What is Marlys Arnold's definitive guide to overcoming drayage challenges in trade shows?

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Marlys Arnold

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What is Marlys Arnold's definitive guide to overcoming drayage challenges in trade shows?

Updated March 20, 20263 min read

Marlys Arnolddefinitive guidedrayagetrade shows

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From Marlys Arnold

Marlys Arnold · Accepted Answer

Here’s a clear, practical guide based on the principles Marlys and her expert guest Candy Adams teach about drayage/material handling:

Understand what drayage actually is
1. It’s the cost to move your freight from the loading dock to your booth, store empties, and return them after the show.
2. It’s not the same as shipping; it’s a separate charge from the general services contractor.
Learn how your show calculates drayage
1. Usually billed by CWT (per 100 lbs), with minimums.
2. Rates often differ for:
  1. Advance warehouse vs direct-to-show-site shipments
  2. Crated vs uncrated
  3. Special handling (mixed skids, side-loading, stacked, etc.)
3. Carefully check the exhibitor service manual for exact categories and surcharges.
Design and pack to reduce weight and special handling
1. Use lightweight booth properties (aluminum, fabric, modular systems).
2. Pack on standard 4-way entry pallets whenever possible.
3. Avoid mixed, loose, or poorly labeled freight that triggers “special handling.”
4. Consolidate shipments to reduce the number of pieces and minimum charges.
Ship smart (timing and method)
1. Compare rates for advance warehouse vs direct show-site; sometimes one is clearly cheaper once all fees and risk are factored in.
2. Avoid off-target deliveries that incur extra fees.
3. Work closely with an experienced exhibit freight carrier that understands show rules and marshaling yards.
Label and document everything
1. Use complete shipping labels with booth number, company name, and show name exactly as specified.
2. Match your bills of lading to what’s actually on the pallet or crate.
3. Take photos of packed freight and labels for proof if there’s a dispute.
Communicate with the general contractor early
1. Call and confirm how your specific freight will be classified.
2. Ask about any potential surcharges (after-hours, overtime move-in/out, special equipment).
3. Clarify targeted move-in times and restrictions so your carrier doesn’t get stuck or surcharged.
Budget conservatively and verify your invoice
1. Estimate using worst-case weight and likely surcharges so you’re not surprised.
2. After the show, review the drayage invoice line by line:
  1. Weight used for billing
  2. Correct rate category
  3. Any “special handling” codes
3. Challenge discrepancies right away, with documentation.
Consider strategic alternatives
1. Use local rentals to reduce what you ship (furniture, some structures, even AV).
2. For smaller booths, explore portable systems you can hand-carry or ship via small parcel when rules allow.
3. For repeat shows in the same city, look into local storage or an exhibit house to avoid repeated shipping and drayage on the same items.
Train your internal team
1. Make sure marketing, logistics, and on-site staff all understand drayage basics.
2. Create a simple one-page “drayage cheat sheet” with:
  1. Preferred packing methods
  2. Approved carriers
  3. Labeling standards
  4. Who must approve any on-site changes that could impact cost.
Build relationships with experts

Lean on trusted exhibit professionals (like Candy Adams–style I&D and logistics pros) for complex shows.
Debrief after each event: what worked, what surprised you, and what to change next time to lower handling costs.

If you’d like, I can turn this into a checklist you can share with your exhibit team.

What size booth and type of shows are you dealing with most often (e.g., 10x10, 20x20, large island; consumer vs B2B)?

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