Best Wishes and Happy Holidays from the Classic Exhibits Family. Our sincere thanks to Classic Distributors and to our Exhibit Industry Partners for a remarkable 2023…. AND the promise of an AMAZING 2024.
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Think you know logistics? Well, forget 50% of what you know because it doesn’t pertain to trade show logistics. The key is knowing which 50%. Let’s explore the frustrations, and the idiosyncrasies of trade show logistics. Some of it won’t make sense, which is fine. You’ll just have to accept it because no amount of badgering, bullying, or bluster will change how freight companies, convention centers, or general show contractors operate. It’s their world and navigating it takes a bit of knowledge and patience.
Our task in this post is to compress the learning curve, and as a result, save you a little money and lower your blood pressure. At Classic Exhibits, we’ve been handling trade show exhibit planning and logistics for our clients for 30 years. We’ve learned a thing or two. We’ve also learned what works, what doesn’t, and what may happen regardless of your best-laid plans. Live events almost always come with a few surprises.
Trade show logistics involves efficiently moving an exhibit and equipment to a show site, managing setup and utilities, and finally getting everything back to headquarters in one piece after the event.
The entire process can be quite challenging, even if the show is taking place within your city. But it gets tougher when borders are involved. The challenge of managing the logistical side of trade shows in another state or another country is an entirely different ball game. This is where hiring the services of trade show logistics providers can be a big relief.
Trade show logistics include the packaging, movement, services, installation, and dismantling of an exhibit. In short, it’s much more than simply scheduling the shipping to and from a show site. In some cases, it’s very straightforward. You may be participating in a small trade show close to your location at a regional convention center. Planning may only take a few hours.
However, exhibiting in your industry’s primary trade show in Las Vegas, Chicago, or Orlando with an island exhibit may require days (or weeks) of planning, including understanding the show regulations, general show contractor forms and deadlines, and the labor regulations specific to that city and venue. If you work with an exhibit house, they can guide you on best practices.
Here are some routine tasks to consider:
Your Exhibit: May seem obvious… You either have an exhibit or you need to order one. Either way, the process takes time, especially the design, build, and staging of a new custom trade show exhibit. Even if you already own an exhibit, you’ll need to stage it to ensure nothing is broken or missing or (at a minimum) open the cases and crates and complete an inventory of parts, pieces, and graphics.
Show Services: Services can be as simple as ordering electrical or as extensive as ordering labor, rigging (for an overhead sign), cleaning, lead management, material handling, and flooring. All these services have deadlines and early bird prices. Ordering them on time not only saves money but makes the installation and dismantling process less stressful.
Freight: Mention “logistics” and freight immediately comes to mind. Shipping trade show freight to convention and exhibition facilities isn’t as straightforward as shipping 6 boxes or a pallet of equipment to a customer. See the section below for details on Navigating Trade Show Shipping.
At least once, probably more often, you’ll be surprised, shocked, or dismayed by a trade show shipment. Join the club, my friend. Just when you think you’ve got it down, you’ll encounter another gotcha on your shipment. Your exhibit house can be your best friend regarding trade show shipping. They already know the ins and outs and typically have a relationship with multiple carriers. Let’s explore some of the more common questions.
Advanced Warehouse vs. Shipping Direct to Show. New exhibitors are often confused by this choice since the Advanced Warehouse is more expensive than shipping to show. There’s a reason and if possible, always ship to the Advanced Warehouse if that’s an option.
Here’s why… by shipping to the Advanced Warehouse, you ensure your exhibit arrives on time, and if there’s any visible damage to the crate, the General Show Contractor will often inform you. Freight in the Advanced Warehouse is then transported to the show site first, which means you can schedule your show services and labor without guesswork.
Shipping to the show site means the freight carrier will go directly to the show site on a specific date and time, along with hundreds of other trucks. There’s usually a line and the drivers will have to wait their turn. Waiting incurs charges and the freight company will pass that along. It also means you don’t know precisely when your crates or cases will arrive in your booth space so scheduling can be dicey. This means you might now be able to have your labor crew during regular hours vs. overtime hours.
Freight Carriers, Including UPS and FedEx. For smaller shipments, UPS and FedEx are excellent options. This includes portable displays packed in roto-molded cases with wheels. If you have multiple roto-molded cases, like 6+, consider strapping them to a pallet and shipping them via a common carrier. Not only will you save money, but it’s less likely (1) of those cases will disappear into the UPS/FedEx Black Hole, lost for days (and occasionally, forever).
