7.0 Sending samples and brochures

Shipping your exhibit samples and brochures to the show is something that is of critical concern. You must pay attention to the suggested time schedule for shipping your show materials and samples. Make sure that they are shipped with ample time to get to the show as early as possible. This is true for shipments big or small.

Problems do arise in transportation - Don’t get caught unprepared to deal with them. Especially if they are traveling great distances, and may be transshipped via one or more terminals. Or, if they have to clear through customs. There can be delays, or misplacement. Keep tracking your shipment - This can often be done online. And, if you see any potential problem - Get on the phone with the shipper……

Your Number 1 Concern - Firstly, I must point out that your samples must have a perfect appearance at the show. And this is true for both product and service industries. Your samples represent your qualifications as a supplier.

If there is one thing that will lose a sale for you, it is a wrongly done or damaged sample - And, your salesperson telling a buyer “It’s only a sample”….I can tell you what the buyer is thinking at that point…”…And it’s a sample of your work!!?”

Take all due care in properly preparing your samples, and packing them for shipment. Make sure that they get to the show floor on time, and in excellent condition.

Pack your pieces with anticipation of rough roads (as almost everything will be in a truck at some time) and handing by numerous people.

Container-load Shipments - If you are packing an entire container of only your product - Then you have the responsibility of packing that container properly. If the show venue requires their laborers to unpack your container and bring them to your exhibit space, make sure that your pieces are packed for rough handling.

These workers are normally very experienced and reliable. But, some venues do hire temporary workers that may not be very experienced. And, in all cases, these workers are “working against the clock” - They are rushing to get everyone’s pieces unloaded and into their exhibit spaces.

LTL or Small Shipments - If you are shipping LTL’s (Less than full loads) or crates (which are preferable to cartons), then you must remember that they will be transshipped. That is, if by air - they will be transferred from a truck to the terminal, to the plane, to the destination terminal, to a truck, to the show location, to your exhibit space.

If it is going by truck to a domestic location - it may go from the pick-up truck, to a local terminal, to another truck, to a destination terminal, into another truck to the show location, to your exhibit space.

Either way - It is a lot of handling, and a lot of possibilities to be bumped into by a fork lift, dropped, bounced around on rough roads, and whatever else you can imagine. So, pack accordingly…

Also, if the Official Show Contractor is consolidating the LTL shipments in their warehouse, they may require palletized shipments. Otherwise the Drayage costs will be somewhat higher. Check with them on this matter.

Be on the Safe Side - In any event - If your shipment is large enough to put on a pallet, I would suggest doing this. It makes for easier handling. But, crate everything in anticipation that someone else’s shipment may be stacked on top of yours.

Overseas Shipments - If you are shipping to an overseas destination, make sure that you work with a customs broker or a reliable shipping agent - They will help you with all needed documentation.

Ship with ample time to allow for unforeseen circumstances - Such as delays in Customs. If your shipment is chosen for an inspection - This can delay delivery for up to several days.

Track Your Shipment Constantly - Most of the shipping companies have this option, either by phone or on their web sites. Get your tracking number, and follow through every step of the way. If you see any potential delay or sense a problem, such as a shipment sitting in a terminal too long - Get on the phone and get something done about it.

If you are using a freight forwarder or shipping agent, they should be following through for you. But, I suggest that you also be active in the tracking.

It’s your show - And you do not want it to be ruined by a lost shipment or a delayed shipment. If it arrives at the show venue too late, you may lose the opening day (as you would have to wait until the next evening to set-up)…..I’ve seen it happen….

Hand Carry Some Brochures - Just to be on the safe side. This can be especially helpful for smaller exhibitors. Just in case a problem arises, and your shipment gets delayed. At least you will have something to hand out at the show.

Another option - Rather than send your samples/brochures by carrier, would it be more practical (and safer) to take them as excess baggage? Even if you have to pay a penalty?

It may be a possibility - Check with your airline to find out the costs of excess baggage. Brochures can be heavy though - So, you may want to send some by carrier, but bring at least one box with you.

Small exhibitors may be able to carry in their own materials - Again, check the rules with the Official Show Contractor. Some venues are very flexible, but others are very strict about what you can do.

Typically, if you are able to wheel something into the show on a two wheeled luggage cart, you would be able to bring in your own materials. This would include a Pop-up Display.