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I WANT IT NOW - 10 Tips for Freight & Drayage at Trade Shows


Gas prices continue to go through the roof and increased transportation costs will increase trade show costs across the board.

Here are 10 Tips for saving time, money and your sanity.

I WANT IT NOW!

There are eight components to a trade show budget and the one most overlooked is FREIGHT & DRAYAGE. Whether you do-it-yourself or it's handled by a contractor, there are ways to anticipate problems and save money.

1. DEFINITION - Freight....

You can transport it yourself or pay a carrier (truck, ship, plane) to pick it up at your location and get it to the show city. If you choose to ship, you can select your own carrier or the official carrier contracted by show management.

NOTE - Using the official carrier gives your freight preference in getting it to the loading dock and show floor.

2. DEFINITION - Drayage....

This is the most expensive word you may not know. Drayage fees pay only to (1) move your goods from the loading dock to your exhibit hall location (2) remove the empty crates before the show, store them during the show, and return them after the show (3) move your repacked goods back to the loading dock after the show.

NOTE #1 - Drayage is more common in the US and parts of Canada than the rest of the world which uses an inclusive contractor system.

NOTE #2 - Cost for drayage is based on a contract between show management and the drayage company (usually a labor union). The critical components are weight in CWT (hundred pounds) and time. If your freight weighs 50 lbs and comes in during overtime hours, it will be charged for 100 lbs and overtime hours. Hint - don't send lots of small packages.

3. PLAN for SHIPPING.....

Often it's not included in the original trade show budget. Shipping prices are based on a number of factors (time, weight, dimensional size, etc.) and may be difficult to define in advance, but you can get accurate estimates and hold your suppliers to a freight cost if it is writing. Expect to pay a 20% add-on for every middleman it passes through.

4. OOPS - MEET THOSE DEADLINES.....

The biggest problem I see are the last minute orders, the change orders, the "gee, we changed our minds and want it in ivory, not white". Maybe you will pay for rush charges but not renting the jet to get it there on time. Make sure you understand the time frame for everything! everything! Always factor in the possibilities of weather delays, strikes, broken shipments and things that just get Lost.

5. TAKE IT WITH YOU....

It used to be you had to take everything. and print everything in advance. Now you can rent the display and take the disk or email to Kinko's or some other graphic entity. Life is much easier.

CAVEAT - Everybody at both ends must be on the same page, know what's coming and your deadline. Don't get caught in the "...but I talked to them and they said they could do it" syndrome. Right, you just didn't tell them you needed 20 full panel display graphics in 5 hours, with the right hardware for your system, and you need it installed. This is not a case of price doesn't matter - it does - but quality and truth matter more. Be certain systems match, the software matches, you understand "camera ready art" and you have a Plan B.

6. TECHNOLOGY IS NOT NECESSARILY BETTER.....

E-mail is great. TIF is tops, etc. but a hard copy of whatever you need is still best. Note that if you use PMS colors (Pantone Matching System, for printing only), you need the real number, not an approximation (when you say "it's really red" - it really doesn't work).

7. GET ESTIMATES BEFORE YOU SHIP.....

This means you need to know the approximate weight, dimensional size (cubic), zip code and WHEN you absolutely positively need it plus the correct address. You can't just send it to the hotel and expect it get to your room, the hotel or the convention center. NOTE - most convention centers will not accept freight or packages except through the show contractor. Many hotels will either not accept or charge hefty fees to accept and store your materials.

Double check all shipping information just before you ship - this is the biggest problem since we have new zip codes and area codes every week. Make sure you have the correct phone number. A main toll free number works best and fastest, otherwise you may get lost in voice mail and recordings.

8. SHIP LESS.

It's estimated that 10% of show attendees have a direct interest in your company, so if there are 10,000 expected attendees, don't send 10,000 brochures. Send 1,000. If you don't use them all, you have a small number to bring back. If you run out, it gives you the opportunity to follow-up with a mailing.

Remember - whatever you don't use at the show or meeting has to be shipped back to you or just thrown away (that's a waste). Decide which is cheaper and if there's a recycling or disposal fee. Save the good material for a special mailing after the show and use for other shows, meetings, conferences or as employee rewards.

