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How do I handle shipping & logistics for my exhibition materials?

Managing shipping and logistics for exhibition materials is a crucial aspect of successful participation in trade shows or events and requires careful planning & coordination to ensure that your booth and promotional items arrive on time and in good condition. 

By carefully managing the shipping and logistics process, you can ensure a smooth and timely arrival of your exhibition materials, contributing to a successful and stress-free event experience. Let Brandstand take care of your event logistics and collateral storage requirements ensuring that your exhibition and display kit gets where it needs to be on time and on budget

Here are some frequently asked questions related to handling shipping and logistics for exhibition materials:

When should I start planning for shipping and logistics?

    • FAQs may revolve around understanding the lead time required for coordinating shipping and logistics to ensure timely delivery.

What information do I need to provide to shipping companies?

    • Attendees might inquire about the necessary details, including booth dimensions, weight, and specific delivery instructions, when coordinating with shipping companies.

How can I estimate shipping costs for my exhibition materials?

    • Questions may focus on factors influencing shipping costs, such as the destination, size, weight, and mode of transportation.

What shipping options are available for exhibition materials?

    • FAQs could explore different shipping methods, including ground transportation, air freight, or specialised exhibition freight services.

How can I track and monitor the shipment of my exhibition materials?

    • Attendees may be interested in understanding the tracking options available to ensure the visibility of their materials in transit.

Are there restrictions or regulations for shipping materials to certain events or locations?

    • Questions might revolve around compliance with event-specific regulations, customs requirements, and any restrictions on certain materials.

What steps can I take to prevent damage to exhibition materials during transit?

    • FAQs may explore best practices for packing and securing materials to minimise the risk of damage during transportation.

How early should I arrange for materials to arrive at the event venue?

    • Attendees might inquire about the ideal timing for shipping materials to ensure they arrive well in advance of the event.

What is drayage, and how does it impact shipping costs?

    • Questions could focus on understanding drayage fees and how they factor into the overall cost of shipping and handling at the event venue.

How can I coordinate the setup and dismantling of my booth with shipping logistics?

    • FAQs may revolve around aligning the arrival and departure of exhibition materials with the event schedule and logistics at the venue.

What documents and paperwork are required for international shipping?

    • Attendees might be interested in understanding the documentation needed for customs clearance and international shipments.

How can I plan for contingencies in case of shipping delays or issues?

    • Questions may explore strategies for mitigating risks, such as having a backup plan, insurance coverage, or alternative shipping options.

Are there eco-friendly shipping options available for exhibition materials?

    • FAQs might focus on sustainability concerns, including environmentally friendly shipping materials and transportation choices.

Here are Steps to guide you in selecting the right exhibition display for your needs:

1. Create a detailed Inventory
    • Develop a comprehensive inventory of all the materials you'll be shipping, including booth components, signage, promotional materials, and any technology or equipment.
2. Determine Shipping Deadlines
    • Check with Brandstand NZ to determine the shipping deadlines and rules for the event. Some events have specific timelines for receiving shipments. For further information, take a look at Brandstand's Logistics & Storage Management
3. Select a reliable Freight Carrier
    • Choose a reputable freight carrier or shipping company that specialises in handling exhibition materials. Consider factors such as reliability, experience with trade shows, and shipping rates.
4. Review Shipping Regulations
    • Familiarise yourself with the shipping regulations and guidelines provided by the exhibition venue and the event organisers. This includes rules related to dimensions, weight restrictions, and packaging requirements.
5. Labelling & Documentation
    • Clearly label all shipping containers with your company name, booth number, and a detailed list of contents. Ensure that you have all necessary shipping documents, including bills of lading and customs paperwork for international shipments.
6. Insurance Coverage
    • Verify the insurance coverage provided by your freight carrier and assess whether additional insurance is needed for high-value items. This ensures that your materials are protected in case of loss or damage during transit.
7. Packing Materials
    • Use appropriate packing materials to safeguard your exhibition items during transportation. This includes custom packaging for fragile or sensitive equipment.
8. Coordinate with Customs for International Shipments
    • If you are shipping materials internationally, coordinate with customs authorities to ensure that all necessary documentation is in order. Be aware of any customs duties or taxes that may apply.
9. Track Shipments
    • Utilise tracking services provided by the shipping company to monitor the progress of your shipments. This allows you to anticipate any delays and stay informed about the location of your materials.
10. Advance Warehouse vs. Direct to Show:
    • Decide whether to ship materials to an advance warehouse or directly to the show venue. Some events offer an advance warehouse option where materials can be received and stored before the show. For further information on Brandstands Exhibition Installations & Packdowns, click here
11. Schedule Delivery & Set-Up
    • Coordinate the delivery of your materials to align with the booth set-up schedule. Ensure that your materials arrive in time for installation and testing.
12. On-Site Supervision
    • Have a representative on-site during the installation to oversee the setup of your booth and ensure that all materials have arrived intact.
13. Arrange Return Shipping
    • If needed, make arrangements for the return shipping of your materials after the exhibition. Provide clear instructions and labels for return shipments.
14. Emergency Plan​


    • Have a contingency plan in case of unexpected delays, lost shipments, or other logistics issues. Maintain contact information for the shipping company's customer service in case immediate assistance is required.
15. Evaluate and Document
    • After the exhibition, evaluate the shipping and logistics process. Document any challenges, successes, or areas for improvement to inform future planning.

Did you know?


We work with our sister company in Sydney to deliver truly Trans Tasman campaigns. The combined team will take care of all the production,  project management and logistics in both New Zealand and Australia, ensuring your budget is optimised and your stress levels are reduced!