Best Ways to Save on Exhibit Transportation

by Gwen Parsons 15. August 2013 17:38
Transportation accounts for about ten percent of the average trade show and event budget. Reducing the cost allows you to repurpose the savings and re-invest it in promoting your event to generate more traffic and more business. 

Use lighter weight display solutions
Its no secret that weight dictates your freight and drayage costs. Display solutions that travel compactly and weigh less offer exhibitors BIG savings. Portable modular displays are designed to offer high style and built with fabric printed graphics and lightweight aluminum to lower transport costs.

Get accurate cost estimates
Nobody likes to return from an event to find invoices that are significantly higher than what was expected or budgeted. The best way to get accurate estimates up front is with the correct number of items and the weight for each of them (boxes, cases, carpet bags) in your shipment. With this information you can compare costs using different methods and service providers.

Airline Baggage
Check with your particular carrier on their policies and rates to take a portable modular display on the flight with you. For example, I called United Airlines about taking a display in two Rolluxe cases from DC to San Francisco as oversize bags and was quoted $200 per case.
 

UPS and FedEx
Exhibitors with smaller spaces love the convenience of collecting their display at their destination. These widely known and available services deliver anywhere offices, hotels, convention hall business centers at competitive rates for shipments weighing under 150 pounds. Built-in wheels on shipping containers make it easy for exhibitors to maneuver cases onto elevators and around the event floor. 

Be sure to ask what surcharges may apply to your shipment. For example, shipping display cases without an exterior carton or oversize cartons may incur additional fees.

Freight forwarders
When your shipment weighs over 150 pounds your best option is a freight forwarder. Freight forwarders manage a chain of suppliers and may use multiple carriers to deliver your display to its destination - by ground, air and water. Some are referred to as LTL which is light truck load meaning your shipment may be combined with others on the same truck.

Ask your estimator to quote different options. If you have multiple items to ship, compare the cost to ship them as individual items and together on a pallet or skid. Trucks delivering direct to the show or advanced warehouse have to get in line to unload. Check whether, and what, waiting fees may apply. Deliveries to locations without access to a loading dock will require trucks with a lift gate which may incur additional fees, too.

is the Senior Vice President of Marketing at Nomadic Display. She is a regular contributor to the Nomadic Display Blog and can be found at Google + and LinkedIn.

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    Tradeshow and Exhibit Thoughtleaders
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Exhibit Design Tips for Maximizing Results



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Exhibit design is one of the most powerful and least understood elements of trade show marketing. A display is your ambassador, a temporary representative designed to communicate on your behalf and foster commerce. For this reason, the overall design should attract visitors, reflect your brand personality, and provide a platform for developing your business relationships. So here are a few trade show display ideas for creating a dynamic trade show booth design.

Use Height

Take advantage of the highest point of your display to place your company logo. Lightweight fabric structures in a variety of shapes may be hung above your display for visitors to locate your booth across the show floor and as they walk down the aisles. You don't have to spend a lot to maximize your space. Tall structures such as towers with signage at the top can create similar effects without the expense of ceiling rigging.

Draw Attention

Think of attendees as specialized and discerning shoppers that are influenced by what they see, hear, or smell. Motion can catch attendees' eyes while LED spot or backlighting can make your graphics pop. Use music and special sound effects to stimulate their curiosity and because smell is our strongest sense, use it to lure visitors in with fresh coffee brewing, popcorn popping, or chocolate chip cookies baking. -

Open Up

Make your visitors feel welcome with an open and inviting floor plan. Encourage entry by offering easy access to your space from multiple points. To that end, think more space, less clutter. One general rule of thumb is to leave 60 percent of your space frontage open and at least 60 percent of the floor space unoccupied.

Provide an Experience

Don't underestimate the power of face-to-face contact with your product. The number one reason people attend shows is to see new products. Nothing sells a product as effectively as a truly hands-on experience. Visitors look for opportunities to see and touch your products to learn about them. Integrate product display into the exhibit, distribute samples or conduct in-booth demonstrations. -

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