Trade Show Shipping & Logistics Glossary

Essential Terms for Booth Shipping, Storage & Delivery

A

Advance Shipment Notice (ASN): Notification sent to the recipient detailing incoming shipment contents and arrival.

Air Freight: Shipping goods via airplane for fast or international delivery.

Advanced Warehouse: Warehouse facility used to receive and store shipments prior to event setup.

B

Booth Storage: Temporary holding of exhibits or booth materials before, during, or after an event.

Break Bulk: Shipping large items individually rather than in containers.

Bill of Lading (BOL): Legal document outlining shipment details between shipper and carrier.

C

Cross-Border Shipping: Transporting goods between countries, requiring customs clearance.

Customs Clearance: Government approval to move goods across borders.

Crating: Packing booth components in protective crates for transit.

CTW (Crated to Wall): Shipping and storage method indicating that crates or pallets are stacked along walls to maximize space in storage or drayage areas.

D

Drayage: Transport of trade show materials over short distances, often from a shipping terminal or warehouse to the convention center.

Delivery Appointment: Scheduled time for shipment drop-off at the venue.

Dimensional Weight: Shipping pricing based on size/volume rather than actual weight, often used for bulky trade show crates.

E

Exhibit Freight: Shipment containing displays, graphics, and booth materials.

ETA (Estimated Time of Arrival): Expected arrival time of the shipment.

F

Freight Forwarder: Company managing transportation, customs, and storage for exhibits.

Freight Class: Classification system determining shipping rates based on size, density, and handling.

H

Handling Fee: Charge for loading, unloading, or moving booth materials.

Material Handling: Services that include unloading, moving, and storing exhibit materials at the venue or warehouse.

I

Inbound Shipping: Transporting materials from exhibitor location to venue or storage.

Insurance Coverage: Protection against damage or loss during shipping or storage.

L

Last Mile Delivery: Final delivery from warehouse or terminal to the show floor.

Labeling: Proper marking of crates and pallets with destination and handling info.

Liftgate Service: Truck equipped with a hydraulic lift to lower heavy shipments to the ground at delivery.

O

On-Site Storage: Storage provided at or near the event venue.

Out-Bound Shipping: Transporting materials from the show back to the exhibitor’s location or storage facility.

P

Palletization: Securing boxes or crates on pallets for safer transport.

Partial Shipment: Sending only part of an exhibit due to size or timing.

Power of Attorney: Authorization for a customs broker to act on behalf of the exhibitor during customs clearance.

R

Reverse Logistics: Returning materials to the exhibitor or storage after the event.

Redelivery: Second attempt to deliver materials when initial delivery fails or timing is missed.

S

Set-Up & Tear-Down Services: Assembling and disassembling booths for shipping.

Show Site Delivery: Transporting exhibits directly to the trade show floor.

Storage-in-Transit (SIT): Temporary storage while awaiting further shipment.

Shipping Window: The designated time frame for delivery of booth materials to the show site.

T

Tariff: Customs duty on imported trade show materials.

Tracking Number: Identifier to monitor shipment progress.

Truckload (TL) / Less-than-Truckload (LTL): TL fills a truck; LTL shares space with other shipments.

Transit Time: The total time it takes for shipment to move from origin to destination.

Waiting Times: Time that shipments may be held at docks, warehouses, or customs before being released.

W

Warehouse: Facility for storing booth components before or after a show.

White Glove Delivery: Premium service including delivery, unpacking, and setup.

Wrap & Protect: Special packing service to safeguard fragile or high-value booth materials.

Additional Common Trade Show Shipping Terms:

• Floor Loading: Direct placement of crates or pallets on the show floor.
• Freight Desk: Onsite service desk at a venue for shipment coordination.
• Customs Broker: Licensed agent managing import/export paperwork for international shipments.
• Dimensional Checks: Measurements of crates or pallets to ensure compliance with shipping and drayage rules.
• Handling Restrictions: Venue or carrier rules on weight, size, or number of pallets per shipment.