This document provides guidance on shipping requirements for trade show freight with UPS Freight. It outlines important information that must be included on the bill of lading (BOL) for trade show shipments, such as the trade show name and dates, venue details, contact information, decorator name, and move in/out dates. It emphasizes the importance of meeting move in deadlines to avoid losses for customers. It also provides contact information for the UPS Freight Trade Show Department and notes that most exhibitors spend around 9% of their budget on transportation for trade shows.

2. FreightCenter encourages you to only select UPS Freight for all
trade show shipments.
UPS Freight has a division devoted to
trade show shipments. There is never an additional charge for
detention time and transit time is guaranteed.

3. On this shipment, BOL#11352036 PRO#605395405, there were
adverse weather conditions that caused the delay in the freight
being delivered to the trade show by the move in date.
The consignee picked up the freight at the UPS Freight terminal on the
first day of the trade show.
The customer filed an overcharge claim for service failure and received
a 100% refund. This is a prime example of why we use UPS Freight
for trade show shipping.

4. All freight moving into and out of a trade show
needs to classed under NMFC# 154630,
Class 125, Paraphernalia, exhibition or trade
show, NOI or booths or stalls.

5. When you are booking a trade show shipment, you need to be
asking for both shipments.
You need to book the freight moving into the trade show and
the freight leaving the trade show.
There is additional information needed on the BOL for all trade
show shipments.

6. Most trade shows are held at convention centers, arenas,
coliseums or hotels.The trade show venue name needs
to be listed on the BOL. This is the location where the
freight will be delivered.
Example: Orange County Convention Center, Expo Hall, and
Marriott Hotel

7. The name of the trade show needs to be listed
on the BOL. Some venues may have multiple
trade shows on the same dates.
Examples: International Manufacturing Technology
Show,
Pack Expo International Show, and
NBAA Business Aviation Convention & Exhibition

8. The decorator, is the contracted company that
provides additional vendor services to the
trade show. These services may be carpet,
lighting, and material handling.
Examples: Freeman’s, Shepards,and GES.

9. Need the name of the person who will be at the trade
show and their cell phone number. This person
should also be given the FreightCenter BOL to be
used when filling out the decorators BOL for the
freight leaving the show.

10. Shipments delivered to the Advance Warehouse are still trade show
shipments.
They must include the accessorial for trade show and follow all the
rules for trade show shipping. All required information still needs to
be on the BOL.
The Advance Warehouse will be an off site location or a carrier’s
terminal. From the Advance Warehouse the freight will move to the
venue by the move in date of the show.

11. The move in date or the move out date tells the carrier when
the venue location will accept or release the freight. This is
required on the BOL.
You must calculate the standard transit time so the freight will
arrive by the move in date.
If there is not enough time to ship as standard transit than an
expedited quote will be needed.

12. The booth number is your customer’s assigned
spot on the trade show floor. The decorator
will have the freight set up on that spot.

13. The FreightCenter BOL should be used to complete the
decorators BOL or shipping form when leaving the trade
show.
The decorator will never use the FreightCenter BOL.
The contact person at the trade show will need to fill in the bill
to section with FreightCenter’s billing information in order to
avoid a billing correction.

15. The customer will receive a Exhibitor Package
when they sign up for the trade show.
All the needed information about shipping to and from the trade show will be
included in that package. You may be able to find some of the information by
Googling the trade show name.
The trade show web site needs to be pasted in the shipping notes. You need to
research the web site to ensure that accurate information is provided to the
carrier.

16. If you process your own shipments, then you will uncheck the
edi box and email the BOL to the to UPS Freight trade show
division.
They will email you back a pick up number. You MUST track
your trade show shipments to insure that the freight will
arrive in time for the trade show.

17. If you have a expedited quote then you will
schedule the booking with the expedited
department.
You MUST track your shipment to insure that
the freight will arrive in time for the trade
show.

18. You must remember that volume shipment
move the slowest of all freight. So if you have
a volume trade show shipment, you should
also have a guaranteed delivery date quote.

19. Your customer will be spending thousands of
dollars to attend a trade show. The freight
shipping is just one of the many expenses.
If the freight does not arrive in time for the
trade show, then it is a total loss for the
customer.

21. Most tradeshow exhibitors spend around 9% of their
budget on transporting their exhibit to and from
their latest tradeshow, according to the Tradeshow
Institute.
Like all expenses, of course, transport costs can vary
to a huge extent.

22. The UPS Freight Trade Show Department
contact list is a shared Google document.
There is also a shared Google document on
trade shows.

23. Providing good customer service to all trade
show shipments by tracking and updating
your customers will relieve some of the stress
and result in a better trade show experience.

24. Trade shows web sites are a great source of
leads for shipping to the trade show and for
the companies other shipping needs.
http://www.fabtechexpo.com/plan/#.VUDcayF
Viko