Survey of Leading Exhibition Producers & Corporate Exhibitors

on Logistics, Freight Shipping & Material Handling

Exhibition Logistics Trends & Best Practices Study
Special Industry Analysis by:
Delivered by:
Exhibition Logistics Trends
& Best Practices Study
3
Survey of Leading Exhibition Producers & Corporate Exhibitors
Table of Contents
Introduction 4
Executive Summary 5-12
I. Complete Corporate Exhibitor Survey Findings 13-20
II. Complete Show Management Survey Findings 21-25
III. Best Practices & Recommendations 26-27
Conclusion 28-29
Methodology & About the Respondents 30-33
Appendix: Write-In Responses to Questions on Challenges & Recommendations 34-39
About UPS 40
Exhibition Logistics Trends
& Best Practices Study
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Survey of Leading Exhibition Producers & Corporate Exhibitors
Introduction
Event logistics, freight shipping and material handling are essential elements of any
convention, exhibition, event or exhibit program. The process, especially for large
exhibitors with complex event schedules and freight shipping requirements, can often be
challenging with literally many moving parts, various shipping methods, different types
of providers and carriers, venue and union rules, and pricing structures.
There is a need for industry benchmarks, insights and trend analysis to help industry
executives make more informed decisions and better manage their event logistics
requirements and programs. In response, EXPO magazine and UPS have worked
together to study and quantify many of these key areas and trends. This study covers
event and exhibit logistics, freight shipping and material handling from the perspective
of event owners and producers as well as corporate exhibitors. Areas covered include:
Key Study Insights and Findings
Event Logistics and Material Handling Services Ratings and Satisfaction Levels
How Show Management and Exhibitors Select Logistics and Freight Transportation
Providers
Key Trends and Challenges
Recommendations from Exhibitors and Show Management on Improving the Process
The main information source is an exclusive survey of event producers and corporate
exhibitors conducted in March 2013. In total, survey responses from over 130 leading
organizations have been used to develop this analysis.
EXPO and UPS thank all of the respondents for their invaluable contributions to this study.
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Executive Summary
Survey of Leading Exhibition Producers & Corporate Exhibitors
Exhibition Logistics Trends
& Best Practices Study
Executive Summary
Based on the survey results from both show management and exhibitors, some of the
most compelling ndings and insights from the study are provided below, followed by
additional key results from the corporate exhibitor and show management surveys.
1.) Half of Exhibitors are Not Satised with the Current Event Logistics, Shipping and
Material Handling Process
When asked about the value received compared to the costs of shipping and material
handling, a total of 51% of exhibitors say they are very or somewhat dissatised with
the current process. In addition, 27% of exhibitors indicated they are neutral on
this question, meaning they are neither satised or dissatised. It is important to note
that exhibitors are more satised with event-related small package and freight shipping
services, as a total of 61% say they are very or somewhat satised with this process.
2.) How Exhibitors Select Logistics & Shipping Providers
3.) Rising Fuel Costs
A total of 83% of exhibitors say that rising fuel costs and related surcharges are an
important trend impacting their exhibit and event programs.
4.) Exhibitors are Focused on Reducing Their Overall Exhibit Freight Weight
Eighty-two percent of exhibitors indicate they are focused on reducing their overall
freight weight to lower their shipping and material handling costs. In general, many
exhibitors are using lighter weight exhibit booth and display materials.
5.) Do Exhibitors Lack an Understanding of Freight Shipping and Material
Handing Process and Costs?
0 10 20 30 40 50 60 70
Reliability
Price
Carrier tradeshow experience
65%
63%
47%
0 10 20 30 40 50 60
Show Managers, saying Yes
Exhibitors, saying Yes
58%
26%
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Executive Summary
Survey of Leading Exhibition Producers & Corporate Exhibitors
Exhibition Logistics Trends
& Best Practices Study
6.) Damage to Freight and Shipments is a Key Challenge for Exhibitors
Damage to freight shipments may be a larger issue for exhibitors than is understood by
show management. According to the survey, 66% of exhibitors say damage to freight
and shipments is a key challenge and pain point while 47% of show managers see
this as a key issue.
7.) The Study Quanties the Percentage of Event and Exhibition Freight Delivered by
Transportation and Shipping Method
The percentage of event and exhibition freight shipments by the type of transportation
and shipping method is provided in the table below. This is an industry-wide estimate
based on the exhibitor survey data.

Recommendations from Show Management and Exhibitors
The survey asked both show managers and exhibitors a number of questions on key
trends and how to improve the logistics, freight shipping and material handling process.
Below are some of the common themes based on verbatim answers grouped into
suggestions and recommendations.
Reduce costs, and better explain costs and surcharges at the start of the process
and on invoices.
Implement more industry-wide standard procedures, policies and best practices.
Continue to educate exhibitors on the shipping and material handling process and
best practices.
Provide better shipment tracking with online access to real-time information.
Improve customer service and employee training.
Lower minimum weight requirements and pricing for small package delivery.
Provide more exibility and access for small package shippers to pick up at more
venues and on show oor areas.
Focus on reducing damage and loss, and provide faster turnaround on damage claims.
The next Executive Summary pages provide additional key ndings from the exhibitor
and show management surveys.
0 5 10 15 20 25 30 35
Common Carriers
Van Lines
Air Lines
LTL Lines
Expedited Freight
Rail Freight
Small Package Providers
Exhibitors Own or
Companys Vehicles (POV)
6.8%
7.7%
19.7%
35.5%
5.5%
0.2%
10.6%
14.2%
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Executive Summary
Survey of Leading Exhibition Producers & Corporate Exhibitors
Exhibition Logistics Trends
& Best Practices Study
Executive Summary: Corporate Exhibitor
Survey Key Findings
Exhibitors Value vs. Cost Satisfaction Level for Event Logistics, Material Handling
and Shipping Services
As the data below indicates, exhibitors are not satised with the current relationship
between the value received vs. the cost of event and exhibition logistics, material
handling and shipping services. Twenty-seven percent are somewhat dissatised and
24% are very dissatised. Only a total of 17% of exhibitors indicate they are very or
somewhat satised, and the largest percent of exhibitors, 27% say they are neutral on
this question. The survey question was: How satised are you overall with the value
received vs. the cost of event and exhibition logistics, material handling and shipping
services?
Exhibitors Satisfaction Level for Small Package and Freight Shipping Services
Exhibitors are more satised with event-related small package and freight shipping
services, as 18% say they are very satised and 43% are somewhat satised with the
process.
1%
0 5 10 15 20 25 30 35
Very Satised
Somewhat Satised
Neutral
Somewhat Dissatised
Very Dissatised
Not Applicable
16%
27%
27%
24%
5%
18%
0 5 10 15 20 25 30 35 40 45
Very Satised
Somewhat Satised
Neutral
Somewhat Dissatised
Very Dissatised
Not Applicable
43%
18%
8%
4%
10%
Key Insight
In general, exhibitors
are not satised with the
current event logistics,
shipping and material
handling process especially
when considering the
overall cost compared
to value. In contrast,
exhibitors are more satised
with event-related small
package shipping services,
as a total of 61% say
they are very or somewhat
satised with this process.