For larger shipments, you’ll use an LTL freight carrier, unless you have enough crates and products to fill a trailer. Ask the freight carrier about their experience shipping trade show materials. Not all carriers and drivers want the hassle associated with exhibition freight. Also, ask about any special charges and restrictions. You’ll need to know the dimensions of your crates, destination, date(s), and estimated weight to obtain an accurate quote. Get the quote early. The longer you wait, the more expensive it can get. Just like a shark, carriers can smell blood (and desperation).
Crating and Packaging. Damage happens. Excellent crating and jigging can prevent it, but few exhibitors spend time inspecting the packaging before shipment, and even fewer review the packaging once the show is over. Crates designed for reusable packing (with reusable packaging materials) may be the smartest investment an exhibitor can make, even more than the actual exhibit design.
However, even excellent crating can’t always prevent damage during transit or damage from forklift drivers. If you see damage or the potential for damage, document it immediately and file a claim. Don’t wait!
Return Shipping: You’re probably thinking, “Return shipping is a no-brainer, right?” And the answer should be “Yes!” And yet, it’s often forgotten during the stress of getting the exhibit to the show and scheduling show services. Freight not picked up after a show by a specific date will be “Force Shipped” by the General Service Contractors. The GSCs love forced freight because they can charge 2X, 3X, or even 4X rates to return your exhibit to you. Don’t let the happiness of a successful show be marred by an unexpected forced freight charge.
Whether you participate in 1-5 trade shows or 250 trade shows a year, creating an effective trade show schedule will ensure the right marketing, the right people, and the right exhibits are in place to maximize your success. Plus, your CFO will love you since a comprehensive trade show schedule and budget makes their job easier and limits financial surprises.
Most companies have already identified their primary trade shows. Some will require a larger presence than others, not only in the size of the booth space and exhibit size but also the number of people who will be attending. However, from year to year, marketing priorities change and new products and services are introduced. In those situations, it’s wise to review which trade shows offer the greatest return on your investment.
Here are some key factors to consider when choosing which trade show to attend.
1. Define Your Goals:
2. Target Audience:
3. Research Potential Shows:
4. Budget & ROI:
5. Additional Tips:
It’s never a bad idea to ask suppliers, customers, and even friendly competitors which trade shows they attend. You might be surprised by their answers and discover a customer segment you hadn’t considered.
Additionally, consider using these four search tools to find trade shows in North America and the world.
You can’t plan for everything, but planning for the expected and having contingency plans for the unexpected will increase your odds of a successful and less stressful show. Trade show logistics are largely controllable, and successful trade show marketing doesn’t happen by accident. The key is identifying the right strategy and executing the right plan.
For over 30 years, Classic Exhibits has been a reliable source of expertise for new and seasoned trade show marketers. The Classic Exhibits Distributor Network includes over 200 exhibit houses and display professionals in North America. Find success on the trade show floor with an exhibit that reflects your marketing message. For more information, see www.classicexhibits.com and explore Exhibit Design Search or request a meeting with a Classic Distributor Partner.
Trade shows are big business and we have plenty of big trade shows in North America to cover!
In 2023, the U.S. exhibition industry generated $15.6 billion in revenue with over 13,000 trade shows in the United States alone, Most cities have convention or exhibition centers. These facilities host shows like the Consumer Electronics Show (CES) with an attendance of 160,000 to local garden, RV, bridal, and crafts shows with attendance in hundreds or thousands.
No other event offers buyers and sellers the convenience of one, two, or three days to explore their professional passions and connect with others in their industry or share information about their interests. If you are interested in searching for trade show for your industry or hobby, then explore these comprehensive search tools:
For many BIG trade shows by region, see the list below.
For most Americans, when we think of trade shows, Las Vegas immediately comes to mind. The exact number of trade shows in Las Vegas each year varies depending on how you define a “trade show” and which sources you consult. However, here are some estimates:
So, why Las Vegas?
Extensive Infrastructure:
Accessibility and Convenience:
Vibrant Atmosphere and Entertainment:
Additional Factors:
January 9-12, 2024, Las Vegas Convention Center
The CES (Consumer Electronics Show) is one of the largest and most influential technology events in the world. It takes place annually in Las Vegas, Nevada, and typically attracts over 170,000 attendees from more than 160 countries.
November 2-5, 2024, Las Vegas Convention Center
November 5-7, 2024, Venetian Expo and Caesar’s Forum
AAPEX and the SEMA Show are both part of Automotive Aftermarket Industry Week (AAIW) which happens each November in Las Vegas.
The SEMA Show is the premier automotive specialty products trade event in the world. Attracting more than 170,000 industry professionals from more than 100 countries, it draws the industry’s brightest minds and hottest products to one place, the Las Vegas Convention Center.
