Trade Show Freight 101: Material Handling & Shipping Explained
Written By: gcsadmin
Published On: July 23, 2025
Ever hear the term material handling at a trade show and wonder how it’s different from shipping?
You’re not alone. These two terms are often confused — and if you're new to exhibiting, it’s easy to assume that once your freight is shipped, you're done.
Unfortunately, it’s not that simple.
This guide breaks it down: what material handling and shipping actually mean, how they work together, and how Global Convention Services helps make freight logistics smoother, more efficient, and way less stressful so you can focus on your booth, not your boxes.
Shipping vs. Material Handling: What’s the Difference?
Shipping is how your freight gets to and from to and from our advanced warehouse or the venue's dock, typically by courier, trucking company, or freight forwarder.
You're responsible for:
- Choosing a carrier
- Scheduling pickup and delivery
- Completing customs and brokerage documents (if shipping internationally)
Material handling, on the other hand, is the service that transports your freight from the advanced warehouse or venue's dock to your booth space. It includes:
Pre-Show
- Unloading at the venue
- Transporting freight to your booth space
Pre- and Post-Show
- Storing and returning empty containers
Post Show
- Transporting outbound freight from your booth to the dock
- Optional return to the warehouse for later pickup, at an additional fee.
Think of it as the bridge between your shipper and your booth space.
Why Material Handling Matters
Even if your freight is shipped on time, it won’t magically appear at your booth. If it’s delivered outside of approved timeframes or isn’t handled properly, it could be delayed or refused entirely.
Material handling ensures your freight:
- Is accepted and processed correctly
- Is properly tracked until it arrives at your booth
- Gets to your booth on time
- Is moved safely after the event
With Global Convention Services, you can choose the best handling method for your needs, whether you’re shipping early, direct, or need post-show flexibility.
Your Material Handling Options with Global Convention Services
We offer three flexible services to make freight logistics easier and less stressful for exhibitors:
- Advance Warehouse
Ship early. Show up stress-free.
Includes:
- Receipt of freight at Global’s warehouse
- Up to 30 days of pre-show storage
- Delivery to your booth before you arrive
- Removal, storage and return of empties
- Transporting freight from booth to dock, and loading onto your outbound carrier post-show (if not using our Post-Show Return to Warehouse service)
Why Exhibitors Love It:
- Freight is waiting at your booth when you arrive at the venue
- Lower fees than direct-to-site
- Avoids last-minute issues, i.e. late or missing freight
- Direct to Site
Ship straight to the venue but plan carefully.
Includes:
- Delivery from venue loading dock to booth space
- Removal, storage and return of empties
- Reloading onto outbound carrier (unless using our Post-Show Return to Warehouse service)
Important:
- You must notify us in advance
- Shipments must arrive during the scheduled move-in window
- No special equipment e.g. forklifts are included (extra charges may apply)
- Tight access areas (e.g., hotel docks, small elevators) can increase costs
- The specific rules around Direct to Site Shipping can vary from venue to venue
- Post-Show Return to Warehouse
Avoid the stress of missed pickups.
How it works:
- We move your freight from your booth to Global’s warehouse after the event.
- We store it for up to 30 days.
- You arrange for your carrier to collect it from our warehouse
Best For:
- Events ending late or on weekends
- Carriers with limited pick-up windows
- Avoiding forced freight charges (if your carrier no-shows)
What’s Not Included?
Global Convention Services does not provide:
- Shipping or courier services (to or from the show)
- Customs brokerage or clearance assistance
- Packing or labelling your freight
If you're shipping internationally, customs paperwork and duties are your responsibility as the exhibitor. We recommend working with a dedicated broker to avoid delays.
Quick Tips to Avoid Extra Fees
- Ship everything together: Each separate shipment gets charged. Combine whenever possible.
- Meet the 200 lb minimum: All shipments are billed at this minimum rate.
- GST/HST applies: All material handling services are billed in Canadian dollars and subject to applicable taxes.
- Stick to delivery windows: Especially for direct-to-site. Freight arriving outside the move-in window may be refused or incur additional fees.
- Label everything: Use clear labels and include completed Bills of Lading. Check out your Global Event-Specific Exhibitor Kit for labels that you can and should use.
- Repack & label: Exhibitors must prepare all outgoing freight themselves.
Unclaimed freight: If your carrier doesn’t show, we’ll send your freight back to our warehouse (at your cost).
Your Pre-Show Checklist
Before your event, make sure you:
- Choose your handling service: Advance, Direct, and/or Post-Show Return
- Notify Global if shipping directly to the site
- Ship all freight in one delivery, when possible
- Check the delivery hours for both advance warehouse and direct-to-site shipping (if applicable) to ensure your carrier arrives within the correct timeframes.
- Label all items and include shipping docs
- Schedule pick-up or opt for Post-Show Return to Warehouse service
Final Thoughts
Understanding the difference between shipping and material handling, and planning ahead for both, is key to a smooth, successful show. With the right approach and support from Global Convention Services, you can avoid delays, save money, and focus on connecting with attendees instead of chasing freight.
Need help?
Contact Global Convention Services Exhibitor Services Team any time before, during, or after your show.
Full terms and conditions are available in your show-specific Exhibitor Kit and on our Online Ordering Portal.