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Executive Summary
Survey of Leading Exhibition Producers & Corporate Exhibitors
Exhibition Logistics Trends
& Best Practices Study
Exhibitors Biggest Logistics, Freight Shipping and Material Handling Challenges and
Pain Points -- Top Five
The main challenges and pain points for exhibitors are the overall cost and damage
to freight and shipments. Additionally, 37% of exhibitors say there is a need for more
tracking and visibility of freight and packages during the shipment process.
Exhibitors Overall Satisfaction Level with Various Stages of the Event Logistics,
Material Handling and Shipping Process
The survey asked exhibitors to rate their overall satisfaction level with each of the typical
stages of the event and exhibition logistics, material handling, and shipping process.
The survey asked exhibitors to consider their overall experience understanding that each
event, city, venue, carrier, general service contractor, union and venue can be different.
Based on the combination of very and somewhat satised ratings, exhibitors are most
satised with the following stages and aspects of the process:
Advanced warehouse services
Removal and storage of empty crates/cartons before the show
On-site ofcial carrier service desk personnel, customer service
Outbound paperwork process (Bill of Lading and Material Handling Agreement, etc.)
General Service Contactor material handling and shipping employees and staff
Exhibitors are least satised with union labor, the process of returning crates/cartons
to booths after the show, invoicing, material handling services, and the overall event
management role in the process.
% Exhibitors
Overall cost 87%
Damage to freight and shipments 66%
Need for more tracking and visibility of freight and packages
during shipment process
37%
Schedule reliability, late shipments 30%
Overall complexity of the process 29%
Key Insight
Damage to freight may be
a larger issue for exhibitors
than is understood by
show management. Sixty-
six percent of exhibitors
say damage to freight
and shipments is a key
challenge and pain point,
while 47% of show
managers see this as an
issue. To reduce damage
it is important to focus on
improving freight packing.
Stacking, wrapping and
palletizing effectively can
help.
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Executive Summary
Survey of Leading Exhibition Producers & Corporate Exhibitors
Exhibition Logistics Trends
& Best Practices Study
Impact of Logistics and Material Handling Trends on Exhibit and Event Programs --
Top Five
According to exhibitors, the following trends and issues have the most impact on their
exhibit and event programs and efforts. These are based on the combined very and
somewhat impactful ratings. The areas and issues with the most impact are overall event
budgets, rising fuel costs, and the focus on reducing exhibit and equipment freight
weight.
How Exhibitors Select Logistics Providers and Freight Transportation Carriers -- Top
Five
Exhibitors primarily select logistics providers and freight transportation carriers based on
reliability and price. Secondary but important additional factors are carrier experience
with exhibitions and events, long-term relationships, and customer service.
How Exhibitors Select Small Package and Freight Shipping Providers -- Top Five
The top three criteria for exhibitors when selecting small package shipping providers are
pricing, if a corporate contract is in place, and reliability. Speed of delivery and small
package shipping ofce location are also important factors.
0 20 40 60 80 100
Exhibitor and event budget
Rising Fuel costs and/or surcharges
Focus on reducing freight (exhibit and equipment) weight
Inuence of corporate procurement on exhibitor logistics
and shipping carrier selection and costs
Transportation company consolidation
96%
83%
82%
68%
41%
% Exhibitors
Reliability 65%
Price 63%
Carrier experience with exhibitions, tradeshows and events 47%
Long-term relationship with our organization 46%
Customer service levels 43%
% Exhibitors
Pricing 61%
Corporate contract 58%
Reliability 55%
Speed of delivery 45%
On-site small package shipper location availability in venue,
hotel or nearby
38%
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Executive Summary
Survey of Leading Exhibition Producers & Corporate Exhibitors
Exhibition Logistics Trends
& Best Practices Study
About the Corporate Exhibitor Respondents
Forty-four percent of the exhibitor survey respondents spend over $50,000 annually
on event and exhibit related freight and shipping services. In terms of the number
of events, 56% of the respondents exhibit in or run 11 or more events each year.
Some of the top industry sectors represented by the respondents are manufacturing
and industrial, technology and telecommunications, health care and pharmaceutical,
building and construction, and education. Forty-one percent are with companies with
over $50 million in gross revenue and 19% have over $1 billion in gross revenue.
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Executive Summary
Survey of Leading Exhibition Producers & Corporate Exhibitors
Exhibition Logistics Trends
& Best Practices Study
Executive Summary: Show Management
Survey Key Findings
Show Management Event Logistics, Material Handling and Shipping Services
Satisfaction Ratings
The survey asked show managers: How satised are you overall with event and exhibition
related transportation and shipping services? Overall, show management is generally
satised with the transportation, shipping and material handling process.
Show Management Biggest Logistics, Freight Shipping and Material Handling
Challenges -- Top Five
The main challenges seen by show managers are the overall cost and the lack of
exhibitor understanding of cost, charges and billing.
21%
0 5 10 15 20 25 30 35 40 45 50
Very Satised
Somewhat Satised
Neutral
Somewhat Dissatised
Very Dissatised
Not Applicable
47%
13%
16%
0%
3%
% Show
Management
Overall cost 88%
Lack of understanding of cost, charges and billing 58%
Damage to freight and shipments 47%
Need for more tracking and visibility of freight and packages
during shipment process
35%
Lost shipments 30%
Key Insight
Do exhibitors lack an
understanding of the freight
shipping and material
handling process and
costs? Yes, say 58% of
show managers. Yes, say
26% of exhibitors.
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Executive Summary
Survey of Leading Exhibition Producers & Corporate Exhibitors
Exhibition Logistics Trends
& Best Practices Study
Impact of Logistics and Material Handling Trends on Event Business and Exhibitor
Clients -- Top Five
The top three most impactful issues and trends related to logistics and material
handling seen by show management are exhibitor budgets, rising fuel costs, and
exhibitors reducing freight weight.
How Show Management Select Logistics Providers and Freight Transportation
Carriers -- Top Five
The top three criteria used by show management to select logistics and freight
transportation providers are pricing, long-term relationships, and customer service
levels.
About the Show Management Respondents
Sixty-four percent of the event management survey respondents are with associations.
Approximately 20% are for-prot exhibition organizers and the remainder are corporate
meeting planners. Forty-ve percent have events with over 200 exhibiting companies.
The most commonly served industry sectors by the respondents events are building and
construction, health care and pharmaceutical, apparel, retail and sporting goods and
recreation.
0 20 40 60 80 100
Exhibitor budget
Rising Fuel costs and/or surcharges
Exhibitor focus on reducing freight
(exhibit and equipment) weight
GSCs sub-contracting to carriers
Inuence of corporate procurement on exhibitor
logistics and shipping carrier selection and costs
100%
86%
84%
62%
57%
% Show
Management
Pricing 78%
Long-term relationship with our organization 66%
Customer service levels 61%
General Service Contactor recommendations 54%
Reliability 54%
Exhibition Logistics Trends
& Best Practices Study
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Survey of Leading Exhibition Producers & Corporate Exhibitors
I. Complete Corporate Exhibitor Survey
Findings
The complete analysis of the corporate exhibitor survey responses are provided in this
section of the report.
