Deadlines are crucial in tradeshows, and you need to be able to trust your materials will be delivered in time for the event. However, unforeseen circumstances may occur, and your shipment may be delayed due to factors like inadequate paperwork, port congestion or airfreight capacity issues. For successful tradeshow shipping, below are tips on what to do in case of delays, and how to avoid them in the future.
What to Do When Your Tradeshow Shipping Material Delays
1. Consult Your Show Management about Your Options
In case of delay, contact your show management team to find out what options are there for last-minute situations such as yours. Ask the management if they allow direct deliveries to the venue on the morning of the tradeshow. By talking to the show management team, you get to know how long you have, so you can arrange for the materials to be delivered smoothly.
2. Contact Your Carrier
Delayed delivery of your display materials may be due to a variety of reasons, a few examples include inadequate paperwork at customs, or there may be congestion or traffic problems at the port. The best way to know is by contacting your carrier about the situation and what you need to do to resolve it. For paperwork, you can email the required documents while congestion and capacity delays will need to be addressed by your carrier directly. Communicating with your carrier helps you know the progress of your cargo and what steps are being taken to correct the situation.
Sometimes, customs may take longer than expected. In such a situation, and others like lack of airfreight capacity, the only option you have is to wait for your exhibition materials to be cleared before they can be delivered. Therefore, it is important to ship your items as early as possible. A tradeshow shipping company like AMR Group will be able to help ensure the process goes smoothly.
4. Find Alternative Displays
When waiting is not an option, display alternatives are your best bet. Ask your show management team if you can find temporary or rental displays to use during the event. You can also have your graphics printed and set up on banners. If you are out of time to wait, it may be best to reach out to the official show exhibit builder. You can usually find out who this is by reviewing your exhibitor manual or asking show management.
How to Avoid Tradeshow Shipping Delays
Most delays occur due to flaws in shipping preparations. Here’s how you can avoid the inconvenience of delayed deliveries.
- Provide all necessary documentation required for your tradeshow shipping company and ensure they are accurately filled out.
- Clearly label your goods and provide accurate details on the size, material and intended use.
- Provide the right address, zip code and booth number to avoid your materials goods being delivered to the wrong destination.
- Give a time allowance. When planning for delivery, set an earlier delivery date (but not too early), so you are not “down to the wire” if there are delays.
- Work with an experienced international freight forwarder. It eases your shipping process as the freight forwarder will take care of the shipping requirements on your behalf.
If you are looking for an international tradeshow shipping partner who’s both reliable and experienced, contact AMR Group today at 702-800-6385 for all your shipping needs and ensure your goods are delivered on time!