Consider the cost of renting versus purchasing. You can amortize the cost of an exhibit but freight and drayage are expenses for EVERY show.

9. ARRANGE TO SHIP IT BACK.....

Why does stuff get swept up and thrown away? Because everybody thought you'd give away all the toys, pens, brochures, packets, CDs, etc. If it costs money to go, it costs money to come back.

Fill out all the packing slips and make arrangement for payment before you go to the show. Know the rules - some carriers won't allow you to ship COD. And will the last person out of Seattle (or any place) please make sure the paperwork is in order.

10. REVIEW ALL PAPERWORK AFTER THE SHOW....

This year you may see lots of surchagres, so match your written estimates and agreements against the actual bills. At the end of the show, it's easy to be over-charged, especially as you are rushing to leave the hall. Question everything. Resolve problems first with the carrier and inform show management if it is an over-charge based on their contracts.

Knowing prices are going up is one thing. Knowing you have some ways to anticipate and control those increases is important.

Julia O'Connor - Speaker, Author, Consultant - writes about practical aspects of trade shows. As president of Trade Show Training, inc,, now celebrating its 10th year, she works with companies in a variety of industries to improve their bottom line and marketing opportunities at trade shows.

She is an expert in the psychology of the trade show environment.


Todays News by officejax free advertising and ad exchange solutionsMORE RESOURCES updated Thu. May / 06 / 2021
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5 Effective Home Remedies For Skin Tightening - NDTV Swirlster
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My Nani's haldi doodh is more than just a home remedy - SBS
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Say goodbye to dry scalp with these effective home remedies  Yahoo India News

Tips to deal with an unwanted pimple using home remedies - Times Now
Tips to deal with an unwanted pimple using home remedies  Times Now

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Home remedies to get rid of smelly armpits  Times of India

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Ear Infection While Pregnant: Symptoms, Causes, Treatment  Healthline

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Neetu Kapoor shares easy home remedies for relieving anxiety, muscle and joint pain  The Indian Express

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Is joint swelling a symptom of COVID-19?  Medical News Today

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COVID-19 Information: Dry cough could be an early symptom; treat it at home with these 5 easy remedies  Jagran English

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Supplements for piles: What works and more  Medical News Today

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Birthmark Removal: Types of Treatments, Cost, and More  Healthline

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EXCLUSIVE: Nushrratt Bharuccha REVEALS her DIY exfoliating scrub, home remedies to get rid of eyebags & more  PINKVILLA

Foot Pain At Night: 8 Causes, Treatment & Prevention - Healthline
Foot Pain At Night: 8 Causes, Treatment & Prevention  Healthline

Complaint sent to Chief Secretary against Vijay Sankeshwar in home remedy issue - The Hindu
Complaint sent to Chief Secretary against Vijay Sankeshwar in home remedy issue  The Hindu

Remove blackheads at home with 3 home remedies - Times of India
Remove blackheads at home with 3 home remedies  Times of India

COVID-19: Home Remedies For Oral Health Care - Rising Kashmir
COVID-19: Home Remedies For Oral Health Care  Rising Kashmir

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Gum Line Cavity: Causes, Symptoms, and More  Healthline

Natural Vision Improvement Review: Safely Improve Eye Health | HeraldNet.com - The Daily Herald
Natural Vision Improvement Review: Safely Improve Eye Health | HeraldNet.com  The Daily Herald

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As COVID-19 sweeps rural India, sick struggle to access healthcare  Thomson Reuters Foundation

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Shingles vs. Poison Ivy: How to Tell the Difference  Healthline

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Say Goodbye To Fever Blisters With These Remedies  Pragativadi

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Home ingredients to tackle sun damage on skin and hair  Times of India

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Government isn't the enemy; it's the solution to our future  Southgate News Herald

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Coronavirus: Using oxygen at home? Here are some do's and don'ts to follow  Times of India

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NTV: Special Discussion On Home Remedies (Video)  Social News XYZ

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A supposed home remedy for boosting blood oxygen levels is unfounded  Khabarhub

