shipping company understand tradeshow logistics and the requirements of transporting exhibit components?
  • What is the charge for waiting time should they be in the marshalling yard for several hours before obtaining a dock space.
  • Should something not go as planned, will they have customer service available to help?

The cost of shipping tradeshow displays can add up, but don’t let price be the ruling factor because when it comes to selecting a shipping company, you definitely get what you pay for.

3. Missing deadlines

Planning ahead saves you headaches and money in shipping costs. Make sure to review the show’s exhibitor manual closely so you’re aware of move-in and move-out dates, advance warehouse-shipping dates and show site-shipping dates. The closer the show date approaches, the more expensive shipping your items will become.

4. Shipping directly to the show vs. the advance warehouse

Most trade shows offer you the flexibility to ship directly to a designated advance warehouse well before the day of the event, rather than directly to the show site. So what’s the advantage? Having your freight shipped to the advance warehouse allows you time to track your shipment and ensure everything has been received. Since you can do this in advance of the show, you allow yourself time for error, should there be any.

This also ensures your materials will be ready when you arrive for set up. It is usually more expensive than direct to show pricing, but usually it moves into the show on the earliest move-in date possible. When freight is sent directly to the show site, you’re at the mercy of the carrier who controls the delivery time unless you take a full truckload.

5. Forgetting about drayage fees for multiple shipments

The dreaded “d” word; otherwise known as drayage. While it’s an unavoidable cost for tradeshows, you can avoid the common costly mistake of sending multiple small shipments. Drayage fees can vary depending on several factors, but all shows have a 100 lb. minimum handling charge.

So, rather than sending multiple small shipments, it’s best to consolidate your materials into larger shipments. Plus, fewer packages mean less opportunity for something to get displaced. If you happen to forget something small, check with your hotel to see if they will accept it for you as the cost will generally be much less.

6. Not auditing bills and comparing to estimates

Most exhibit managers are great at trying to be as cost-effective as possible when it comes to getting shipping estimates for a tradeshow. But few take the time needed to audit the final bills against the estimates. Mistakes happen. It’s not uncommon to be double-charged for something or have a service you didn’t receive added to your bill. Be sure you got what you’re paying for and check for any extra fees you were unaware of.

 

Peggy Swords

About Peggy Swords

Peggy Swords is the founder and president of Excalibur Exhibits, a $10 million Houston-based exhibit manufacturing and production corporation. Excalibur Exhibits designs, builds, delivers, assembles and disassembles as many as 300 exhibits per year. Swords was named as a finalist for NAWBO Houston 2003 Woman Business Owner of the Year and 2005 Enterprising Woman of the Year Finalist. Additionally, Excalibur Exhibits is a five time member of the Inc 5000, a three time member of the LSU100 and a two time member of the Houston Fast 100, a list of fastest growing privately held companies.

Related Posts

Excalibur Exhibits Recognized As A “Top Business For 2015”

HOUSTON (April 22, 2015) – Excalibur Exhibits, a Houston-based full service tradeshow and event marketing firm, is proud to be named among DiversityBusiness.com’s “Top Businesses for 2015″ recipients. This is Excalibur Exhibits’ third time on the list. Excalibur Exhibits earned the 23rd spot on the “Top 50 Women Owned Businesses in Texas” and ranked 250 […]

Peggy Swords

About Peggy Swords

Peggy Swords is the founder and president of Excalibur Exhibits, a $10 million Houston-based exhibit manufacturing and production corporation. Excalibur Exhibits designs, builds, delivers, assembles and disassembles as many as 300 exhibits per year. Swords was named as a finalist for NAWBO Houston 2003 Woman Business Owner of the Year and 2005 Enterprising Woman of the Year Finalist. Additionally, Excalibur Exhibits is a five time member of the Inc 5000, a three time member of the LSU100 and a two time member of the Houston Fast 100, a list of fastest growing privately held companies.

Excalibur Exhibits Shows Nexans the Value of a Custom Rental Trade Show Booth

Think it’s necessary to have a massive budget to make an impact at your next trade show exhibit? Think again. While there’s certainly more design freedom that comes with a large budget, there are plenty of ways to get creative with a modest budget and still create an attention-grabbing exhibit.

Peggy Swords

About Peggy Swords

Peggy Swords is the founder and president of Excalibur Exhibits, a $10 million Houston-based exhibit manufacturing and production corporation. Excalibur Exhibits designs, builds, delivers, assembles and disassembles as many as 300 exhibits per year. Swords was named as a finalist for NAWBO Houston 2003 Woman Business Owner of the Year and 2005 Enterprising Woman of the Year Finalist. Additionally, Excalibur Exhibits is a five time member of the Inc 5000, a three time member of the LSU100 and a two time member of the Houston Fast 100, a list of fastest growing privately held companies.

10 Tips for Choosing the Best Exhibit Spot on the Trade Show Floor

All booth spaces are not created equal. The location of your trade show exhibit booth plays a large role in how much foot traffic you will receive, which in turn affects your ROI. So, when selecting exhibit space, consider these 10 tips for choosing the best spot.

Peggy Swords

About Peggy Swords

Peggy Swords is the founder and president of Excalibur Exhibits, a $10 million Houston-based exhibit manufacturing and production corporation. Excalibur Exhibits designs, builds, delivers, assembles and disassembles as many as 300 exhibits per year. Swords was named as a finalist for NAWBO Houston 2003 Woman Business Owner of the Year and 2005 Enterprising Woman of the Year Finalist. Additionally, Excalibur Exhibits is a five time member of the Inc 5000, a three time member of the LSU100 and a two time member of the Houston Fast 100, a list of fastest growing privately held companies.

