The Show...Is off!?
This should have been avoided...don't let this major trade show shipping blunder happen to you
I just heard a sad, but all too common story this morning from one of our over the road, Van Operators.
He received a panicked call from a friend of his yesterday looking for some advice and probably a shoulder to cry on. This friend is responsible for managing trade show logistics for his company….
”Harry, we can’t locate the truck that is shipping our exhibit! But that’s not even the worst part! When the driver tried to deliver to the show the other day, he was refused by drayage.”
Harry, having years of experience transporting trade show exhibits, knew where this was headed. You see, his buddy only books his tradeshow shipping with a freight broker who outsources to low-cost freight haulers and common carries…not van lines that specialize in trade show transportation. Huge Difference.
So, why did his freight get refused by drayage anyway? Well, the freight hauler, not really understanding how the trade show shipping process works, decided to do what he always does. He thought it was a good idea to stack freight from two different shippers directly on top of each other! Not decked…I’m talking stacked. This is a big NO with drayage.
They’ll refuse you every time .
His friend decided to gamble and go with a low-cost carrier that really has no experience with trade shows. And it ended up costing them A LOT…in this case, they had to cancel their show appearance altogether.
They had no time to readjust. So, all in all they paid around $2,000 for their shipment to go from NY to Vegas. (this is extremely low). But it ended up costing them much much more in lost time, booth space rental that they couldn’t use, freight costs, and more importantly lost revenue opportunities that should have been generated from the show.
Now the second question was…Where is my expensive booth now!? As I’m writing this, I don’t know if they found the driver yet, I’m sure it’ll turn up. But, I’m guessing this truck did not have GPS tracking, or maybe it does, but it’s broken.
If you coordinate trade show shipping for your company, please don’t let this happen to you.
Here are a few tips to make sure it doesn’t:
- Use a carrier, preferably a van line, that specializes in transporting high-value exhibit booths.
- Make sure that they have years of experience transporting trade shows. They understand how to work with drayage companies, how to check in, understand the importance of target delivery dates and times, and fully understand the move-in and move-out procedures.
- Check to see how long their van operators have been hauling trade shows.
- Make sure they have the proper equipment on their trailers. (Decking, logistics bars, pads/blankets, straps).
- Ask if they have a dedicated trade show group. The best logistics companies and van lines will have local support, a central trade show coordination department and regional onsite reps for most major shows. These reps are vital because they make sure the drivers are checked in properly, have their paperwork, and that you have everything you need.
- Ask if the trucks have GPS for tracking. (I wonder if they found that truck yet?)
- See if the company has warehouse facilities in most major cities so you can take advantage of advanced warehousing in between shows- This tactic can reduce your shipping costs.
If you have a carrier that does all that, then you should be good to go and the above scenario should never happen to you.
Now, while I can certainly empathize with Harry's friend, I still have to scratch my head and wonder...Why risk an important show that has a major upside for your company and your career to save a few bucks on shipping?
If you want to learn more about Donovan Logistics and how we help our clients ship their trade show exhibits then schedule a call to see if we’re right for you. (hint, we do all the mentioned above : )
If you want to make sure you are doing everything to maximize your booth shipping, then should check out our Trade Show Shipping Cost Reduction Checklist
