Archive of E-Zine Articles

Trade Show Exhibit Booth and Display Freight Handling Order Form--Part 1

Volume 1, Article I, October 24, 2005

There are many choices when filling out the freight handling order form and deciding whether or not to use advanced drayage (the advanced warehouse) or to ship directly into the show. We will cover how to make this choice in a couple of weeks, however, let’s look first at a simple way for you to protect your interests and save yourself time and hassle in the process.

When you are first filling out the freight handling order form, the first step after you have completed the preliminary information such as the company name, your name and address should be selecting the service that you are purchasing. Now circle the rate for the service that you require (in the case of a crated exhibit) freight handling – crated. You will need to select the rate under one of two categories: crated exhibit – direct shipment or crated exhibit – advanced warehouse. Circle the relevant rate.

Now, you will need to know your exhibit weight including carpets and any skids that will be delivered, including skids that contain marketing supplies and giveaways. While we don’t find a lot of use for the space where you fill out the number of pieces with the exhibit, you do want to consider the weight that you enter very carefully. We recommend that you fill in the weight at about 75% of the actual weight of the exhibit for several reasons:

1) You will often be billed for freight handling as soon as your order this service. Why pay for 100% of this service up front? Your accounting department will certainly appreciate you delaying payment for this service at least until after you receive it.

2) If there is something wrong with the weight on your bill from the general contractor (the company providing freight handling services), it is much better for you to start the negotiation process with a weight that is a little bit lower than the recorded actual weight. Use a low weight on your order form (which will be stored in your folder at the service desk) to cause some doubt in the customer service or manager’s mind. Remember, they must be listening in order for you to get the bill corrected.

3) Often show management or the general contractor will bill you based on your stated weight. If the weight is too high, they will immediately refer back to your order form which states the weight as very high. Thus, you want to show a consistently low number.

4) Occasionally, your exhibit is not weighed at the marshalling yard as it is moved into the show. In this case, freight handling charges will be levied based on the weight that you have stated on your order form. If your exhibit and materials weight is stated low, you will save money each time that your official exhibit weight is not confirmed in marshalling. Since freight handling is the 2nd or 3rd highest cost for you as you run your exhibit, this will save you a substantial number of trade show marketing dollars!

Now follow the formula on the freight handling form, usually exhibit weight / 100 Lbs. x the circled freight handling rate = freight handling cost.

In our next edition, which you will receive in two weeks, we will discuss how to determine whether to use the advanced warehouse or ship your trade show exhibit, booth or display directly into the tradeshow.