Event season is heating up. That means companies will be looking for shippers to help them get their materials to venues around the country.
There are many vendors to choose from. It’s a highly competitive field, and shippers will be negotiating aggressively and making lots of promises to get the business. That is the time to be highly skeptical and to do the necessary research before signing a contract or even making a handshake agreement.
Everyone knows that if an offer seems to be too good to be true, it usually is. Making an ill-advised decision has significant consequences, and making a bad decision about a shipper when your event is on the line could be disastrous.
Why Going Cheap Could Cost You Dearly
This is not to suggest that all shippers are dishonest; there are plenty of trustworthy shippers out there who keep their promises and do an excellent job getting your materials to your event on time and in great shape.
However, when you get a quote that is dramatically out of scope with the others, it should raise a few eyebrows. How will they do the same job as the others for so much less? The truth is, they might—there’s nothing wrong with providing an aggressive quote. However, it must be understood that they are betting on a best-case scenario where everything breaks in their favor. Unfortunately, that rarely happens. And that inevitably leads to problems.
For instance, shippers who underbid the competition make up the difference by hiring less-skilled workers and by investing in lower-quality equipment—if they invest in specialty equipment at all. While this may not be an issue, poor or careless handling could lead to damage, especially if you’re transporting expensive or fragile materials.
If the shipper encounters any obstacles or travel delays on the way to the event, they may have to throw additional emergency resources at the problem. These are typically very expensive, and those costs are passed on to you, completely blowing up your budget.
At worst, if unanticipated delays can’t be resolved or worked around, your material might arrive late or not at all, which means you won’t have a presence at the show. The impact of this outcome in terms of sunk costs, missed opportunities, and your brand’s reputation is a nightmare that is almost too horrible to contemplate.
How to Find the Right Shipper for You
Finding the right shipper for your trade show or event may take a bit of work, but that effort will be worth it if it ensures your materials arrive on time and in good condition. When doing your research, be sure to consider the following key factors.
Experience
This point might seem absurdly obvious, but choose a shipper with a proven track record of handling logistics for trade shows and other events. Some events even have a preferred or official carrier who will have better access to the venue; sometimes using these vendors will reduce costs and minimize handling delays. For non-preferred vendors, familiarity with various venues and their unique requirements, move-in and move-out schedules, and marshaling yards is important. Ideally, they will also offer proactive support in the form of dedicated specialists who handle the details while you focus on the big picture.
Reliability and Punctuality
Trade shows have very strict schedules and headlines. Does the shipper you’re considering have a reputation for on-time deliveries? Do they guarantee it? Don’t ask them; look for testimonials and reviews from other customers. Also, keep in mind that some cheaper carriers will cut costs by offering limited delivery windows, which could significantly impact your event setup time. Know what you’re getting into.
Comprehensive Services
Does the vendor have you covered all the way to the show floor? This is where less-reputable shippers will try to hit you with hidden fees. A good shipper will provide advanced warehouse storage prior to the delivery window opening, onsite assistance, customs brokerage for overseas events, and return shipping services.
Insurance and Liability Coverage
Damage-free on-time delivery is always the goal. But sometimes things happen. Verify that your potential shipper’s insurance coverage includes potential damages or delays. Ask them for details about their claims process in the event of loss or damage.
Tracking and Support
You want to know where your materials are at any given time. Look for a shipper that provides real-time tracking for your materials, including in transit. Additionally, 24x7 customer support is a real plus when urgent issues arise.
Costs
Once you’ve narrowed down your search, start comparing quotes. While you shouldn’t base your final decision exclusively on price, these comparisons should provide a glimpse into how they do business. Look for transparency in the quotes. Are there any potential hidden fees for things like storage, waiting time, or re-routing? Are there fuel surcharges, handling fees, or weekend delivery charges? Is return shipping included in the quote, or do they charge separately for that? Bottom line: know exactly what you’ll be paying for before signing on the dotted line.
Freight Options
Different events have different requirements. Make sure the shipper you choose is well fitted to the need. Do they offer ground freight for domestic shows? Ocean freight for large or international shipments? Air freight for urgent situations? Know who you’re dealing with.
Additional Tips for Choosing the Right Shipper
Sometimes, your situation or budget will demand that you find a balance between cost and reliability when selecting a shipper. Here are some additional points to consider when trying to ensure your materials arrive on time and in one piece while still respecting the budget.
Consider using advance warehouse shipping if available. Shipping materials to an advance warehouse for temporary storage rather than directly to the show may not only be more reliable, it can also be cheaper than last-minute shipments directly to the show venue. You can schedule your materials to arrive early, avoiding rush fees and other logistical issues. If you have the time to spare, this might be an option worth exploring. (Note: be sure to check the event’s cut-off dates for warehouse deliveries to avoid any late fees.)
Prioritize services that reduce risk. Invest in those services that help you achieve your goal without over-spending. For instance, freight tracking provides real-time visibility into where your materials are, preventing surprises. Insurance covers damage or loss. Proper packaging protects materials during shipping. Planning ahead helps avoid overnight shipping fees. And for small shipments, consolidating them with others going to the same location saves money.
Consider a hybrid shipping approach. You don’t have to use the same shipper for all your event materials. Use premium shipping services to guarantee delivery of essential items such as displays, signage, and electronics, but use cheaper methods for non-essential items like collateral, giveaways, and office materials. If possible, pack these items in your luggage and carry them onto the show floor to save money. (Check the show guidelines first to ensure this is allowed.)
Enlist the help of a logistics partner or freight forwarder. Using one of these brokers that specializes in trade shows and other events can help you find the best shipper at a competitive price. They have pre-negotiated rates and are experienced in handling last-minute requests. If you have lots of events on your calendar, you can even negotiate a long-term contract with these vendors or shippers to save money in the long term.
OnFulfillment Can Help You Find the Right Shipper
If you need to find a shipper for your upcoming events and don’t have the time to do the necessary research, OnFulfillment can help. We have more than 25 years’ experience supporting trade shows and other events, and we have working relationships with dozens of shippers. Our experience and familiarity can help you find the right shipper at the right price for your needs.
We’d be happy to discuss it further. Just visit the contact us page and request a meeting. We’ll be in touch.