You Might Also Like

Excalibur Exhibits Shows Nexans the Value of a Custom Rental Trade Show Booth

Think it’s necessary to have a massive budget to make an impact at your next trade show exhibit? Think again. While there’s certainly more design freedom that comes with a large budget, there are plenty of ways to get creative with a modest budget and still create an attention-grabbing exhibit.

Peggy Swords

About Peggy Swords

Peggy Swords is the founder and president of Excalibur Exhibits, a $10 million Houston-based exhibit manufacturing and production corporation. Excalibur Exhibits designs, builds, delivers, assembles and disassembles as many as 300 exhibits per year. Swords was named as a finalist for NAWBO Houston 2003 Woman Business Owner of the Year and 2005 Enterprising Woman of the Year Finalist. Additionally, Excalibur Exhibits is a five time member of the Inc 5000, a three time member of the LSU100 and a two time member of the Houston Fast 100, a list of fastest growing privately held companies.

CONTINUE READING

Excalibur Exhibits’ booth featured in EXHIBITOR magazine!

EXHIBITOR magazine’s recent article “Small Giants” features Excalibur Exhibits’ trade show booth designed for IHS Inc. for the Rio Oil & Gas Expo and Conference.

Peggy Swords

About Peggy Swords

Peggy Swords is the founder and president of Excalibur Exhibits, a $10 million Houston-based exhibit manufacturing and production corporation. Excalibur Exhibits designs, builds, delivers, assembles and disassembles as many as 300 exhibits per year. Swords was named as a finalist for NAWBO Houston 2003 Woman Business Owner of the Year and 2005 Enterprising Woman of the Year Finalist. Additionally, Excalibur Exhibits is a five time member of the Inc 5000, a three time member of the LSU100 and a two time member of the Houston Fast 100, a list of fastest growing privately held companies.

CONTINUE READING

What Trade Show Attendees Really Want

How many times have you walked the trade show floor and wished you could get inside the minds of exhibit attendees to find out what they were thinking? I wonder about it all of the time. Well, thanks to the Center for Exhibition Industry Research (CEIR), we don’t have to wonder any longer.

Peggy Swords

About Peggy Swords

Peggy Swords is the founder and president of Excalibur Exhibits, a $10 million Houston-based exhibit manufacturing and production corporation. Excalibur Exhibits designs, builds, delivers, assembles and disassembles as many as 300 exhibits per year. Swords was named as a finalist for NAWBO Houston 2003 Woman Business Owner of the Year and 2005 Enterprising Woman of the Year Finalist. Additionally, Excalibur Exhibits is a five time member of the Inc 5000, a three time member of the LSU100 and a two time member of the Houston Fast 100, a list of fastest growing privately held companies.

CONTINUE READING

Excalibur Exhibits Recognized As A “Top Business For 2015”

HOUSTON (April 22, 2015) – Excalibur Exhibits, a Houston-based full service tradeshow and event marketing firm, is proud to be named among DiversityBusiness.com’s “Top Businesses for 2015″ recipients. This is Excalibur Exhibits’ third time on the list. Excalibur Exhibits earned the 23rd spot on the “Top 50 Women Owned Businesses in Texas” and ranked 250 […]

Peggy Swords

About Peggy Swords

Peggy Swords is the founder and president of Excalibur Exhibits, a $10 million Houston-based exhibit manufacturing and production corporation. Excalibur Exhibits designs, builds, delivers, assembles and disassembles as many as 300 exhibits per year. Swords was named as a finalist for NAWBO Houston 2003 Woman Business Owner of the Year and 2005 Enterprising Woman of the Year Finalist. Additionally, Excalibur Exhibits is a five time member of the Inc 5000, a three time member of the LSU100 and a two time member of the Houston Fast 100, a list of fastest growing privately held companies.

CONTINUE READING

10 Tips for Choosing the Right Trade Show to Attend

There are several factors to consider when trying to figure out which trade show to attend. Here are 10 tips to get you started.

Peggy Swords

About Peggy Swords

Peggy Swords is the founder and president of Excalibur Exhibits, a $10 million Houston-based exhibit manufacturing and production corporation. Excalibur Exhibits designs, builds, delivers, assembles and disassembles as many as 300 exhibits per year. Swords was named as a finalist for NAWBO Houston 2003 Woman Business Owner of the Year and 2005 Enterprising Woman of the Year Finalist. Additionally, Excalibur Exhibits is a five time member of the Inc 5000, a three time member of the LSU100 and a two time member of the Houston Fast 100, a list of fastest growing privately held companies.

CONTINUE READING

Excalibur Exhibits Brings Home DUGGIE Exhibitor Award

Excalibur Exhibits received the DUGGIE Award presented by Hart Energy in recognition of Excalibur’s growth and professionalism in the trade exhibitions associated with the company’s successful DUG conference series.

Peggy Swords

About Peggy Swords

Peggy Swords is the founder and president of Excalibur Exhibits, a $10 million Houston-based exhibit manufacturing and production corporation. Excalibur Exhibits designs, builds, delivers, assembles and disassembles as many as 300 exhibits per year. Swords was named as a finalist for NAWBO Houston 2003 Woman Business Owner of the Year and 2005 Enterprising Woman of the Year Finalist. Additionally, Excalibur Exhibits is a five time member of the Inc 5000, a three time member of the LSU100 and a two time member of the Houston Fast 100, a list of fastest growing privately held companies.

CONTINUE READING
0 Flares Twitter 0 Facebook 0 Google+ 0 Pin It Share 0 LinkedIn 0 0 Flares ×