Exhibition and Event Logistics: Delivering Success
The Critical Timeline of Event Logistics
Unlike standard freight, event logistics operates on non-negotiable deadlines. A stand that arrives a few hours late is a total failure for the exhibitor. Shipping International provides the technical oversight required to navigate fixed move-in slots and complex venue access rules. We manage the entire lifecycle of the event move, from initial packing at your facility to the final lifting and positioning on the exhibition floor.
Our team integrates specialised transport with customs clearance and on-site lifting to provide a single point of contact for marketing and project teams.
Customs Procedures: The ATA Carnet
For international exhibitions, goods typically enter a country on a temporary basis. To avoid paying permanent import duties and taxes, we utilise the ATA Carnet system.
The Passport for Goods
An ATA Carnet acts as a physical passport for your exhibition materials. It allows for the tax-free and duty-free temporary export and import of goods for up to one year. We manage the application process and ensure that every item, from the main stand structure to the smallest digital screen, is correctly listed on the General List. This prevents customs seizures and ensures a smooth transit through the red channel at every border.
Consumption and Giveaways
Carnets only cover goods that will return to the UK in their original state. Items intended for distribution, such as brochures, branded pens, or food samples, require a separate permanent export entry. We provide the customs brokerage expertise to split these shipments correctly, ensuring full compliance with local tax laws at the destination.
Specialised Handling and On-Site Services
The journey does not end when the truck reaches the venue. The final few hundred metres are often the most complex part of the logistics chain.
Move-In Slot Management
Major venues such as ExCeL London and the NEC Birmingham operate strict traffic management systems. We secure the specific unloading slots required by the organiser. Our drivers are experienced in navigating marshalling yards and waiting areas, ensuring that the vehicle is at the loading bay exactly when the site crew is ready to receive it.
On-Site Lifting and Storage
Many exhibition stands include heavy components or delicate oversized displays that require more than a standard pallet truck. We coordinate with official on-site lifting contractors to provide forklifts and cranes. Once the stand is built, we manage the removal and storage of empty crates and packing materials, returning them to the stand as soon as the show closes for the breakdown phase.
Courier and Hand-Carry Support
For high-value prototypes or sensitive electronics, we provide air freight and dedicated courier services. This ensures that critical items remain under constant supervision and are not subjected to the rougher handling of general cargo networks.
Risk Mitigation and Event Insurance
Exhibition materials are frequently handled by multiple parties, including hauliers, stevedores, and venue contractors. This increases the risk of superficial or structural damage. We provide comprehensive All Risks insurance specifically designed for exhibitions. This covers the goods during transit, while in storage at the venue, and throughout the show. If a screen is damaged during the build, our insurance support helps you recover the costs of a local replacement, ensuring your show goes on.
Industry Sector Expertise
We serve a variety of sectors where technical precision is a requirement for event success.
- Technology and Electronics: Secure transport of fragile servers, LED walls, and interactive displays.
- Automotive: Specialist covered car transporters for concept vehicles and high-value launches.
- Industrial Machinery: Coordinating heavy-lift road freight and on-site positioning for large manufacturing plant displays.
- Aerospace and Defence: Managing ITAR-compliant moves and high-security logistics for global airshows.
Frequently Asked Questions
How early should I start planning my exhibition logistics?
For international trade shows, we recommend starting the process at least three months in advance. This provides enough time to secure ATA Carnets, book specialised transport, and confirm unloading slots with the venue. For domestic UK events, a lead time of four to six weeks is usually sufficient.
What happens if my goods are damaged at the venue?
You must document any damage with photos immediately and report it to the on-site supervisor. Because exhibition logistics involves multiple handlers, clear evidence is vital for insurance claims. We provide guidance on the claims process and work with our network to source local repairs or replacements where possible.
Can you store my exhibition stand between shows?
Yes. We provide secure, dry warehousing for exhibition stands and materials. This allows us to perform minor repairs and re-pack the goods before they are dispatched to the next event. Our inventory management system tracks all your components, including digital assets and promotional stock.
Do I need a Carnet for a show in Europe?
Yes. Following the UK's departure from the EU, an ATA Carnet is now required for the temporary movement of professional equipment and exhibition goods into the European Union. This prevents the need to pay import VAT and duties in every country the goods transit through.
What is a lifting slot, and why is it important?
Venues use lifting slots to prevent congestion at the loading bays. If your vehicle misses its allocated time, it may be sent to the back of the queue, causing delays for your build team. We manage these timings as part of our road freight coordination to ensure a seamless move-in.
Can you handle the transport of dangerous goods for a trade show?
Yes. We manage the transport of batteries, chemicals, and pressurised containers, often used in industrial displays. These require specific declarations and specialised ADR-certified drivers. We ensure all hazardous materials are correctly labelled and moved in compliance with international safety regulations.
