In order to maximize the use of space and save money when shipping on a van line, build your crates no more than 48" wide and 102" tall to fit in any van. Two crates will then fit side-by-side in your van. The interior dimensions of a van are approximately 98" wide by 104" to 109" tall and 48' to 53' long.
ALWAYS get a 24-hour/7-day a week phone number(s) of your agent, dispatcher and your driver! Test the number(s) before leaving for the show to make sure you have the correct number and test the service. (Some drivers are even checking in with exhibitors enroute via e-mail from truck stops!)
Reconfirm the return shipment arrangements before you leave for the show.
Give your carrier a phone number where you can be reached on show site (your hotel, cellular phone number, or voicemail). Let them know you want to be contacted if there is ANY change of delivery plans. Most van line drivers will also leave you a message when they get to the destination city if you ask them to.
Always verify that your carrier is getting a certified weight slip for your inbound shipment; these slips are the basis for the General Contractor's calculation of your drayage cost per CWT. If the driver does not have a certified weight slip when he arrives at the marshaling yard, he will be sent away to get one and lose his place in line, delaying unloading.
Ask your transportation carrier to notify you of your shipment's weight to verify against your drayage bill. Reconfirm when the driver is scheduled to arrive at the marshaling yard or air freight is scheduled for delivery. Get the PRO number for tracking purposes, just in case.
Carry a disposable camera to take photos of any damage to your exhibit properties. If you detect damage, report it immediately to the General Contractor's Service Desk and ask for the freight foreman to come to your booth space immediately.
Do not schedule the pick-up of your labor crew based on a targeted shipment delivery time. Keep the labor pick-up time open so you do not have laborers waiting in your booth for freight to arrive.
At show close, be responsible for your shipment. Smart exhibit managers stay with their shipment until the truck door closes.
Transportation Tips© reprinted courtesy of Trade Show Consulting, 2003 www.BoothMom.com