Exhibitors Value vs. Cost Satisfaction Level for Event Logistics, Material Handling
and Shipping Services
As the data below indicates, exhibitors are not satised with the relationship between
the value received vs. the cost of event and exhibition logistics, material handling
and shipping services. Twenty-seven percent are somewhat dissatised and 24% are
very dissatised. Only a total of 17% of exhibitors indicate they are very or somewhat
satised, and the largest percent of exhibitors, 27% say they are neutral on this
question. The survey question was: How satised are you overall with the value received
vs. the cost of event and exhibition logistics, material handling and shipping services?
Exhibitors Satisfaction Level for Small Package and Freight Shipping Services
Exhibitors are more satised with event-related small package and freight shipping
services, as 18% say they are very satised and 43% are somewhat satised with the
process.
1%
0 5 10 15 20 25 30 35
Very Satised
Somewhat Satised
Neutral
Somewhat Dissatised
Very Dissatised
Not Applicable
16%
27%
27%
24%
5%
18%
0 5 10 15 20 25 30 35 40 45
Very Satised
Somewhat Satised
Neutral
Somewhat Dissatised
Very Dissatised
Not Applicable
43%
18%
8%
4%
10%
Key Insight
Exhibitors are more
satised with small
package shipping than
event logistics, shipping
and material handling.
Specically, 61% say they
are satised with small
package services, while
51% are dissatised with
event logistics, shipping,
material handling.
Exhibition Logistics Trends
& Best Practices Study
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Survey of Leading Exhibition Producers & Corporate Exhibitors
Exhibitors Overall Satisfaction Level with Various Stages of the Event Logistics,
Material Handling and Shipping Process
The survey asked exhibitors to rate their overall satisfaction level with each of the typical
stages of the event and exhibition logistics, material handling, and shipping process.
The survey asked exhibitors to consider their overall experience, understanding that each
event, city, venue, carrier, general service contractor, union and venue can be different.
Based on the combination of very and somewhat satised ratings, exhibitors are most
satised with the following stages and elements of the process:
Advance warehouse
Removal and storage of empty crates/cartons before the show
On-site ofcial carrier service desk personnel, customer service
Outbound paperwork process (Bill of Lading and Material Handling Agreement, etc.)
General Service Contactor material handling and shipping employees and staff
Exhibitors are least satised with:
Union labor
Return of crates/cartons to booths after close of the show
Invoicing (accuracy, ease of understanding charges)
Material Handling Services
Overall event management role and help with the material handling and freight
transportation process
The complete ndings from this question are in the table on the following page.
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Survey of Leading Exhibition Producers & Corporate Exhibitors
Exhibition Logistics Trends
& Best Practices Study
Exhibitors Rate the Various Stages of the Event Logistics, Material Handling and Shipping Process
Very
Satised
Somewhat
Satised
Neutral
Somewhat
Dissatised
Very
Dissatised
NA
Advance warehouse: unloading, storage,
security, paperwork processing, exhibitor
notication of received freight, etc.
12% 45% 17% 16% 1% 9%
Marshaling yards and cartage: process,
service and schedule
9% 23% 23% 20% 3% 24%
Motor freight/common carrier and van line
drivers: quality, overall understanding of
exhibition industry shipping numbers
24% 28% 20% 10% 4% 15%
Other non-driver personnel with carriers and
at yards
7% 15% 27% 11% 1% 38%
On-site ofcial carrier service desk personnel,
customer service
21% 33% 15% 16% 1% 14%
Core Material Handling Services: movement of
on-site freight and exhibit properties (often by
forklift and dolly) from dock to exhibit space
12% 28% 24% 19% 6% 11%
Union labor 4% 23% 23% 22% 18% 11%
General Service Contactor material handling
and shipping employees and staff
10% 40% 27% 14% 1% 9%
Accessible storage 8% 23% 23% 16% 5% 26%
Removal and storage of empty crates/cartons
before the show
14% 43% 19% 11% 0% 14%
Return of crates/cartons to booths after close
of the show
9% 30% 12% 25% 9% 16%
Invoicing: accuracy, ease of understanding
charges
7% 26% 27% 22% 10% 7%
Outbound paperwork (Bill of Lading and
Material Handling Agreement) process, etc.
16% 35% 26% 12% 4% 7%
Move-out of freight back to dock 10% 29% 31% 11% 4% 15%
Overall event management role and help
with the material handling and freight
transportation process
13% 33% 25% 20% 4% 6%
Exhibition Logistics Trends
& Best Practices Study
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Survey of Leading Exhibition Producers & Corporate Exhibitors
Impact of Logistics and Material Handling Trends on Exhibit and Event Programs
The survey asked the exhibitors: Please rate the following logistics and material handling
industry trends in terms of the impact on your exhibit and event efforts and programs.
Based on the combined very and somewhat important ratings, the areas and issues with
the most impact are overall event budgets, rising fuel costs, and the focus on reducing
exhibit and equipment freight weight.
Very
Important,
Impactful
Somewhat
Impactful
Neutral
Somewhat
Unimpactful
Very
Unimportant,
No Impact
Exhibitor and event budget 67% 28% 3% 3% 0%
Focus on reducing freight
(exhibit and equipment)
weight
59% 22% 12% 5% 1%
Inuence of corporate
procurement on exhibitor
logistics and shipping
carrier selection and cost
focuse
38% 27% 24% 5% 5%
Rising fuel costs and/or
surcharges
34% 47% 15% 4% 0%
Truck driver training and
quality
16% 23% 36% 12% 13%
TSA rules and regulations 12% 18% 39% 16% 15%
Transportation company
consolidation
11% 29% 39% 11% 11%
Other federal, state or city
government regulations and
rules
11% 27% 36% 16% 11%
GSCs sub-contracting to
carriers
9% 26% 41% 11% 13%
Addition of rail
transportation services (to
traditional trucking and air)
3% 16% 45% 16% 21%
Exhibition Logistics Trends
& Best Practices Study
17
Survey of Leading Exhibition Producers & Corporate Exhibitors
Exhibitors Biggest Logistics, Freight Shipping and Material Handling Challenges and
Pain Points
The main challenges and pain points for exhibitors are the overall cost and damage
to freight and shipments. Additionally, 37% of exhibitors say there is a need for more
tracking and visibility of freight and packages during the shipment process.
How Exhibitors Select Logistics Providers and Freight Transportation Carriers
Exhibitors primarily select logistics providers and freight transportation carriers based on
reliability and price. Secondary but important additional factors are carrier experience
with exhibitions and events, long-term relationships, and customer service. The
exact survey question was: What criteria does your organization use to select logistics
providers and freight transportation carriers?
% Exhibitors
Overall cost 87%
Damage to freight and shipments 66%
Need for more tracking and visibility of freight and packages
during shipment process
37%
Schedule reliability, late shipments 30%
Overall complexity of the process 29%
Lack of understanding of cost, charges and billing 26%
Warehouse quality and service 22%
Lost shipments 18%
Other 15%
% Exhibitors
Reliability 65%
Price 63%
Carrier experience with exhibitions, tradeshows and events 47%
Long-term relationship with our organization 46%
Customer service levels 43%
Corporate contract (such as small package, product shipping,
employee relocation)
42%
Speed of delivery 34%
Event management Ofcial carrier or transportation provider 33%
Driver quality and training 21%
Freight shipping agents and broker recommendations 20%
Event industry peer or expert recommendations 18%
Venue management recommendations 13%
General Service Contractor recommencations 12%
Event management feedback and recommendations 9%
Other 8%
Key Insight
Reliability is more
important than price to
exhibitors when selecting
logistics and freight
transportation providers.