Black Pepper, Honey, Ginger Are Not A Remedy For Covid 19: PIB - NDTV Food
Black Pepper, Honey, Ginger Are Not A Remedy For Covid 19: PIB  NDTV Food

Managing mild Covid at home - The New Indian Express
Managing mild Covid at home  The New Indian Express

Now, 170 Ayurveda doctors on call - Ahmedabad Mirror
Now, 170 Ayurveda doctors on call  Ahmedabad Mirror

Home Remedies Using Apple Cider Vinegar - Integris
Home Remedies Using Apple Cider Vinegar  Integris

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Coronavirus home remedies: Treatment options and when to seek help  Medical News Today

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Home Remedies and Lifestyle Changes to Help Your Back Pain  Health Essentials from Cleveland Clinic

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11 natural remedies for acid reflux  Medical News Today

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6 home remedies for asthma  Medical News Today

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Arthritis in the Neck Home Remedies  Verywell Health

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Oily skin: Natural remedies to make at home  Medical News Today

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15 GERD home remedies: Diet, herbs, posture, and more  Medical News Today

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5 of the best home remedies for chafing  Medical News Today

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9 home remedies for burning feet  Medical News Today

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Easy home remedies to cure sore throat  The Indian Express

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Use self-help remedies with good sense and restraint  mid-day.com

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Castor oil and other home remedies for pesky skin tags  Seattle Times

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Home remedies boom as India pandemic cases soar  Medical Xpress

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Home Remedies That Work  WebMD

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The Ultimate Skin Care Routine for Dry Skin  Healthline

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15 Best Home Remedies for Heartburn Relief: Natural Ways to Get Rid of Heartburn  Parade

Coronavirus: Ayurvedic home remedies for mild COVID symptoms (cough, fever and tiredness), by an Ayurvedi - Times of India
Coronavirus: Ayurvedic home remedies for mild COVID symptoms (cough, fever and tiredness), by an Ayurvedi  Times of India

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Home remedies for insomnia: 9 options  Medical News Today

6 natural home remedies to get rid of nausea - INSIDER
6 natural home remedies to get rid of nausea  INSIDER

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Eczema (Atopic Dermatitis) Home Treatment and Remedies  WebMD

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Can home remedies help my sciatica? - Harvard Health  Harvard Health

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10 home remedies to get relief from cough  Times of India

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Goodbye dull skin: 5 simple home remedies to rejuvenate your skin  Hindustan Times

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Bzzz, slap! How to treat insect bites (home remedies included)  The Conversation AU

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Tired of Cough Drops? Try These 5 Home Remedies for Cough  EcoWatch

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Have mild COVID symptoms? Ayurvedic doctor shares effective home remedies  The Indian Express

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Stomach ache? Here are some home remedies from a nutritionist  The Indian Express

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How to get rid of dark neck: 5 effective home remedies  India Today

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VERIFY: Can at-home remedies help treat COVID-19?  WZDX

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My Upbringing Introduced Me to the Healing Power of Natural Home Remedies  Well+Good

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6 home remedies to relieve headaches naturally  INSIDER

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Air pollution: 5 easy home remedies to stop coughing  Times of India

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Five effective home remedies to relieve sinus pain  Times of India

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5 effective home remedy for shortness of breath  Times of India

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Sciatica pain treatment: Medical options, exercises, and home remedies  Medical News Today

Bad Home Remedies for COVID-19 - U.S. News & World Report
Bad Home Remedies for COVID-19  U.S. News & World Report

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Home remedies boom as Covid-19 cases soar in India  Deccan Herald

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How to cure mouth ulcers: Top 10 home remedies  India Today

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Simple and effective home remedies for constipation  Times of India

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Dry eyelids: Causes, treatments, and home remedies  Medical News Today

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Natural remedies for hemorrhoids - Harvard Health Blog  Harvard Health

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Sparse Eyebrows Treatment, Home Remedies, and Precautions  Healthline

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The best home remedies for asthma, like breathing exercises and natural herbs  INSIDER

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9 clinically proven natural remedies for common ailments  MD Linx

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Home remedies for common cold  Times of India

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Is There a Home Remedy for Pink Eye?  Verywell Health

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