Your NADA Expo experience - Pre-Show, On-Site and Post-Show - Helpful Planning Tips
Shipping, Transportation and Material Handling Cost Saving Tips
Check out the following ways you can reduce expenditures and increase peace of mind.
Shipping and Transportation
As there are numerous choices when choosing a transportation carrier, research will pay off in the long run.
- Choose a carrier or freight forwarder that is familiar with the trade show industry. Experience can save time and money.
- Consider using the official show carrier with onsite representation. This can also eliminate off target, late fees, and material handling surcharges.
- Ask your carrier for a discount off of the standard class 125 rate used for exhibit material.
- Provide your carrier with all of the pertinent show information, such as event name, booth number, destination, marshalling location, target move-in times and dates, and move-out information.
- Make sure your shipment is properly packaged, labeled and insured. Remove all old labels.
- Plan your shipping in advance to avoid air freight or rush delivery surcharges.
- If possible, scale your shipment prior to tendering it to your carrier, but always request that your carrier obtain a certified weight for your shipment to avoid delays and billing discrepancies.
- Ask your carrier about assessorial charges, waiting time fees, fuel surcharges and other charges associated with trade show transportation. Oftentimes the original quote from a traditional carrier may exceed that of an official show carrier.
- If possible find out if your carrier will be consolidating your shipment with other shipments. This can affect you target times, pick-up times and material handling costs.
- Choose a carrier that will not split your shipment up in transit. Split shipments can lead to multiple material handling charges rather than just one.
- You may ask NADA's Official Show Contractor, Freeman, for transportation options, including round trip services, packages, multiple event logistics and caravans.
- Track your shipment with your carrier and bring your shipping information with you to the event.
Material Handling
Material handling rates and rate structures will vary from event to event and from city to city so it is important to familiarize yourself with each event that you participate in.
- Read the exhibitor manual and be familiar with move-in and move-out times, targets and rates for material handling. This can reduce your exposure to overtime, late fees, surcharges, and rerouting. If you need clarification on any information, contact customer services.
- Consider advanced shipping to the general contractor’s warehouse as opposed to shipping direct to the event. While advance shipping can appear to be more expensive, it can actually be less expensive if direct shipping involves overtime. Advance shipping can also provide peace of mind by avoiding expedited and late arrival surcharges.
- Consider the weight and design of your display. Light weight fabrics can create a dramatic visual effect, while saving significant material handling charges.
- Consider renting an exhibit from the local general contractor. This eliminates material handling charges as well as shipping, storage, and the cost of building an exhibit.
- Do not arrange for display labor on the same date and time as your target date. If you need assistance in this area, contact Freeman.
- Consolidate small packages into a larger shipment. This can eliminate multiple minimum charges for individual small shipments and material handling surcharges associated with small package carriers. Ask Freeman for guidance in this area.
- Palletize or package loose items to avoid loose and uncrated surcharges.
- Avoid special handling surcharges by instructing that your shipment be loaded in a manner that does not require additional labor or equipment to be unloaded, or use an LTL carrier/forwarder.
- Consider storing your exhibit with a contractor as opposed to shipping it back and forth.
Frequently Asked Questions
Pre-Show
Where can I find show information and order products and services for my booth?
All products and services for your show can be ordered online at the NADA Service Kit. Important show information, access to contractor forms, and additional booth information is located on this site.
What should I bring with me to the show site?
- Your phone with FreemanOnline app downloaded to your device - to download, go to folmobile.freemanco.com
- Copies of all your paperwork and documentation, as a reminder of what you ordered
- Copies of your shipping information and tracking numbers
- Charging cords and/or power adapter
Note: Several show services need to be ordered separately. Check the show’s Quick Facts for what is provided.
Show Site
What do I do when I arrive at the show site?
- Check in at the Exhibitor registration desk, located in Moscone South Lobby or Moscone West, Level 1 to pick up badges and/or any necessary show information
- Familiarize yourself with the show floor as well as other important locations like the show office, Rooms 50-62, Moscone South Lower Mezzanine and the Exhibitor Service Center in Moscone South Lobby
- Head to your booth space
What should I do once I get to my booth?
- Make sure all exhibit materials have arrived
- Confirm all work orders have been completed including electrical and carpet installation, as well as audio visual equipment deliveries
- If anything is missing, please go to the Exhibitor Service Center located in Moscone South Lobby
- For the duration of the show hours Friday through Sunday, so not chase, confront, or stalk attendees outside your booth parameters. This one behavior is the #1 top complaint of NADA attendees, and it's the best way to derail your ROI goals and objectives
What should I do if I selected to supervise Freeman labor?
If you selected to supervise Freeman labor in your exhibit space, check in at the labor desk at your scheduled time to secure your assigned labor. If you are unsure where the labor desk is, stop by the Exhibitor Service Center in Moscone South Lobby, and we will show you where it is located.
What should I do if I selected Freeman to supervise my labor?
If you selected Freeman to supervise your labor, no action is required. Laborers will report directly to your exhibit space for orders placed with an 8:00 am start time. Your start time is set up in advance by you and can be found on your order confirmation. Note: A start time other than 8:00 am is not guaranteed, and labor will start when available.
Post-Show
How do I get my empty containers back?
At the close of the show, after the aisle carpet has been rolled and picked up, all empty containers will be returned to exhibitors.
When will they arrive?
The time it takes to return all empty containers will vary, and may take several hours, depending on the size of the show. Please arrange your travel accordingly.
How do I schedule shipping for my exhibit materials after the show?
Scheduling post-show shipments should be made in advance with your carrier. Please refer to Quick Facts for carrier pickup deadlines.
Do I need to fill out a material handling form?
All exhibitors need to complete the outbound shipping form or visit the Exhibitor Service Center to designate your carrier of choice so we can create your Material Handling Agreement (MHA). The MHA is the official authorization that allows your freight to be released to your chosen carrier.
If you need shipping labels, regardless of your carrier, we can print them for you. Call or visit us at the Exhibitor Service Desk located in Moscone South Lobby. They will be brought to your booth with your MHA.
How do I ship extra exhibit materials after the show?
Last-minute outbound shipping can be arranged at the Exhibitor Service Center, located in Moscone South Lobby, where we can answer questions and help manage your shipping needs.
Do I need to stay to supervise the movement of my items out of my booth space?
If your shipments contain any valuables, we recommend that you wait for your carrier to arrive or hire a security guard. You should ensure your valuables are safe from the time they are shipped from your facility until they are returned after the event. Do not label boxes with the contents if they are expensive or high-tech materials.
If I ordered audio visual equipment, do I need to stay until these items are picked up?
If you ordered audio visual equipment from NADA's official providers eventLink or PSAV, teams will pick it up as efficiently as possible when the show closes. Please note there may be a waiting period of up to two hours. You are responsible for all equipment until it is picked up, so please take this into consideration when scheduling departures.
If you need to depart before your items are picked up please leave equipment in an accessible area of your booth and inform your AV representative. If the AV company notices the equipment is missing from your booth after you have departed, they will contact you to help locate the equipment.
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The NADA Show attendees are busy planning their visit to San Francisco and want to make the most of their time on the expo floor. They are looking for products and services and marking the exhibitors they want to visit. Will you be on that list?
