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
It’s 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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Eight Ways to Jumpstart Your Trade Show Display Traffic



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Why do some trade show displays attract bigger crowds than others? With only a few seconds to engage trade show visitors, it pays to try new ideas.

1. Build anticipation

Attendees often plan their visit to the trade show floor in advance. A show promotion strategy designed to peak curiosity will put your trade show booth on their “must-see.” Purchase the pre-registered attendee list to get your message out via email, direct mail and social media.

2. Seeing is believing

Demand attention for your trade show display with a large screen presentation. Play a video or animation on continuous loop.

3. Lighten up

Capture attention with backlit graphics that make your trade show display stand out.

4. Sound travels

Visitors are attracted to sounds coming from trade show exhibits including music, a presenter’s voice, audio supporting your video, even laughter.


5. Scentsibility

Our sense of smell is the strongest for triggering association and memory. “Good” aromas such as fresh baked cookies or just brewed coffee can lure visitors to you.

Tip: Make sure the aroma relates to your marketing message.

6. Taste it

Take advantage of knowing that attendees walking a trade show floor will get hungry and thirsty. If your company is associated with food products, sampling builds traffic and demonstrates quality. Even bottled water would be welcomed by your visitors.

Tip: Refreshments also lengthen the duration of a visitor’s stay at your trade show booth.

7. Touchy subject

A visitor’s tactile experience starts with a handshake to accompany your smile. From there, a hands-on experience with your product or other forms of participation like an interactive touch screen. Even a comfortable sofa can add to the tactile experience.


8. Live it up

Research indicates that trade show exhibits with live presentations are more memorable. Draw visitors in with theatre-style seating to view a magic or game show, scripted product introduction, dramatic or vocal production.

Tip: Small gatherings generate curiosity from passersby who may stop to watch, thereby increasing the size of the crowd.

 

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