Exhibit materials shipped to any convention center in the US — advance warehouse or direct-to-show — with guaranteed service and pre-arranged return pickups.
Trade show freight is one of the most time-critical and operationally complex types of LTL shipping. Show organizers impose strict advance warehouse and direct-to-show delivery windows — miss them and your freight may not reach your booth before the hall opens.
MyExpressFreight manages trade show logistics for exhibitors at major conventions nationwide — from CES and NAB in Las Vegas to McCormick Place in Chicago to the Orange County Convention Center in Orlando. We track show-specific deadlines, book guaranteed LTL service, and coordinate return pickups so your team can focus on the show floor.
Whether you're shipping a single pallet of product samples or a full 40-foot exhibit with custom crates, we handle the logistics from your dock to the convention floor — and back.
From custom exhibit structures to delicate AV equipment, these are the most common categories we ship to conventions and events across the country.
Custom booth structures, modular display systems, pop-up exhibits, and hard-wall cases. Often in custom crates requiring careful handling and declared value protection.
Large format displays, LED walls, projectors, sound systems, and video production gear. High-value, sensitive to shock — always shipped with declared value and guaranteed service.
Working prototypes, demo machines, and product samples that must arrive intact and on time. Often the centerpiece of the booth — zero tolerance for damage or delay.
Brochures, catalogs, giveaways, and print collateral. Often shipped as multiple boxes or on a pallet — lighter weight but volume can be significant for large exhibitors.
Company-branded apparel, gifts, and swag items for giveaway at the show. Typically a few pallets of boxes that must be ready before doors open on the first day.
Laptops, tablets, server equipment, interactive kiosks, and charging stations. High-value electronics require careful packing, declared value, and guaranteed delivery service.
Backwall graphics, hanging banners, retractable stands, and fabric displays. Often shipped in tubes or flat cases — lightweight but essential for the visual presentation of the booth.
Custom reception desks, seating, display counters, and storage cabinets. Exhibitors who bring their own furniture ship it as LTL freight rather than renting from the show contractor.
LTL or FTL shipping from your facility to the advance warehouse or directly to the convention center during move-in. Guaranteed service available and recommended.
Pre-arranged pickup during move-out with call tags provided in advance. Your team labels the crates, drayage moves them to the dock, and your carrier picks up — no scrambling post-show.
We track advance warehouse open/close dates and move-in windows for your entire show schedule, sending shipment reminders so nothing falls through the cracks.
For companies that exhibit at 5, 10, or 20+ shows per year, we build an annual trade show freight program with consistent pricing, preferred carrier relationships, and centralized tracking.
Trade show logistics is not the place to use a generalist broker. We know how shows work and what it takes to never miss a move-in window.
Trade show freight is the transportation of exhibit materials — booths, displays, AV equipment, product samples, and branded merchandise — to and from convention centers and event venues. It requires precise timing to meet show-specific advance warehouse open dates and move-in deadlines, and often involves coordination with an official show drayage contractor inside the convention hall.
An advance warehouse is a third-party facility designated by the show that accepts exhibitor freight in the weeks before the event. Your freight is stored there and then transported in bulk to the convention center during move-in. Shipping to the advance warehouse is typically less expensive and less stressful than direct-to-show delivery, but requires hitting a specific date window — usually 1–3 weeks before the event.
Drayage is the movement of your freight from the loading dock of the convention center to your exhibit booth — and back again after the show. This service is handled exclusively by the show's official contractor (such as Freeman, Shepard, or GES) and is billed separately from your inbound freight. Drayage charges are based on the weight of your shipment and are often one of the largest line items in a trade show budget.
For advance warehouse delivery, ship so your freight arrives within the advance warehouse open dates — typically 2–4 weeks before the show opens, with a hard close date. For direct-to-show delivery, freight must arrive during the official move-in window. Missing either window results in freight being held, rerouted, or potentially missing the show entirely. MyExpressFreight tracks show calendars and helps you identify the correct ship date for every event.
Late freight that misses the advance warehouse window is typically redirected to direct-to-show delivery at a higher cost. Freight that misses move-in entirely may not reach your booth before the show opens, or may be subject to forced freight handling at high fees. That is why MyExpressFreight recommends guaranteed LTL for all trade show shipments and monitors every show shipment in real time.
Return shipping (outbound from the show) is booked in advance with a carrier call tag or bill of lading left with your materials at the booth. During move-out, the drayage contractor moves your packed crates to the dock, where your carrier picks them up. MyExpressFreight arranges return pickups before the show and provides pre-printed return labels so your team has nothing to coordinate on-site during move-out.
The inbound carrier cost depends on the weight, dimensions, origin, and destination of your freight. Advance warehouse delivery is generally less expensive than direct-to-show. Drayage (billed by the show contractor) is separate and adds $100–$300 per hundredweight (CWT) on average. MyExpressFreight provides an all-in freight cost estimate for each show and can help you budget accurately for the complete logistics spend.
"We do CES, NAB, and SEMA every year — 3 of the most logistically demanding shows in the country. MEF has managed all of our show freight for the past two years without a single missed deadline. The pre-planned return logistics alone saves me hours of stress."
"HIMSS is our biggest show of the year. Our demo units cost $200K and are the reason we attend. MEF ships them with guaranteed LTL and declared value protection every year. Not once have we had a damage claim or a late delivery in 5 years."
"I manage freight for 15 clients at 30+ shows a year. MEF is the only broker that tracks show deadlines proactively — they'll call me before I have to call them. That advance warehouse calendar management is genuinely irreplaceable in this industry."
"SHOT Show and Outdoor Retailer are critical for our brand. MEF handles our advance warehouse deliveries and return shipments every year. Their team knows the Sands and the Salt Palace logistics as well as any carrier I've worked with."
"Natural Products Expo West is extremely busy — freight mistakes happen to everyone but us because we use MyExpressFreight. The advance warehouse timing ensures our booth materials arrive without exception every March."
"We ship high-end AV and LED walls to about 12 shows per year. MEF's declared value program and carrier selection for sensitive electronics has protected every dollar of that investment. Unmatched professionalism."
Tell us about your show and we'll provide inbound and return shipping rates with guaranteed service options.