Transportation, also known as material handling at trade shows, is the transfer of exhibition items from the vehicle to the fair stand and vice versa. This service is usually charged by weighing each piece of cargo and rounding that number to the next 100 pounds. For example, 212 pounds equal 3 CWT, 489 pounds equal 5 CWT, etc. Unless an item is particularly oversized, freight dimensions are not usually a factor when calculating transportation. Exhibitors often find transportation to be the most exaggerated, infuriating and unproductive expense.
However, it is important to understand why and how transportation is calculated in order to reduce costs. Common carriers usually offer transportation rates that are 30 to 40% cheaper than those of specialized carriers. Additionally, the cost of transportation will vary depending on where the fair is held. When cargo arrives via a common carrier, exhibitors can budget for the show and set a maximum loading speed for each booth space of 10 × 10. The weight included in the show is used as a loaded weight for all transport calculations, since it is always the heaviest weight. Only the contracted company that is responsible for the logistics of the show has permission to move packages from outside to inside the fair. In Las Vegas, where grocery stores have space to store cargo before the fair, warehouse options cost less due to large volume discounts.
This can be a great way to reduce shipping and transportation costs. Exhibitors can also use fabrics and other techniques to reduce costs. Overall, exhibiting at a trade show in the U. S. should not be an obstacle due to “cost of transportation”.
There are plenty of opportunities for exhibitors to reduce transportation costs by planning wisely and taking advantage of discounts.