AAPEX has been the premier global event representing the global aftermarket auto parts industry. Located at the Sands Expo, AAPEX features over 2,200 automotive aftermarket manufacturers and suppliers showcasing innovative products, services, and technologies to 44,000+ targeted buyers.
May 31-June 3, 2024, The Venetian Expo
JCK Las Vegas is a major trade show and conference dedicated to the jewelry industry. It takes place annually in Las Vegas, Nevada, and provides a platform for businesses to showcase their latest products, connect with industry professionals, and learn about the latest trends.
March 10-13, 2024, Las Vegas Convention Center
ASD Market Week is the largest wholesale trade show for consumer merchandise in the United States. It is held twice a year at the Las Vegas Convention Center, and brings together over 2,000 exhibitors and 30,000 retailers from around the world. It features a vast array of products across categories such as apparel, fashion accessories, home goods, gifts, and much more.
March 26-28, Las Vegas Convention Center
The National Hardware Show (NHS) is a massive trade show dedicated to the home improvement and DIY industry. It takes place annually at the Las Vegas Convention Center, attracting thousands of exhibitors and attendees from around the world.
October 15-17, 2024, Las Vegas Convention Center
The NBAA – BACE Business Aviation Convention & Exhibition is the premier event for the business aviation industry, bringing together executives, manufacturers, suppliers, and other professionals from around the world. It is considered the “crown jewel” of the business aviation industry, showcasing the latest aircraft, technologies, and innovations.
Las Vegas isn’t for everyone… for lots of obvious reasons. The Western US boasts a wide range of industries and businesses, attracting attendees from across various sectors. This provides ample opportunity to network with potential customers, partners, and industry professionals.
The following are large trade shows held in other Western U.S. cities.
March 12-16, 2024, Anaheim Convention Center
Natural Products Expo West is the leading trade show in the natural, organic, and healthy products industry where you can unearth your next big seller among the largest collection of emerging and pioneering brands.
Explore the vast array of natural, organic, and healthy products across various categories, including food, beverages, supplements, personal care, home care, and more. Be among the first to see the latest innovations and trends in the industry.
November 5-7, 2024 Lumen Field
Pacific Marine Expo is the largest commercial marine trade show on the West Coast, serving commercial mariners from Alaska to California. It provides industry education on safety, management, regulatory matters, and technological advancements. Buyers from Alaska to California visit PME looking for everything they need from bow to stern. Making this the best opportunity for exhibitors to reach the maritime industry and grow their business.
February 25-28, 2024, Los Angeles Convention Center
ViVE is a premier digital health conference focused on healthcare IT innovation and business transformation. It’s a great opportunity for senior digital health leaders to connect, learn, and collaborate.
ViVE opens on Sunday with Partner sessions and the Insights Programs, followed by the CHIME Welcome Reception and Good Night @ ViVE – the welcome party with a purpose.
June 17-19, 2024 and November 6-8, 2024, Salt Palace Convention Center
Outdoor Retailer is a resource for the outdoor and winter sports industry, serving the intersection of commerce and connection, content and culture, community and conversation.
Summer and Winter shows provide critical platforms for face-to-face commerce, product launches, networking, and industry education to enhance business and support the outdoor recreation economy. As North America’s leading business-to-business event for the outdoor community, Outdoor Retailer is your path to discovery.
October 15-17, 2024, Anaheim Convention Center
The Conference & Expo on Learning Environments is the gathering place for architects, dealers, Pre-K through 12, colleges and universities, independent manufacturers’ representatives, exhibitors, and corporations to learn about trends and experience the latest products and services to enhance student learning.
The southern United States is growing rapidly with a diverse and expanding population. Holding a trade show in the south allows businesses to tap into this large market, reaching new customers and potential business partners.
For a variety of reasons, the cost of holding a trade show can be significantly lower in the South compared to other regions, such as the Northeast or West Coast. This is due to factors such as lower venue costs, travel expenses, and labor costs.
November 17-22, 2024 Georgia World Congress Center
SC24 is the international conference for High-Performance Computing, networking, storage, and analysis. SC attracts an exclusive group of scientists, researchers, department managers, lab directors, and decision-makers from all corners of the HPC and networking industry.
No other event provides such extensive, targeted opportunities for exposure and in-depth interaction with key customer audiences. Supported by a powerful live network infrastructure called SCinet, SC uniquely provides exhibitors the ability to showcase the full capabilities of their products and services.