The third key selection
criteria based on the survey
respondents is working with
carriers with exhibition,
tradeshow and event
experience.
Exhibition Logistics Trends
& Best Practices Study
18
Survey of Leading Exhibition Producers & Corporate Exhibitors
How Exhibitors Select Small Package and Freight Shipping Services and Providers
The survey asked: What criteria does your organization use to select small package and
freight shipping services for exhibits, exhibitions and events?
Exhibit House Handling of Exhibit Freight and Shipping Process
Many exhibit houses handle exhibit freight and materials shipping for exhibitors, and
exhibitors are generally satised with this service.
% Exhibitors
Pricing 61%
Corporate contract 58%
Reliability 55%
Speed of delivery 45%
On-site small package shipper location availibility in venue,
hotel or nearby
38%
Customer service levels 31%
Long-term relationship with our organization 28%
Carrier experience with exhibitions, tradeshows and events 22%
Event management small package shipping provider 20%
Driver quality and training 8%
Event management feedback and recommendations 7%
Event industry peer or expert recommendations 4%
Freight shipping agents and broker recommendations 3%
Venue management recommendations 3%
General Service Contractor recommendations 1%
Other 5%
% Exhibitors
Not Applicable 34%
Very Satised 29%
Somewhat Satised 16%
Neutral 18%
Somewhat Dissatised 0%
Very Dissatised 3%
Exhibition Logistics Trends
& Best Practices Study
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Survey of Leading Exhibition Producers & Corporate Exhibitors
Percentage of Event and Exhibition Freight Delivered by the Type of Transportation
and Shipping Method
The study quanties the percentage of event and exhibition freight shipments by the
type of transportation and shipping method. This breakout is provided in the table
below. A majority of freight is shipped via common carriers and van lines. This is an
industry-wide estimate based on the survey data.
Percentage of Freight Sent to Advance Warehouse vs. Show Site
Over half of exhibitor freight is rst shipped to an advance warehouse, although 44%
is shipped directly to the show site industry-wide, according to the exhibitor survey
respondents.
Advance Warehouse Experience
A follow up question was asked about the advance warehouse experience: If you ship to
or store at the advance warehouse, have you experienced any of the following?
Event & Exhibit Transportation & Freight Shipping Methods
% Exhibitors Freight
& Shipments
Common Carriers 35.5%
Van Lines 19.7%
Air Freight 7.7%
LTL Freight 6.8%
Expedited Freight 5.5%
Rail Freight 0.2%
Small Package Providers 10.6%
Exhibitors Own or Companys Vehicles (POV) 14.2%
Total 100%
% Exhibitors
Not Applicable 26%
Damage 50%
Overtime charges for unloading or reloading freight 47%
Notication of receipt without piece count and or condition 37%
Penalties for missed dealines at advance warehouse 32%
Issues based on lack of security of freight while in cartage
trailers at advance warehouse (not actually stored inside
warehouse)
8%
56%
44%
Advance warehouse
Show site
Key Insight
Over half of tradeshow
freight and materials are
shipped to an advance
warehouse. One of the
benets of this is that often
advance warehouse freight
gets priority in many cities.
Exhibition Logistics Trends
& Best Practices Study
20
Survey of Leading Exhibition Producers & Corporate Exhibitors
Billing and Invoices
The survey asked this question about billing and invoices: Please estimate the
percentage of your largest, most important exhibit programs and events that have
some type of billing issue or signicant change, discrepancy or question related to
your nal shipping and/or material handling invoices? On average at three out of four
events, exhibitors do not have any issues, changes, discrepancy or questions about their
shipping and material handling billing. Still, according to the exhibitors, they do have an
issue or question at one out of four events.
Freight Transportation and Logistical Needs Planning Cycle
The majority (61%) of exhibitors plan their event and exhibition freight transportation
and logistical needs on a show-by-show basis. Twenty-four percent plan out for a full
year and 17% develop quarterly plans.
How Material Handling Rates are Calculated
The primary material handling rate calculation model is based on the total certied in-
bound weight (per hundredweight/CWT).

Have Billing/Invoicing Issues, Discrepancy or
Signicant Change Requirement or Questions
No Major Billing/Invoicing Issues
26%
74%
0 10 20 30 40 50 60 70 80
Based on total certied in-bound
weight (hundredweight/CWT)
Based on exhibit properties
vs. equipment at different rates
Flat fee based on booth space
Based on number of items
within a weight category
Other
9%
80%
9%
5%
3%
0 10 20 30 40 50 60 70
Full-year requirements
Quarterly requirements
Monthly requirements
Show-by-show
24%
17%
3%
61%
Key Insight
While there has been some
movement towards different
pricing models, the primary
material handling rate
calculation model is still
to price based on the total
certied in-bound weight
(per hundredweight/CWT).
Exhibition Logistics Trends
& Best Practices Study
21
Survey of Leading Exhibition Producers & Corporate Exhibitors
II. Complete Show Management Survey
Findings
The full show management analysis is provided here.
Show Management Event Logistics, Material Handling and Shipping Services
Satisfaction Ratings
The survey asked show managers: How satised are you overall with event and exhibition
related transportation and shipping services? Overall, show management is generally
satised with the transportation, shipping and material handling process.
Show Management Biggest Logistics, Freight Shipping and Material Handling
Challenges
The main challenges seen by show managers are the overall cost and the lack of
exhibitor understanding of cost, charges and billing.
21%
0 5 10 15 20 25 30 35 40 45 50
Very Satised
Somewhat Satised
Neutral
Somewhat Dissatised
Very Dissatised
Not Applicable
47%
13%
16%
0%
3%
% Show
Management
Overall cost 88%
Lack of understanding of cost, charges and billing 58%
Damage to freight and shipments 47%
Need for more tracking and visibility of freight and packages
during shipment process
35%
Lost shipments 30%
Overall complexity of the process 26%
Schedule reliability, late shipments 23%
Warehouse quality and service 5%
Other 7%
Key Insight
Show management feels
that a key issue is the
lack of understanding by
exhibitors of cost, charges
and billing, and the event
logistics and material
handling process. The
industry overall and show
management (as well as
exhibitors on their own)
can benet from additional
information, communication
and training. A goal of this
unique study is to add to
this discussion and inform
the industry.
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Survey of Leading Exhibition Producers & Corporate Exhibitors
Show Managers Rate the Various Stages of the Event Logistics, Material Handling
and Shipping Process
The survey asked the show managers: Please rate your overall satisfaction level with
the following typical stages of various event and exhibition logistics, material handling,
shipping processes and services? Based on the combination of very and somewhat
satised ratings, they are most satised with the following stages and elements of the
process:
Advance warehouse process
Removal and storage of empty crates/cartons before the show
On-site ofcial carrier service desk personnel and customer service
General Service Contactor material handling and shipping employees and staff
Return of crates/cartons to booths after close of the show
They are least satised with:
Overall level of exhibitor understanding of the exhibition and event material
handling and freight transportation process
Union labor
Invoicing (accuracy, ease of understanding charges)
23
Survey of Leading Exhibition Producers & Corporate Exhibitors
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Very
Satised
Somewhat
Satised
Neutral
Somewhat
Dissatised
Very
Dissatised
NA
Advance warehouse: unloading, storage,
security, paperwork processing, exhibitor
notication of received freight, etc.
