You're facing rising shipping costs for trade show materials. How can you navigate this unexpected challenge?

Work with a partner for all things print/promo/apparel/merch/swag that has AMAZING relationships with common carriers like FedEx and UPS. Our shipping volume allows us to save costs on freight. In my experience, when we've been asked to price match competitor pricing, it's the freight that wins it for us every time. This is particularly the case on commodity swag. Also, consider planning early, buying up to 6 months early and use suppliers that can ship via ocean and that can build the cost into the products. This works particularly well when shipping to advance warehouses. Time it to arrive within your advance warehouse required receiving window for your event. OR consider BUYING LESS but buying QUALITY. Give away really special swag.

If your booth/stand requires structure, try to use as much soft signage as possible. Pre-printed graphics stretched across frames weighs far less than typical tradeshow walls. You will likely then also save considerably on drayage/materials handling cost that sometimes exceed the shipping cost in the first place. Plus, with LED lighting, it is easy to create stunning backlit walls.

Scannable QR codes to a link with the digital version of the materials. This will substantially reduce all costs associated with the event. Use that savings to run ads at trade show attendees and invite them to visit your booth. Proximity ads at your ideal audience, for example: tech vertical within 2 miles of the trade show venue.

Reduce the amount of freight you ship. Utilize brochures, posters, and AV displays. Most people don't really relate to displays but are rather collecting information - often for others. I once hired a coffee-bar and a couple of sofas for a trade show booth - the most successful ever.

In my experience, the companies most successful at controlling cost when it comes to tradeshow materials plan ahead and purchase their items well ahead of time and then ship early. Another suggestion is to work with a vendor at a close vicinity to the trade show location. Several out of town buyers have contacted and worked with Spyglass Printing when coming to Boston for a trade show.

It's crucial to compare shipping carriers and their rates. Each carrier has its own pricing structure, so find one that offers the best deal for your specific needs. Negotiate with carriers for better rates or consider using a freight broker who can leverage their network to find you cost-effective shipping solutions. Keep in mind that while the cheapest option might save you money upfront, reliability and timeliness are vital for trade show materials.

The stakes are high, and it's essential to choose the right partner. It's not just about the price but more about the expertise of the transport provider you work with. A delayed delivery, or even worse, no stand at all, could cost you significantly, not to mention the stress it would cause.

When calculating shipping costs, it is crucial to compare carriers to find the best rates, optimise delivery times, and improve customer satisfaction. Shipping rates can vary depending on factors such as location and package details, so it's important to work with multiple forwarders and couriers who specialise in different regions. By comparing carriers, businesses can take advantage of bespoke pricing, improved reliability, and additional services such as tracking and insurance. Developing relationships with various carriers also allows businesses to negotiate better rates, ensure operational flexibility, and handle potential disruptions effectively, aligning logistics strategies with business goals.

One thing I found helpful is to ship early and perhaps to a partner who is willing to store the material for a few weeks without fees or at least, a nominal fee.

Shipping to the Freeman's advance warehouse in Denver was just a great idea to avoid last minute delays and risks of not having your products to showcase at a Show 😉😉😉

Here is the reformulated and translated version: "It is essential to deliver your items to Advance warehouse. Consult an expert who will have the insight needed to ensure that your planning includes the delivery aspect from the very first conversations."

I utilize the advance warehouse whenever possible. Too many bad experiences trying to time a delivery to the window provided at trade shows. Best bet is to deliver in the big window of an advance warehouse and then your freight is guaranteed to be in your booth when you arrive to set up the space!

Malheureusement, il était des fois plus profitables d'acheter des équipements localement (TV, tabouret, imprimerie) et de les abandonner sur site que d'expédier ou de louer lors de l'événement...

Using local vendors in setting up a trade show is a sustainable practice that creates a positive impact on the community and enhances the event's reputation and social responsibility profile.

We’ve also decided to work with partners to split costs and have been forced to rethink the way we decorate the booths. Sometimes, less is more and a statement can be made more profoundly with less collateral.

More and more options are available for exhibition systems. It is now possible to rent exhibition stands close to the venue, minimizing production time and transportation risks. Some suppliers offer the possibility to retain visuals for reuse at another event on compatible systems.

Supporting B2B Marketing to advance local sourcing for materials is key. Network with community and build strong partnerships.

also explore partnerships with other businesses attending the same trade show to share shipping costs. This can be particularly effective if you can consolidate shipments.

There are some fantastic tension fabric display options available on the market these days. They're lightweight, cost-effective and the tension sleeves are easy (and inexpensive) to update. We've enjoyed tremendous success using these displays at a variety of different events.

Using reusable displays for exhibitions has several logistical and administrative benefits, especially when ATA Carnets are employed. These are international customs documents that simplify the process of shipping displays to multiple EU countries by allowing temporary importation without duties or taxes. This reduces paperwork and minimizes errors, making it easier for administrative and logistics teams to manage. Additionally, reusable displays help to reduce waste and long-term costs, and also ensure consistent brand presentation across different events. This approach supports efficient international trade, strengthens brand presence, and ensures successful participation in exhibitions.

Having a plan is crucial for setting the tone of a successful trade show. Starting early allows you to be able to shift gears if something comes up. Being open minded to unique solutions is a great way to plan for every contingency. For example, I recently prepared for an international trade show. With costs rising across the board, from shipping costs to production costs, as well as complicated and restrictive timelines, I was able to take advantage of having booth displays printed and delivered directly to the venue from a local printer. This saved on shipping costs and time as well as allowed us to avoid customs which can add several days to the timeline.