October 15-17, 2024, Orange County Convention Center
FABTECH is North America’s Largest Metal Forming, Fabricating, Welding and Finishing Event. It provides a convenient venue where attendees can meet with world-class suppliers, see the latest industry products and developments, and find the tools to improve productivity, increase profits, and discover new solutions to all of their metal forming, fabricating, welding, and finishing needs. The annual event will offer more than 1,300 exhibitors and 28,000 attendees full access to over 550,000 net square feet of floor space.
March 26-28, 2024, Kay Bailey Hutchison Convention Center
Medtrade is the largest Home Medical Equipment Expo and Conference in the US. Connecting the HME industry for over 36 years, Medtrade features a large expo floor filled with the leading home medical equipment manufacturers and their DME products. Thousands of durable medical equipment companies (providers) come to Medtrade to find everything from the basics to the latest innovations in mobility, respiratory, sleep, rehab, and aids to daily living.
May 6-9, 2024, NRG Park
The Offshore Technology Conference (OTC) is the world’s largest offshore energy event. It takes place annually in Houston, Texas, and brings together more than 60,000 professionals from over 100 countries. OTC’s goals are to advance scientific and technical knowledge for offshore resources and environmental matters.
OTC ranks among the largest 100 trade shows held annually in the United States and is among the 50 largest meetings.
March 25-28, 2024, Orange County Convention Center
The International Wireless Communication Expo (IWCE) is the largest event for critical communications professionals in the United States. It is held annually in Orlando, Florida, and attracts thousands of attendees from around the world.
Attendees can explore the latest technologies and advancements in critical communications, including Land Mobile Radio (LMR), Public Safety LTE (PS-LTE), FirstNet, Interoperability solutions, and Emergency response technologies.
March 11-14, 2024, Georgia World Congress Center
MODEX is the largest manufacturing and supply chain trade show in North America. Attendees and exhibitors will see the latest technologies and advancements in manufacturing and supply chain solutions across various disciplines, including robotics and automation, material handling and logistics, warehouse management systems (WMS), transportation and distribution, and supply chain software and analytics
Trade shows in Chicago, Indianapolis, Minneapolis, and Louisville are convenient travel destinations for most US attendees. This can be beneficial for startups, small businesses, and individuals on a budget. Lower costs for booth rentals, travel, and accommodation make it easier to participate and maximize your return on investment.
In addition, The Midwest is home to several major industries, including agriculture, manufacturing, healthcare, and transportation. Trade shows catering to these specific sectors provide an excellent platform to connect with industry professionals, showcase your products or services, and learn about the latest trends and innovations.
November 3-6, 2024, McCormick Place
PACK EXPO International is where companies come to introduce the industry’s latest processing and packaging advances. Having more than twenty vertical markets represented allows for an unsurpassed showcase of production solutions, unavailable in any other setting.
The four-day event will feature over 2,300 exhibiting companies and span more than 1.2 million net square feet of exhibit space at McCormick Place. PMMI expects to welcome 50,000 attendees.
August 1-4, 2024, Indiana Convention Center
For over 55 years Gen Con has been the largest and longest-running gaming convention in North America. Founded in 1967 by Dungeons and Dragons co-creator Gary Gygax, Gen Con now attracts tens of thousands of attendees from around the world to Indianapolis for The Best Four Days in Gaming.
May 6-9, 2024, Minneapolis Convention Center
CLEANPOWER 2024 grows businesses by gathering key decision-makers and stakeholders across the wind, solar, storage, hydrogen, and transmission industries for discussion, deal-making, networking, and a whole lot of fun. It is designed for the diverse industry and supply chain professionals who are powering America’s future.
Participating in trade shows in the Eastern US is almost always a win-win. As the epicenter of commerce, it boasts more Fortune 500 and 1000 companies than any other region in the United States. The East Coast is a large and diverse market with a wide variety of industries and businesses. It’s a tremendous opportunity to reach a large audience and connect with potential customers.
March 26-27, 2024, Pennsylvania Convention Center
Pharma USA 2024 presents a valuable opportunity for pharmaceutical industry professionals to connect, learn, and collaborate to shape the future of the industry and address crucial challenges. By attending this event, attendees can gain valuable insights, explore innovative solutions, and network with key stakeholders to advance their careers and contribute to the success of the industry.
June 23-25, 2024, Jacob K. Javits Convention Center
The Summer Fancy Food Show is the largest trade-only specialty food event in the United States. Serving up the newest and best in specialty food and beverage, the Summer Fancy Food Show attracts thousands of makers, buyers, brokers, distributors, and other industry professionals for three days of product discovery, networking, and business opportunities.
March 10-12, Boston Convention and Exhibition Center
The Seafood Expo North America (SENA) is a conference focused on the seafood industry. It brings together thousands of industry professionals from all over the world, including seafood producers and suppliers, buyers and retailers, industry experts, and technology and service providers.