33% 59% 6% 2% 0% 0%
Marshaling yards and cartage: process,
service and schedule
24% 42% 16% 10% 0% 8%
Motor freight/common carrier and van line
drivers: quality, overall understanding of
exhibition industry shipping numbers
12% 42% 22% 14% 2% 8%
Other non-driver personnel with carriers and
at yards
10% 30% 26% 12% 0% 22%
On-site ofcial carrier service desk personnel,
customer service
38% 38% 12% 8% 0% 4%
Core Material Handling Services: movement of
on-site freight and exhibit properties (often by
forklift and dolly) from dock to exhibit space
32% 32% 20% 8% 6% 2%
Union labor 6% 22% 30% 18% 16% 8%
General Service Contactor material handling
and shipping employees and staff
38% 38% 6% 10% 6% 2%
Accessible storage 22% 34% 24% 10% 2% 8%
Removal and storage of empty crates/cartons
before the show
30% 52% 14% 4% 0% 0%
Return of crates/cartons to booths after close
of the show
26% 50% 12% 10% 2% 0%
Invoicing: accuracy, ease of understanding
charges
12% 46% 18% 10% 12% 2%
Outbound paperwork (Bill of Lading and
Material Handling Agreement) process, etc.
16% 49% 18% 12% 2% 2%
Move-out of freight back to dock 26% 36% 28% 8% 2% 2%
Overall level of exhibitor understanding of
the exhibition and event material handling
and freight transportation process
16% 34% 14% 24% 12% 0%
Show Managers Rate the Various Stages of the Event Logistics, Material Handling and Shipping Process
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Survey of Leading Exhibition Producers & Corporate Exhibitors
Impact of Logistics and Material Handling Trends on Exhibit and Event Programs
The table below provides impact ratings by show management on key logistics and
material handling industry trends on their event business and exhibitor clients. The
areas and issues with the most impact, the combined very and somewhat impactful
ratings, are exhibitor budgets levels, exhibitor focus on reducing freight weight with
lighter exhibit materials and equipment, and rising fuel costs.
Very
Important,
Impactful
Somewhat
Impactful
Neutral
Somewhat
Un-
impactful
Very Un-
important,
No Impact
NA
Exhibitor Budgets 69% 31% 0% 0% 0% 0%
Exhibitor focus on
reducing freight (exhibit
and equipment) weight
44% 40% 7% 5% 0% 5%
Rising Fuel cost and/or
surcharges
42% 42% 9% 7% 0% 0%
Inuence of corporate
procurement on exhibitor
logistics and shipping
carrier selection and cost
focus
30% 26% 30% 5% 0% 9%
GSCs sub-contracting to
carriers
14% 44% 30% 7% 0% 5%
Other federal, state
or city government
regulations and rules
14% 37% 21% 5% 7% 16%
Transportation company
consolidation
9% 33% 40% 7% 5% 7%
TSA rules and
regulations
9% 28% 26% 9% 9% 16%
Truck driver training and
quality
7% 26% 33% 9% 9% 19%
Addition of rail
transportation services
(to traditional trucking
and air)
7% 14% 36% 2% 14% 26%
Key Insight
A total of 84% of show
managers feel exhibitors
reducing freight weight is an
important trend impacting
the industry.
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Survey of Leading Exhibition Producers & Corporate Exhibitors
How Show Management Select Logistics Providers and Freight Transportation
Carriers
The top three criteria used by show management to select logistics and freight
transportation providers are pricing, long-term relationships, and customer service levels.
Billing and Invoices
Show managers say that on average 19% of their exhibitors have an issue, change,
discrepancy or questions about their shipping and material handling billing.
% Show
Management
Pricing 77%
Long-term relationship with our organization 66%
Customer service levels 61%
General Service Contractor recommendations 54%
Reliability 54%
Carrier experience with exhibitions, tradeshows and events 42%
Exhibitor feedback 34%
Corporate contract (such as small package, product shipping,
employee relocation)
24%
Speed of delivery 26%
Event industry peer or expert recommendations 20%
19%
81%
Exhibitors with Billing/Invoicing Issues, Discrepancy
or Signicant Change Requirement or Questions
Exhibitors with No Major Billing/Invoicing Issues
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Survey of Leading Exhibition Producers & Corporate Exhibitors
III. Best Practices & Recommendations
Tradeshow logistics, shipping and material handling has many variables and often tight
deadlines. It is important to understand that tradeshow and exhibit shipping is different
from most other types of freight and transportation processes. This is due to shipment
size variables, packaging differences, multiple locations, time sensitivity and deadlines.
What also makes it different are the various on-site union and material handling proce-
dures and rules.
Below are a number of best practices and recommendations to help exhibitors as well as
show management navigate the process, save time and control costs.
Planning and Budgeting
The tradeshow logistics and shipping pre-event planning process is important. Ample
time and attention needs to be given to all exhibitor manuals and show management
and contractor communications. Exhibit and event managers need to also communicate
internally to ensure their organization is aligned on what is to be sent and the overall
event strategy. For example, try to consolidate as much of the shipping as possible, both
the freight and any small packages from your entire team that will be at the show. Re-
mind and re-remind your team about important deadlines and stress the potential costs
and headaches if these are missed.
Here are additional planning considerations.
Read the exhibitor manual and all information about the process from the show
and contactor and carrier, etc. including all the ne print. Ask show management
and contractor representatives questions as soon as they arise.
Check and re-check all deadline dates and when freight can be accepted at the
advance warehouse, and at the show site. Try to schedule both pickups and
deliveries (if possible) for earlier in the day.
Pay close attention to all forms and paperwork and ll these out completely.
Develop a detailed list of what has been sent and what is in each crate including
exhibit components, graphics, carpet, products, equipment, collateral literature,
giveaways, tools and other supplies.
Strategically plan your event logistics process and needs early and on a multi-month
basis. But understand that budgeting can be challenging. It is common for each
show, contractor, carrier, city, union and venue to have a different set of rules and
regulations, and costs.
Other planning and budgeting considerations: overtime rates and rules can differ in
various cities; work with your exhibit house to try to accurately project weights; build
in a margin of error, prepare for issues and challenges.
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Packing and Working with Carriers and Logistics Providers
To reduce damage it is important to focus on improving freight and material
packing. Stacking, wrapping and palletizing effectively can help.
On crates and boxes remove all old labels and afx new shipping labels. Also,
clearly label every box and create in your pallets and shipment with things like Do
Not Separate, Breakdown, or De-Palletize.
For crates and also small packages use better and more descriptive labeling on the
package with the names of the event and exhibiting companies, etc.
Consolidate your freight when possible.
The Bill of Lading is important. A Bill of Lading is issued by a carrier with details
of the shipment of merchandise, and gives title to the goods, requiring the carrier to
deliver the merchandise to the appropriate party. Here are recommendations:
Include deliver-by date on bill of lading for advance warehouse shipments. Include
target move-in date on bill of lading if shipping directly to show site. Include booth
number and phone number on bill of lading and on freight and package labels.
