Delivery windows
Advance warehouses accept freight within set dates, and direct-to-show deliveries are given targeted times. Arriving early or late is refused or charged extra.
Trade Shows & Events
Trade show freight, inside the window
Booths, displays and products shipped to trade shows and events in Canada and the US, delivered inside the show's window and brought home when it closes.
24/7
Dispatch
<1 hr
Quote response
Overview
Shows run on fixed windows, and the window does not move
Trade show freight has a hard deadline. Every show sets dates for its advance warehouse and for direct deliveries to the hall, and freight that misses them is either refused or handled at a premium. After the show, exhibits have to leave on time or the show contractor ships them with its own carrier at its own rates. Cross-border shows add customs, usually with an ATA Carnet or a temporary import permit so the exhibit is not charged duty. We book the outbound freight to the show's window, handle the customs paperwork for shows across the border, and arrange the return before the show closes.
- Advance warehouse or direct to show
- ATA Carnet and temporary imports
- Return freight booked ahead
- Storage between shows
Challenges we solve
What makes trade show freight hard
Material handling charges
Shows charge exhibitors to move freight from the dock to the booth, usually by weight. Freight that arrives badly packed or at the wrong time costs more to handle.
Cross-border exhibits
Exhibits and samples crossing the border are imports. Without a carnet or temporary import permit, duty and taxes can apply to items that are only visiting.
Forced return freight
If the return carrier is not booked and checked in before the deadline, the show contractor ships the freight with its own carrier, often at a higher rate.
Fragile, reused crates
Exhibits are reused show after show. Damage on one trip shows up at the next show, when there is no time to repair it.
How we work
How we run show freight
Read the exhibitor kit
We take the dates, addresses and labelling rules from the show's exhibitor kit and plan the freight around them.
Choose advance or direct
Advance warehouse for safety, direct to show when the timing is tight or the freight is large.
Customs for cross-border shows
ATA Carnet, Canadian temporary admission permit or US temporary import bond, arranged with a customs broker before the freight ships.
Book the return
Return freight is booked before the show opens, with the carrier checked in at the service desk on time.
Track to the dock
One contact tracks the freight to the show and back, and keeps the exhibitor informed.
Rules and regulations
Carnets, temporary imports and show rules
ATA Carnet
An international customs document that lets exhibits, samples and equipment enter Canada, the US and many other countries temporarily without paying duty and taxes.
Canadian temporary admission (E29B)
CBSA's temporary admission permit allows goods for a show to enter Canada with duty and taxes deferred, provided they leave within the permitted time.
US temporary importation under bond
Goods for exhibition can enter the US under a temporary import bond, with duty secured but not paid, as long as they are exported within the bond period.
Show contractor rules
Each show's general contractor sets delivery windows, labelling, material handling rates and return deadlines. They are binding on every exhibitor.
Recommended services
Services for trade show freight
Getting to the show
Advance warehouse or direct to show
Every show publishes an exhibitor kit with two delivery options. The advance warehouse accepts freight for a set period, usually a few weeks before the show, and delivers it to the booth before move-in. Direct to show means the truck arrives at the hall on the move-in days, often at a targeted time.
Advance is the safer choice for most exhibitors. The freight is in place before your team arrives, and a delayed truck has days of margin instead of hours. It costs a little more in handling.
Direct to show suits large exhibits that would cost a lot to handle twice, and freight that cannot be ready in time for the advance deadline. The truck has to arrive in its slot, and waiting in the marshalling yard is common.
Either way, the show charges for moving freight from the dock to the booth, usually by weight. Packing in reusable crates and labelling to the kit's format keeps that charge predictable.
Cross-border shows
Bringing exhibits into Canada or the US
An exhibit crossing the border is an import, even if it is coming straight back. Without the right paperwork, duty and taxes apply to booth structures, display products and samples.
The ATA Carnet is the international solution: one document that lets goods enter temporarily and leave again without duty. It suits exhibitors who travel to several countries in a year.
For a single show, Canada's temporary admission permit or a US temporary import bond can be simpler. Both defer duty on the condition that the goods leave within the allowed time, and both need accurate lists of what is being brought in.
Give-away items and products sold at the show are not temporary. They are imported normally and pay duty, so they should be listed separately from the exhibit.
Frequently asked questions
Trade Shows & Events: common questions
Should I ship to the advance warehouse or direct to show?
The advance warehouse is safer, because freight is on site before move-in and does not depend on a truck arriving at a specific hour. Direct to show suits large exhibits and tight schedules but leaves no margin for delays.
Do I need a carnet to exhibit in the US or Canada?
A carnet is the simplest way to bring exhibits across the border temporarily without paying duty. Canada also offers a temporary admission permit and the US a temporary import bond. We arrange whichever fits through a customs broker.
What is forced freight?
If your return carrier is not checked in by the show's deadline, the show contractor ships your freight with its own carrier and bills you. Booking the return before the show opens avoids it.
Do you ship to shows in Toronto, Montreal and Las Vegas?
Yes. We ship to major venues in Canada and the US, following each show's exhibitor kit for dates, labels and addresses.
Can you store my exhibit between shows?
Yes. Through our warehouse partners we can store crates between shows and ship them to the next one.
How should I pack for a trade show?
Reusable crates or cases, labelled to the show's format, with a packing list inside. Loose cartons cost more to handle and are more likely to go missing.
Related industries
Other industries we ship for
Technology & Electronics
High-value, sensitive freight — semiconductors, data centers, consumer electronics, IT hardware.
Retail & Consumer
Peak-season ramp, DC bypass, omni-channel fulfillment and DTC last-mile orchestration.
Furniture & Office Moves
Retail and office furniture blanket-wrapped or crated, with liftgate, inside delivery and full office relocations.
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