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Exhibition Booth Builder – Advance Warehouse and Direct Shipping

Exhibition Booth Builder

As an exhibition booth builder, Local Exhibits works to help our clients decide between advance warehouse and direct shipping every day. This one decision can make a huge difference to your ROI at your next trade show. Here are some tips on how to decide between these two options in the future.

The first, and probably most important tip, is don’t go it alone. We have heard clients say that they ended up paying less in total when they hired Local Exhibits as their exhibition booth builder. So, that’s our first tip.

Here are some of the ways Local Exhibits uses to decide between advance and direct shipping.

Exhibition Booth Builder Explains Shipping to Advance Warehouse or Directly to the Show Site

Since this is a significant expense and a big decision, let’s look at the differences. Shipping to an advance warehouse (Advance Freight AF) means your booth and other items can be shipped up to 30 days before the show. They are held in the advance warehouse and moved onto the event floor on the first move-in date.

Shipping direct to the site means you wait until the venue is ready for items to be moved in. This is after the AF items are already moved to the floor. Your items wait in line outside the venue until they can be moved in.

When deciding between advance warehouse and show site delivery, many factors must be considered.

Why Deliver to the Advance Warehouse

  • Verify delivery well before the show
  • Your items move to the floor first so you can set up early
  • No waiting time charges
  • Free storage within 30-days (Great when you are shipping your booth directly from one show to the next)

Why Not Deliver to the Advance Warehouse

  • Advance freight (AF) often costs more because of extra handling and storage, although usually less than the direct rate
  • AF brought in on the show’s first move-in day, sometimes requiring overtime rates.
  • AF stored on common carrier trailers without strapping or tie-downs to secure the load, so risk of damage is higher. Damage claims have limited liability – usually no more than $50/item.
  • Potential for loss or misplacement because AF means juggling many shows
  • Extra lead time needed – usually a week before the first move-in date

 Why Deliver Direct to the Site

  • More prep time to get your shipment ready, allowing for last-minute updates
  • Less potential for damage with less handling
  • No overtime rates when you schedule the arrival during straight time hours
  • Avoid special handling fees with padded van carriers
  • No waiting time fees with large over the road trucking companies waiting in line if they charge you a flat fee
  • You can fully insure shipments

Why Not Deliver Direct to Site

  • Delayed set up time not as early as AF, which can be critical for some
  • Fees for using special carriers like Airfreight forwarders that charge a waiting time for sitting in direct drayage lines, and carriers like UPS and FedEx will not wait.
  • Not easy to verify delivery ahead of time – you must ask the carrier
  • Problems if there are shipment delays

In Summary

There are lots of reasons for choosing one or the other. And you will probably make different decisions depending on the show, the city, and your schedule. Local Exhibits works with companies every day to determine whether AF or Direct to Site works better. Call today, and we’ll work out the logistics for your next trade show.

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