Ask carriers for a full list of all expenses and surcharges such as for lift gates,
inside building delivery, debris removal and special services. Other fees can include:
labor, moving pads, tape, blankets, wait time, insurance and fuel surcharges, weight
certication, parking and other local charges.
Also ask carriers and providers for weight and dimensional minimums, and if your
freight will be sub-contacted and to which other company. Ask if the drivers and
related staff are trained on tradeshows.
Ensure you are getting any volume-related pricing or discount.
If possible before the show and during move-out stay with your freight and
shipments and watch it load on the trucks.
Advance Warehouse and On-Site Material Handling
Shipments to the advance warehouse may be a little more expense but advance
warehouse freight may get priority during move-in in many cities. Also, some
advance warehouses may offer free storage for 30-days after the show. In short, one
of the best recommendations is to take advantage of advance warehouse capabilities
to eliminate tight delivery windows.
Ensure weight and classications are correct, and check all invoices closely.
Better spotting (and placement) of exhibit materials and boxes in the booth space
is important. A member of the exhibitor team should be in the booth area when the
shipments are brought to the booth space.
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Survey of Leading Exhibition Producers & Corporate Exhibitors
Conclusion
The exhibition and event logistics, freight shipping and material handling process is
likely to always have a certain level of complexity. But the corporate exhibitor survey re-
sults and comments suggest frustration with the current process. In fact, it is an impor-
tant nding that half of exhibitors are not satised with the current event logistics, ship-
ping and material handling process, especially when they consider the value received
compared to the cost. Exhibitors are more satised with event-related small package and
freight shipping services, as a total of 61% say they are very or somewhat satised with
this process. The table below compares these exhibitor satisfaction ratings.
Comparison of Exhibitor Ratings of Logistics and Material Handling vs. Small
Package Services
Are there aspects of the approach by the leading small package and freight shipping
providers that can be used to improve the overall event and exhibit logistics, material
handling and shipping process? The recommendations in the Executive Summary of the
report provide some of key areas such as improved tracking technology, the need for
more standards across the industry, improved customer service, and a focus on reducing
damage and loss.
Show management feels that a key issue for the industry is the lack of understanding by
exhibitors of the overall event logistics and material handling process, cost, charges and
billing. Show management, as well as exhibitors on their own, can benet by provid-
ing additional information, communication and training on these areas. A goal of this
unique study is to add to this discussion and inform the industry.
Exhibitors
Value vs. Cost
Satisfaction
Level for Event
Logistics, Material
Handling and
Shipping Services
Exhibitors
Satisfaction Level
for Small Package
Shipping and
Freight Shipping
Services
Differential
Very Satised 1% 18% +17%
Somewhat Satised 16% 43% +27%
Neutral 27% 18% -9%
Somewhat Dissatised 27% 8% -19%
Very Dissatised 24% 4% -20%
Not Applicable 5% 10% +5%
Key Insight
Another key nding is that
both exhibitors and show
managers say they are
seeing a focus on reduced
freight weight to lower
overall cost.
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These issues and questions have long been key topics in the convention and exhibition
industry, and they are likely to continue. But clearly high levels of exhibitor dissatisfac-
tion is a concern which may be impacting industry growth as the economy recovers.
A number of best practices and recommendations are outlined in this report. Some of
the key recommendations are to read and understand all shipping-related communica-
tions and forms or ask questions of show management and contactors; communicate
clearly and often with all key internal event participants and stakeholders; focus on
deadlines; label and pack all freight and material effectively and consolidate freight
when possible; and work with leading logistics and shipping providers with long experi-
ence in the tradeshow industry.
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Survey of Leading Exhibition Producers & Corporate Exhibitors
Methodology & About the Respondents
In March 2013, EXPO magazine conducted an online survey of leading North American
convention and exhibition/tradeshow producers as well as corporate exhibitors. The sur-
vey was sent to executives by email and 135 responded.
About the Corporate Exhibitor Survey Respondents
Number of Events the Exhibiting Companies Own, Manage or Participated in During
2012
Budget for All Event and Exhibition Related Logistics, Freight and Material Handling
Services in 2012
%
0 5%
1 to 5 21%
6 to 10 18%
11 to 20 9%
21 to 30 5%
31 to 40 9%
41 to 50 6%
51 to 100 12%
Over 101 16%
%
Less than $25,000 34%
$25,001 to $50,000 22%
$50,001 to $75,000 11%
$75,001 to $100,000 12%
$100,001 to $250,000 9%
$250,001 to $500,000 11%
$500,001 to 1 million 0%
Over $1 million 2%
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Survey of Leading Exhibition Producers & Corporate Exhibitors
Company Gross Revenue
Primary Industry Sector Served by Exhibitors
%
Less than $5 million 22%
$5 million to $10 million 16%
$10 million to $25 million 10%
$25 million to $50 million 11%
$50 million to $100 million 6%
$100 million to $250 million 3%
$250 million to $500 million 6%
$500 million to $1 billion 6%
$1 billion to $10 billion 11%
$10 billion to $25 billion 3%
Over $25 billion 5%
%
Manufacturing & Industrial 19%
Technology & Telecommunications 19%
Health Care & Pharmaceutical 8%
Building & Construction 5%
Education 5%
Apparel 3%
Aviation & Aerospace 3%
Entertainment, Broadcasting & Media 3%
Financial Services/Legal 3%
Food Service & Processing 3%
Hospitality, Hotels & Resorts 3%
Energy & Natural Resources 3%
Retail 3%
Sporting Goods & Recreation 3%
Automotive & Trucking 2%
Government 2%
Restaurants 0%
Transportation 0%
Other 26%
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About the Show Management Survey Respondents
Type of Organization
Number of Events
Number of Exhibiting Companies (Largest, Most Important Event)
%
Association/Society/Institute (not-for-prot organization) 64%
For-prot exhibition organizer (with events as your primary
business)
17%
Consumer show producer 12%
Corporate event or meeting planner 0%
Conference producer 2%
Corporate exhibitor 2%
Event/experiential marketer 4%
Other 2%
%
1 to 5 65%
6 to 10 18%
11 to 20 4%
21 to 30 2%
31 to 40 8%
41 to 50 0%
51 to 100 0%
Over 101 4%
%
Under 50 3%
51 to 100 8%
101 to 150 28%
151 to 200 8%
201 to 250 6%
251 to 300 8%
301 to 400 6%
401 to 500 6%
501 to 750 14%
751 to 1,000 8%
Over 1,000 6%
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Survey of Leading Exhibition Producers & Corporate Exhibitors
Industry Sectors Served
%
Building & Construction 19%
Health Care & Pharmaceutical 17%
Retail 17%
Apparel 11%
Entertainment, Broadcasting & Media 11%
Manufacturing & Industrial 11%
Sporting Goods & Recreation 11%
Aviation & Aerospace 8%
Food Service & Processing 8%
Government 8%
Energy & Natural Resources 8%
Restaurants 8%
Education 6%
Hospitality, Hotels & Resorts 6%
Technology & Telecommunications 6%
Transportation 6%
Automotive & Trucking 3%
Financial Services/Legal 3%
Other 17%
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Appendix: Write-In Responses to Questions
on Challenges & Recommendations
The survey asked exhibitors and show managers a number of open-ended questions
about the industry and freight shipping process. The verbatim, write-in responses are
provided here.
