Outbound shipments

It's usually the last thing on your mind, but you have to be clear thinking all the way to the end.

When you are packing up to leave the floor, be sure and have all of your boxes, crates, skids, bags and cartons accounted for and assigned to an outbound shipment.

Make sure that there is a bill of lading (BOL) for each outbound shipment (depending on the hall and the general contractor, this may also include FedEx and package deliveries).

In the case of the recent show we produced, there was a local shipment. Be sure and be clear to the I&D crew, your show house contact, the driver and anybody else who needs to know--where and when does this package/shipment have to be where it is promised to go.

Then, and only then, can you leave the show floor. It's always a good idea, if you can, to be on the floor from move-in to move-out, to be there from bare concrete to bare concrete.

TTSG

Ship dates

Don't forget that the beauty of trade shows is that they happen on a fixed date.

That means you need to honor and obey the Ship Date.

This is the day that all of your stuff--exhibit, collateral, giveaways and all other things that are destined for the show floor will be shipped out to the show site. A few things to remember about this shipment:

• Try and make it one shipment: it will save money since you will only have one shipment going to the site (easier to track), thereby reducing drayage and handling costs.
• It will all arrive at one time.
• Only one carrier to worry about.
• Make sure it arrives at the time designated (either to advance warehouse or your targeted date on the show floor).

Make sure that you don't forget anything.

TTSG

Make a list, check it twice

I know, I know, Christmas is past and Santa's gig of checking on good little girls and boys is done. However, today I was reminded by a friend of the importance of correct (and checked) manifests.

Make sure what you want at the show in time for set up is shipped. And you have a list to prove it.

When your exhibit house (or whomever is packing and shipping your display) sends you a manifest to review--DO IT! The more eyes that look at something, the less chance you will have counter tops or the wrong graphics shipped to show site. And, if at all possible, visit the exhibit house and physically review the shipment.

In my reminder talk today, my friend told me of the wrong graphics being shipped--well, supposedly. The portable display has two sets of graphics and one frame. When the one shipped graphic set arrived on show site, the set up guy opened the box and saw a photo of the other set (the incorrect set) of graphics. He didn't check the contents of the container, but called and asked (and received) the second set in a counter-to-counter shipment. This needs to be looked at from two points of view: always check the actual contents (don't assume) and double check the shipment before it leaves the warehouse. Kudos, however, to the exhibit company for the quick response to save this show, regardless.

Lesson Learned: check, recheck and receive and recheck.

TTSG

Arranging freight

Getting the exhibit to the show is one of the last links in the chain, but a critical one: the show has to go on and it can't (effectively) without your goods being at the show.

When arranging a truck or van to pick up and drop off your shipment, remember:

1. What are the size, shape, weight and number of pieces you are transporting?
2. When will the be ready to pick up and returned and who is the contact person?
3. Where are they going and who pays the bill?

Sizes and shapes. A trucker or shipping company/broker needs to know how many pieces and how much each weighs before they can give you a quote or estimate of the cost. You need to differentiate between crates, shrink-wrapped pallets or skids and loose items, like carpet rolls and rolls of pad. Since you have to calculate this anyway for your drayage (material handling) estimate and bill, it's best to know this (or estimate it) as early as possible.

Pick up times and locations. Let the carrier know when they can pick up your shipment (for example, between Noon and 4 on Friday the 2nd). If the show has a "quick facts" page (as Freeman does with their shows), fax it or e-mail it to your carrier's contact well in advance of the ship date. Be sure and designate a contact person on both ends of the shipment and be sure to include phone numbers (preferably cell phone numbers).

Destination. Be sure all pieces in the shipment are labeled clearly. If you are working with a van line, they will supply you with outbound and return labels as well as blank Bills of Lading for the return shipment from the show. Be sure that it is clear to the general contractor at the show who is to be billed for the shipment.

Lesson learned: know your shipment's condition, character and destinations and all will go well. Time is on your side, if you think ahead.

TTSG

(thanks to my friends at Freeman Decorating and San Diego Mayflower for their input)