It is 6:40 a.m., and a truck loaded with stand elements is waiting at the exhibition gate. The unloading slot starts at 7:00, and more than a dozen other vehicles are already in line. Whether the stand build reaches the hall on time is decided in the last few hundred meters, not on the road.
We cover the whole trade show transport process, from the ATA Carnet to return transport, in our article Trade show transport – on-time logistics for exhibition stands. Here we focus on what happens between the entry gate and the stand.
Pre-booking: registering the vehicle before arrival
The trade show organizer only lets registered vehicles onto the grounds. Registration usually includes the license plate number, driver details and arrival time, and in return the vehicle receives a pass. At some shows, access during build-up requires a deposit, which the organizer refunds if the vehicle leaves the grounds within the allotted time.
The vehicle is usually registered by the stand services company, because it has access to the exhibitor portal. The carrier therefore needs to send it the vehicle and driver details a few days before departure. We describe how tasks are split between the organizer, the exhibitor, the stand services company and the carrier in our article Who is responsible for what in trade show logistics.
Build-up and dismantling time slots
On build-up days, the organizer divides access to the halls into time slots, often separately for each hall or by stand size. A vehicle that misses its slot waits for the next free one. With a tight build-up schedule, that can sometimes mean losing an entire day.
Dismantling has its own rules. After the show closes, trucks usually cannot drive in right away, because exhibits are still being packed in the aisles. The time the vehicle arrives for dismantling therefore has to be set according to the organizer’s regulations and only then confirmed with the build-up crew.
Unloading: who does it and with what
At many trade shows, the official show freight forwarder has exclusive rights to operate forklifts inside the halls. In that case the driver cannot unload the vehicle with their own forklift, and a forklift has to be booked with the forwarder in advance. A forklift that was not booked is one of the most common causes of downtime outside the hall.
Lighter elements can be unloaded without a forklift if the vehicle has a tail lift and carries a pallet jack. At Jasek Transport, this is how we unload almost every time, and we use a forklift depending on the type of load and the arrangements with the client. That is why we choose the vehicle type when quoting, along with asking whether a forklift will be available on site. Our vehicles, from a van, through 7.5 t and 18 t trucks, to a tractor-trailer, are shown on the Fleet page.
Empty packaging after unloading
Crates and packaging from the unloaded stand cannot stay at the stand or in the aisle. Either the show freight forwarder stores them until dismantling, or the carrier takes them away and brings them back for dismantling. Which option to choose has to be agreed before departure, because it determines whether the vehicle returns empty or stays near the exhibition grounds.
Where time is most often lost in the last few meters
- no pre-booking, or a wrong license plate number on the organizer’s list,
- arriving outside the assigned time slot,
- no forklift booked with the show freight forwarder,
- no one from the build-up crew to receive the load at the hall,
- elements loaded in the reverse order of assembly, so what is needed first sits at the back of the trailer.
When the deadline is very short, each of these points matters even more. We describe the procedure for such jobs in our article Express transport to trade shows abroad, and the criteria for choosing a carrier for events in How to choose a carrier for events and trade shows across Europe.
Frequently asked questions
Can the driver unload the stand with a forklift on the exhibition grounds?
It depends on the trade show regulations. At many shows, the official show freight forwarder has exclusive rights to operate forklifts in the halls, so the forklift is booked through them. A vehicle with a tail lift makes it possible to unload lighter elements without a forklift.
What happens if the vehicle misses its unloading slot?
It usually waits for the next free slot. With a tight build-up schedule, this can mean losing an entire day, which is why extra time is planned in already on the road.
Who registers the vehicle with the trade show organizer?
Usually the stand services company, because it has access to the exhibitor portal. The carrier sends it the license plate number and driver details in advance.
Ask us about transporting your trade show stand
We usually confirm vehicle availability within about 15 minutes. Before quoting, we will ask about the unloading slot, the entry gate and whether a forklift will be available on site. Call +48 508 546 540 or email jasek@jasek-transport.pl.
Photo: inspirestock / 123RF