May 18-24, 2024, Walter E. Washington Convention Center
Digestive Disease Week (DDW) is the premier annual gathering for gastrointestinal (GI) professionals, offering an unmatched opportunity to explore the latest advancements in digestive health.
Successful trade show marketing doesn’t happen by accident. There’s always a strategy and a plan. The key is identifying the right strategy and executing the right plan. For over 30 years, Classic Exhibits has been a reliable source of expertise for new and seasoned trade show marketers.
The Classic Exhibits Distributor Network includes over 200 exhibit houses and display professionals in North America. Find success on the trade show floor with an exhibit that reflects your marketing message. For more information, see www.classicexhibits.com and explore Exhibit Design Search or request a meeting with a Classic Distributor Partner
New exhibitors often experience sticker shock when they see the price of a trade show display. And it’s hard to blame them. They’re accustomed to identical widgets flowing from an assembly line with economies of scale prices.
Except for imported portables, trade show exhibits are not widgets. Most are built to order, even if it starts from a pre-existing design. At Classic Exhibits, for example, every display is “made-to-order.”
The wide range of prices can also be confusing, even for 10 ft. inlines. Your client may ask, “What’s the difference between a 10 x 10 display at $3500 and another at $23,000?” The easy answer is design, complexity, materials, packaging, and accessory options, but without visuals it can still be perplexing.
Below are 12 price ranges, starting at $3K and ending at $24K. In each range, there are three design examples from Exhibit Design Search, so 36 total. These are meant to be representative, not comprehensive since EDS has over 300 10 ft. kits. No rental designs were included. That would have created more chaos than a 5-year-old after two glasses of Mountain Dew.
The descriptions are generalizations, not specific features for every exhibit.
Portable display backwalls with fabric graphics, stem lights, and rolling cases or carrying bags.
Portable and portable hybrid displays with workstations/counters, stem lights, fabric and direct print graphics, and roto-molded case(s) with wheels.
Upscale portables with counters/workstations, monitor mounts, stem lights, and floating graphics or LED lightbox with tension fabric graphic.
Sustainable and elegant portables with monitor mounts, shelves, counters/workstations, and stem lights or LED lightbox with large monitor mount and backlit graphics.
Modular exhibits with shelving, literature, counter and monitor options, along with backlit and stem light choices.
Custom modular and sustainable exhibits with stem light and backlighting options, shelving, locking storage, direct print and fabric graphics, and monitor/iPad mounts.
Modern custom modular and custom exhibits with downlighting/backlighting, shelving, locking storage, and large monitor mounts.
Contemporary custom, modular, and sustainable exhibits with modular counters, shelving, monitor mounts, shelving, multiple lighting options, and customized accessories.
Upscale custom, modular, and sustainable exhibits with shelving, lightboxes, closet storage, and reception counters.
Elegant custom, modular, and sustainable exhibits with storage, monitor, shelving, monitor, and lighting options including backlit and halo lit logos.
Customized exhibits with stylized counters and a broad range of graphic, A/V, lighting, and accessory options.
Successful trade show marketing doesn’t happen by accident. There’s always a strategy and a plan. The key is identifying the right strategy and executing the right plan. For over 30 years, Classic Exhibits has been a reliable source of expertise for new and seasoned trade show marketers.
The Classic Exhibits Distributor Network includes over 200 exhibit houses and display professionals in North America. Find success on the trade show floor with an exhibit that reflects your marketing message. For more information, see www.classicexhibits.com and explore Exhibit Design Search or request a meeting with a Classic Distributor Partner.
Classic Exhibits has been designing and building contemporary, sustainable trade show displays through our ecoSmart line since 2007. No one in the exhibit industry has a longer or larger investment in sustainability than Classic.
What you may not know is that our commitment to “green” extends well beyond ecoSmart Displays. Classic products, all Classic products, benefit from our sustainable initiatives.
Is there more? Of course. You can’t produce ecoSmart for 16 years without sustainability spreading into every facet of your business. Can we improve? Of course. Look for greener printing options in 2024 and even more eco-friendly materials. Plus newer ecoSmart inline, island, and accessory designs.
For 35 years, Classic Exhibits has been designing and building creative custom solutions for our Distributor Partners and their clients. As the largest private-label exhibit manufacturer in North America, we have the unmatched capability, capacity, and creativity to create 3D projects ranging from 10 x 10 inline displays to 60 x 80 double-deck islands.
Find success on the trade show floor with an exhibit that reflects your marketing message. For more information, see www.classicexhibits.com and explore Exhibit Design Search or request a meeting with a Classic Distributor Partner.