trade show logistics

Unveiling the Secrets of Successful Trade Show Logistics

November 30, 2023

Are you planning to attend a trade show? If so, you need to get your trade show logistics in order. Having the right logistics organization provides the key to running a smooth show and successful networking. To that end, we put together this quick guide on trade show logistics and planning. 

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What Are Trade Show Logistics?

The term ‘logistics’ is fairly broad but basically encompasses strategic planning and execution of all interrelated trade show activities, including booth setup, arrival shipments, product displays, utilities, display technology, etc. In other words, your trade show logistics reflect how well you organize and prepare for the show. 

Good logistics planning involves making sure all the pieces of your trade show effort arrive where they need to be and when they need to be there. Questions that cover relevant logistical concerns include:

  • How are you transporting your displays?
  • What kind of booth do you have planned?
  • Who will staff which booths and when?
  • What is the loading/unloading schedule at the venue?
  • How much space do you have to set up your display?
  • What time do you need to move equipment to the showroom floor?
  • What is the utility situation like?

Tips for Successful Logistics

So, how can you improve your trade show logistics? Below, we list a few of our expert tips

Label Everything

Label everything, even if you think it’s unnecessary or over the top. You might think it’s overkill, but you will greatly appreciate those additional labels when you find yourself looking for a specific item during the rush and buzz of the show. Bright, distinctive labels also help differentiate your equipment from other attendees. 

Contact the Event Director

Make sure you contact the event director well in advance to discuss equipment rentals and the loading/unloading process. The director should be able to tell you where to unpack your equipment and where to set up your booth. 

Use Official Contractor

Trade shows often have an official venue contractor to help with trade show shipping and equipment management. The simplest option means using the event partner as they are likely familiar with the specific space and how to manage equipment in it. If you use the official contractor, make sure you designate team members to pick up any deliveries once they reach the show site. 

Practice Assembly and Breakdown

Depending on the specific trade show’s schedule, you might not have much time to unload your equipment and set up booths even after arriving on time. Take time to practice setting up and breaking down even booths and displays with your team members so you know exactly what to do when the official day comes.

Trade Show Advertising for Business

Read our blog to learn more about how to prepare for a trade show. If you would like to discuss trade show logistics for your next networking event, contact Oser Communications Group online or call us today at (520) 721-1300!

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