Corporate Exhibitor Question: How can the event and exhibition industry small
package and freight shipping services and process be improved?
An on-site secure location for use with inbound and outbound packages
(no forklift needed).
Be more timely. If the contracted shipper knows there will be tons of shipments,
add appropriate labor to get those shipments out quickly. It is important to get out
of the building and y back to home ofce quickly and the labor used to pick up
items work slowly and cannot always be trusted to do great work. This affects my top
line and bottom line.
Better oversight by management.
Better tracking for freight. More universal system applied (such as bar code
scanning, QR codes, etc) with a system that applies across carriers.
Better tracking of small packages.
Better training, customer service, responsiveness, reliability and cost basis.
Biggest problem is to get UPS and Fed Ex to pick up on show site.
Contain cost would be the best solution.
Currently most event management and venues receive small packages as a
secondary service, and also charge minimum drayage costs. They need to have
dedicated receiving for small packages, and no one can justify to me why a small
10 pound package is charged at the drayage minimum rate for receipt, sometimes
$50-100.
Dedicated delivery dock for expedited freight carriers so they dont leave without
unloading.
Direct, on-site coordination of drop offs and pickups by the individual major
providers: UPS, FedEx, USPS.
Dont charge as much for the box delivery as the shipping charges at events
Eliminate surcharges.
For FedEx/UPS shipments to show site, some shows still charge a minimum
of 2CWT for small packages evening though they may only way 10 pounds.
Not acceptable.
Forced to have it sent to hotel or surrounding area as the handling costs are rather
high to have it go directly to the event.
Freight desks should be trained. Service quality needs to skyrocket, attitude must
become helpful and caring, far better information must be made available to service
providers at the freight desk, paperwork must be made as simple as FedEx or UPS
online.
Let FedEx and UPS pick up out of convention venues.
Lower price.
Lower rates; better service.
More Communication.
More sensitivity to potential for damaged shipments and greater care in handling
shipments. Fast turnaround on claims when there is damage claims made.
Not charge such high material handling fees.
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On site FedEx and UPS ofce hours that match show hours and or coordination with
the show for delivery to the event and pick up from the event.
Reduce material handling rates. They are extremely high based on what they
actually provide.
Some GSCs have adopted simple $30 to $50 small package drayage fee, instead
of the old $80/cwt and 2 cwt min = $160 to deliver a late box of literature -- all
contractors should be doing this.
Stop charging late fees for receiving after designated time and huge fees to deliver
to booth.
The tracking of small packages always seems to be problematic at shows. To
avoid this, we try and ship directly to an employees hotel room if the package is
small, otherwise, we are forced to utilize the shipping services. Perhaps there is
a better way for smaller carriers to check in so they are not lost in the larger carriers
paperwork. I, as the tradeshow manager, or my technician, always return to the
show after teardown to verify that the freight is indeed picked up by the correct
carriers.
There are too many individual charges.
Too many nickel and dime charges, painful to audit and reconcile. Discounts by
exhibit houses not always transparent.
Tracking and timeliness.
Tracking, speed of delivery to booth, accuracy of delivery.
With small events, the pick-up time window is sometimes very limited by the venue
or ESC. These types of shipping services cannot guarantee their ability to pick up
small packages.
Corporate Exhibitor Question: What have been the most important changes or trends
related to event logistics and material handing over the past few years?
Apps.
Computerized tracking of shipments.
Consolidation of carriers, addition of petroleum fees across the board, limitation on
access to the dock for carriers who are not among the show select carriers. Invoices
that are impossible to understand.
Cost.
Dedicated event services personnel at shipping companies.
Digitization.
Exhibits have been designed with more light weight material to diffuse the cost of
material handling and freight charges.
Exponential rising costs, monopolistic approach with regards to avail freight choices.
Far more forced freight, far more damage to crates both in-transit and in-warehouse.
Fuel surcharge.
Higher costs.
I appreciate the trend toward notication upon receipt of tradeshow shipments by
the advanced warehouse...and then upon delivery to the show oor.
Increased cost of drayage. Shows that start on weekends which force us to pay
overtime for labor and shipping.
Logistics cost and material handling expenses.
Material handling. Looking at fabric materials now.
Monitors, technology.
More relaxed union rules.
Online ordering and better/clearer invoicing.
Procurement involvement with company-wide contracts.
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Rapidly increasing fuel charges, consolidation of freight carriers/providers.
Real time tracking of shipment and delivery of freight via mobile app/web, blended
freight rates without overtime.
Rising cost of fuel.
Rising costs.
Storage.
Surcharges.
Union labor and material handling rates continue to rise.
Website tracking of shipments.
Corporate Exhibitor Question: Besides lower pricing, how do you recommend the
exhibition and event freight transportation, material handling, drayage and/or small
package process be improved?
At a tradeshow when storing and returning empties, return all pieces of small
(under 400 sq ft) booths rst. Often large booths dont even tear down until the next
day, but small booths are left waiting for their crates when they need to be packing.
Alternatively, add priority crate return for a fee. This used to be available at some
tradeshows I attended. I rarely see it anymore.
Better check in process at the docks.
Better coordination between small package carriers and show decorator.
Better negotiation of Teamster contracts to allow small package carriers to pick up
at shows. If they can deliver, why cant they pick up?
Better tracking.
Clearer identication of costs incurred.
Consist rates.
Customer service.
Dedicated small package receivers and reasonable pricing.
Develop a better means of returning empty cartons. When a show is over, people
want to pack up and leave and not stand around waiting for cartons.
Dont charge minimums for several shipments that arrive to warehouse. Dont make
exhibitors use overtime by offering more straight time hours.
Dont like excessive drayage or union overtime charges....and I feel that booth
materials are often held hostage often causing a delayed carrier pick up at loading
dock....which then results in driver waiting fees.
Eliminate surcharges.
Find people who actually care about their job rather than just getting a paycheck
whether or not they actually do the job well.
Flat rates for drayage or do away with it all together as in Europe.
Give me a way to track my shipment from the time it leaves my facility all the way
through to its destination - with weight and piece counts. Treat the shipments with
care - its not necessary to bang it around and drop it. Dont de-palletize my
shipment - you lose stuff when you do that. Dont double stack a pallet on top of
mine. Those boxes on the bottom of my pallet cannot withstand the weight of
another pallet on top. Find a way to accurately show the state of a shipment at each
stage so that when damage occurs, we know when/where/ why it happened instead
of the pointing of ngers from the drayage rm to the freight carrier and vice/versa.
Record accurate weights on my invoice and drop the insider jargon on the invoice.
I need to understand what I am paying for and why. If I am stuck paying a special
handling charge or overtime, or any other fee, I want to know what it is and why I
am being charged for it.
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I think it is key to continually challenge the process that is used and what the
efciency rate is per hall, per city.
Include it in the booth rental costs so that there is o extra out of pocket expense.
It is crazy to pay more to have your booth delivered from the back door to your booth
then it does to ship it from the factory to the show site.
Less damages and easier claims process.
Listen to the customer.
Make billing more transparent from exhibit houses (show the discounts), clarify the
add-on charges before so its not a surprise.
