Trade ShowTraining

UPS Freight is the Carrier of Choice.FreightCenter encourages you to only select UPS Freight for

all trade show shipments.

UPS Freight has a division devoted to trade show shipments. There is never an additional charge

for detention time and transit time is guaranteed.

Transit time is GuaranteedOn this shipment, BOL#11352036 PRO#605395405, there were

adverse weather conditions that caused the delay in the freight being delivered to the trade show by the move in date.

The consignee picked up the freight at the UPS Freight terminal on the first day of the trade show.

The customer filed an overcharge claim for service failure and received a 100% refund. This is a prime example of why we use

UPS Freight for trade show shipping.

NMFC# and ClassAll freight moving into and out of a trade

show needs to classed under NMFC# 154630,

Class 125, Paraphernalia, exhibition or trade show, NOI or booths or stalls.

Booking the ShipmentWhen you are booking a trade show shipment, you need to

be asking for both shipments.

You need to book the freight moving into the trade show and the freight leaving the trade show.

There is additional information needed on the BOL for all trade show shipments.

The VenueMost trade shows are held at convention centers, arenas, coliseums or hotels.The trade show venue

name needs to be listed on the BOL. This is the location where the freight will be delivered.

Example: Orange County Convention Center, Expo Hall, and Marriott Hotel

Name of the Trade ShowThe name of the trade show needs to be listed on the BOL. Some venues may have multiple trade shows on the same dates.

Examples: International Manufacturing Technology Show,

Pack Expo International Show, andNBAA Business Aviation Convention & Exhibition

The Decorator The decorator, is the contracted company that provides additional vendor services to

the trade show. These services may be carpet, lighting, and material handling.

Examples: Freeman’s, Shepards,and GES.

Contact PersonNeed the name of the person who will be at the

trade show and their cell phone number. This person should also be given the FreightCenter

BOL to be used when filling out the decorators BOL for the freight leaving the show.

Advance WarehouseShipments delivered to the Advance Warehouse are still trade show

shipments.

They must include the accessorial for trade show and follow all the rules for trade show shipping. All required information still needs

to be on the BOL.

The Advance Warehouse will be an off site location or a carrier’s terminal. From the Advance Warehouse the freight will move to

the venue by the move in date of the show.

Move In Date & Move Out DateThe move in date or the move out date tells the carrier when

the venue location will accept or release the freight. This is required on the BOL.

You must calculate the standard transit time so the freight

will arrive by the move in date.

If there is not enough time to ship as standard transit than an expedited quote will be needed.

Booth NumberThe booth number is your customer’s

assigned spot on the trade show floor. The decorator will have the freight set up on

that spot.

Leaving the Trade Show The FreightCenter BOL should be used to complete the decorators BOL or shipping form when leaving the trade

show.

The decorator will never use the FreightCenter BOL.

The contact person at the trade show will need to fill in the bill to section with FreightCenter’s billing information in

order to avoid a billing correction.

Material Handling Form

Where to Find this InformationThe customer will receive a Exhibitor Package

when they sign up for the trade show.

All the needed information about shipping to and from the trade show will be included in that package. You may be able to find some of the information

by Googling the trade show name.

The trade show web site needs to be pasted in the shipping notes. You need to research the web site to ensure that accurate information is provided to

the carrier.

No EDIIf you process your own shipments, then you will uncheck the

edi box and email the BOL to the to UPS Freight trade show division.

They will email you back a pick up number. You MUST track your trade show shipments to insure that the freight will

arrive in time for the trade show.

Expedited ShipmentsIf you have a expedited quote then you will

schedule the booking with the expedited department.

You MUST track your shipment to insure that the freight will arrive in time for the trade

show.

Volume ShipmentsYou must remember that volume shipment

move the slowest of all freight. So if you have a volume trade show shipment, you should also have a guaranteed delivery

date quote.

No Freight = No Trade Show

Your customer will be spending thousands of dollars to attend a trade show. The freight shipping is just one of the many expenses.

If the freight does not arrive in time for the trade show, then it is a total loss for the

customer.

Don’t let this be your customer’s tradeshow

The BudgetMost tradeshow exhibitors spend around 9% of their budget on transporting their exhibit to and

from their latest tradeshow, according to the Tradeshow Institute.

Like all expenses, of course, transport costs can vary to a huge extent.

Shared DocumentsThe UPS Freight Trade Show Department contact list is a shared Google document.

There is also a shared Google document on trade shows.

Good Customer ServiceProviding good customer service to all trade

show shipments by tracking and updating your customers will relieve some of the stress and result in a better trade show

experience.

Trade shows leadsTrade shows web sites are a great source of

leads for shipping to the trade show and for the companies other shipping needs.

http://www.fabtechexpo.com/plan/#.VUDcayFViko