From Crates to Customs
Tradeshow shipping isn’t just about moving crates from point A to point B; it’s a high-stakes operation where timing, documentation, and logistics strategy can make or break an exhibitor’s success. Poor planning, hidden charges, and preventable mistakes often inflate costs far beyond the original budget. Exhibit City News (ECN) spoke with two seasoned industry veterans—Mark Lopata, president of ML International Expo Logistics, and Matthew Meskin, marketing manager at Diversified Transportation Services—to uncover the most common pitfalls and the best strategies for keeping costs under control. From missed customs paperwork to overpaying on drayage, here’s how exhibitors can avoid common traps and make their logistics process more predictable and cost-effective.
The Mistakes That Cost
When asked what were some of the more common mistakes they encountered in shipping, Meskin had a list. “Sending multiple small shipments instead of consolidating freight,” he says. “It may look like a cost-saver at first, but each delivery racks up handling fees from the show decorator.” He added that there were also the unexpected charges—liftgate or weekend deliveries, tradeshow surcharges, and accessorial fees that add up fast. He urged that managing your time well will also cut costs. “Time spent idling in the marshalling yard beyond the grace period can result in detention fees,” he points out. “A frustrating way to spend money.”
One of the most common mistakes is waiting until the last minute to ship. Meskin says, “This often requires expedited shipping services, which can be significantly more expensive, especially during peak tradeshow seasons.”
International exhibitors face a different kind of headache. Lopata has fielded more than a few panicked calls from clients who thought FedEx and UPS are as effective to get their freight to tradeshows overseas as they are to U.S. shows. “The quote from the courier company doesn’t factor in customs clearance or final delivery to the booth,” Lopata says. “I have received so many phone calls after the fact where the freight is stuck in customs in a foreign country and is unable to be delivered due to unforeseen circumstances.”
Planning Ahead Pays Off
Both experts say that when you’re shipping overseas, success hinges on two things: timing and documentation. Lopata stresses the value of working with a freight forwarder who knows the country you’re shipping to—someone familiar with local regulations, restrictions, and the venue’s delivery schedule. Meskin recommends building in extra breathing room, sometimes 10 days to more than three weeks before your move-in date, depending on the destination.
Paperwork can be just as critical as timing. Lopata advises that a commercial invoice should list every item in plain language, include serial numbers when applicable, the correct harmonized code, the country of origin, and the declared value. For high-value goods or shipments making multiple international stops, he says: “Look into getting an ATA Carnet (an international shipping document) for that shipment. This document travels with the shipment and acts as a passport so the exhibitor does not have to pay duty or taxes in the foreign country as long as the shipment re-exports at some point.” Meskin agrees, “The ATA Carnet is a cost-saving solution that also makes customs processing easier.”
The Power of Consolidation
For domestic events, Meskin likes to see one person on-site who can serve as the central point of contact, armed with vendor details and able to resolve questions on the fly. Consolidating shipments is another simple wins: send everything you can in one load early, and reserve smaller, last-minute shipments for genuine emergencies. “It’s still cheaper to send one extra pallet than to rush an entire load,” he notes.
Consolidation also works internationally. Lopata recalls a German tradeshow where exhibitors had freight arriving from the U.S., Asia, and other European countries. By coordinating through a partner network, they consolidated goods within the E.U. “Companies like ML International can coordinate every shipment from every origin,” he states. This meant those intra-European shipments skipped customs fees entirely, reducing cost and complexity.
Lighten the Load—Literally
Exhibitors are rethinking their booth materials as another way to cut costs. Lightweight, modular displays not only save on freight but also reduce drayage once the shipment arrives. “In LTL (Less Than Truckload) shipping,” Meskin says, “most tradeshow materials ship at freight class 125, which means pricing is heavily influenced by weight and dimensions. The lighter your freight, the less you pay.” Oversized pieces—anything over 96 inches in length—can trigger steep surcharges. Modular booths that break down into shorter segments avoid those penalties and make handling easier.
Like everything in tradeshows, people are important. Communication and coordination are integral to implementing the planning necessary to transport your exhibit. “Transportation is still an industry that requires a high degree of human coordination,” Meskin stresses. “Especially in time-sensitive, high-touch areas like tradeshow logistics. Issues arise often, and the ability to respond quickly and effectively depend largely on people.”
From managing paperwork to shaving inches off a crate, the details of tradeshow shipping can make the difference between a stress-free setup and a logistical nightmare. As Lopata and Meskin make clear, the smartest exhibitors don’t just book freight—they build a plan, watch the details, and never underestimate the value of experience. “We treat every shipment as a customized solution for our clients,” Lopata comments. “Because not every shipment will be the same.”
This story originally appeared as a truncated version in the Q4 2025 issue of Exhibit City News, p. 48. For original layout, visit https://issuu.com/exhibitcitynews/docs/exhibit_city_news_-_oct_nov_dec_2025/48.