Material handing / drayage freight charges pricing schedules that are more in tune
with services rendered. Costs are prohibitive at times. Communications pre / during /
post event, clarity on charges.
More exibility to allow use of own carriers/material handlers to deliver freight within
exhibit show oor.
More POV service.
One or two more days to load in. I understand the venue charges the show for
occupancy, but the rush causes problems that could be avoided as well as allows for
economical shipping and handling.
Onsite security during set up and tear down to minimize loss and damage to small
packages.
Personalized customer service.
Simplify and integrate paperwork. Eliminate the show contractor tie-in to freight
companies. Allow small package delivery by FedEx and UPS onto the show oor.
Standard procedures and policies.
Tracking for freight is deplorable, still done primarily via fax, paper and phone
calls. This process should follow models created by UPS/FedEx, utilizing bar codes,
scanners and less fallible means to keep track of freight or individual pieces.
Corporate Exhibitor Question: What other services, innovations and/or added value
would you like to see from leading companies in the exhibition and event logistics
and shipping industry?
A way to track outbound shipments especially ones going from one show to another.
Ability to electronically track my shipment.
Better customer service and more understandable invoices.
Electronic invoicing and receipts because the people at the show loose the paper
copies.
Email generated on the major points..pick up, in transit, estimated delivery.
Far higher focus on quality of experience, quality of outcomes. The entire freight
infrastructure is stuck in 1930! Today, I can call UPS or FedEx from my desk - or
schedule it on a web site - and have freight picked up at my dock, delivered to rail,
air or truck transit, and white gloved to my location with a 90% expectation of no
damage and a 90% expectation of hitting the time metric. This is now my
expectation. I should not have to stand next to my exhibit crates fending off the
forklifts to assure my freight is not forced, I should not have to place Tip-n-Tells in
4 locations on the crate so I can determine poor handling, I should not have to
argue every single freight bill when the quote was X, and the invoice comes in at X +
$400 for fuel surcharge or waiting time.
Find a means to control Electrical Costs and Union Labor.
Firm Quotations.
Maybe have better on-line visibility.
More communication of the order from dock to dock. If they mess up they should
have to provide discounts or refunds.
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More realistic costs of accessible storage. Youve already paid for storage, so why
should you pay more (double) for putting it in and taking it out of a different area?
Online booking.
Online chat capabilities.
Online visibility and control of activities, responsiveness to enquiries.
Picture of booth delivered in booth space.
Provide apps for events to enhance communications.
Real time tracking.
Real-time tracking and freight status updates, GPS-traceable via online maps, better
communication between forwarders and carriers.
Small package handling at show site - secure storage for inbound and outbound
packages that do not require a forklift.
Turnkey pricing by total weight per event that factors in distance from origin to
exhibit hall and delivery/return within exhibit hall for a xed quote in advance.
Show Management Question: How can the event and exhibition industry
transportation service and process be improved?
By reducing costs.
Clear pricing. More transparency on whats involved.
Continuing education about how freight and shipping work in the event and
exhibition industry.
It is very expensive for exhibitors - or at least is perceived to be so. This complaint
gets back to show management as a reason why exhibitors decline to bring as much
product or create larger displays.
Lower costs.
Make the process simpler possibly by increasing the use of computers and handheld
devices on site.
Material handling fees are ridiculous and greatly impacting the return of many
vendors.
More competitive pricing from carriers.
More detailed explanation about shipping and material costs to both show
management and exhibitors. Explain the factors that go into differences in pricing
from year to year and give clear examples and/or estimates before the show.
Need a new model as the freight expense has become the biggest obstacle on
growth.
Reduce costs.
Satisfactory.
The costs have to be kept down and kept transparent.
Show Management Question: What have been the most important changes or trends
related to event logistics and material handing over the past few years?
Better tracking of shipments and deliveries.
Consolidation of carriers.
Customized materials handling packages and fees.
Exhibitors being able to track shipments themselves via internet with shipping
companies.
Exhibitors reducing the weight they are shipping.
Flat-rate drayage, tracking devices.
Fuel surcharges, union material handling rules, overall increased costs.
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GPS tracking.
Improved communication and technology.
Lighter weight display materials being used by exhibitors.
Many of our exhibitors ship less materials each year as the size and weight of these
materials (mostly AV equipment & signage) have gone down drastically.
More exhibitors wanting to transport their own shipments and deliver them to the
booth.
My GC is providing online education for exhibitors give them a better understanding
of drayage, thus saving them money.
Rising costs.
Tracking of freight from pick up to drop off.
Union rules. Common sense and customer service has gone out the window.
Show Management Question:
Besides lower pricing, how do you recommend the exhibition and event freight
transportation, material handling, and/or small package process be improved?
Be exible with exhibitors who have small boxes delivered to their booths.
Better customer service.
Better explanation of all additional fees.
Easier tracking system that is accessible by exhibitor. Better consultation on fees
and surcharges.
Sometimes building restrictions are a factor.
Less damage by common carriers is needed.
Lower minimum weight/pricing. Its the small packages that seem to be the biggest
problem for us. Material handling and shipping costs are sometimes more than the
cost of the product being shipped. Educate exhibitors, there always seems to be a
couple of exhibitors surprised to nd out about material handling fees, even though
the information has been provided to them numerous times.
Make it understandable.
More education of exhibitor personnel. More electronic, digital and web-based
materials and information from exhibitors to attendees.
More tracking communication, where it is at and when it will be to the booth.
Speed, efciency and safety.
Standardize forms, improve tracking methods and receipt at advance freight
warehouse once exhibitor freight arrives.
Too much ne print, be clear up front.
Training workers to not damage shipments.
What other services, innovations and/or added value would you like to see from
leading companies in the exhibition and event logistics and shipping industry?
Exhibit manufacturers need to create containers that will withstand the shipments
around the country week after week.
Package deals.
RFID freight tracking.
Tracking has improved.
Uncover the hidden fees.
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Welcome to UPS Trade Show Services
So many variables, so little time. When youre responsible for
shipping everything from your exhibit to sales collateral to
giveaways for an upcoming show, its a time-critical challenge.
You have to be able to ship displays anywhere, yet know how to
navigate each venue and locale.
Everything needs to be on time, intact and easy to track, in-
bound and out. Because its not just a trade show on the line,
its your reputation. You need a trusted trade show transportation provider who can do it
all, so you dont have to who can make logistics work for you.
UPS offers the trade show logistics expertise you want shipping to the advance
warehouse or directly to the show site, handling freight and small package, and moving
smoothly from one show to the next. Our cost-effective network is global, yet our experi-
enced local reps simplify shipping in all major trade show cities.
Count on UPS Trade Show Services for the reliability, exibility and visibility you need to
get your trade show on the road.
Call 1-800-365-6990 for a quote or visit ups.com/tradeshow.
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Survey of Leading Exhibition Producers & Corporate Exhibitors
Red 7 Media, a Division of Access Intelligence, LLC
10 Norden Place
Norwalk, CT 06855
Phone: (203) 854-6730
www.expoweb.com
UPS Trade Show Services
Phone: 1-800-365-6990
ups.com/tradeshow
2013 Access Intelligence, LLC.
2013 United Parcel Service of America, Inc. All rights reserved.