Trade Show Freight Shipments

When you’re shipping to a trade show (or back from a trade show), the freight is getting delivered/picked up at a crowded event with strict appointment windows, and there is special paperwork involved.

Because they’re not regular business locations, trade shows have extra requirements and rules that you need to be aware of before quoting.

What counts as a trade show shipment?

Carriers usually treat a shipment as a ’’trade show shipment’’ when it’s going to or from a convention center, exhibition hall, or event venue, and it’s tied to a specific show name and dates, often with a booth number.

In practice, trade shows are a type of limited access location because:

• The locations have tight time windows for pick ups and deliveries;
• Often, there’s heavy congestion with many trucks arriving at once;
• They have a marshaling yard where trucks check in and wait to be called to the dock
• Extra paperwork and show-specific rules are involved.

Not all carriers handle trade-show freight, so make sure to select ‘trade show’ when you request a freight quote. That way you’ll only get quotes from carriers who do ship from or to trade shows.

MHA (Material Handling Agreement): The most important document for trade show freight shipping

Most trade shows use a Material Handling Agreement (MHA), sometimes called a “material handling form” or “drayage form.”

This form essentially tells the show’s contractor what to do with your freight once it reaches the show.

A typical MHA includes:

• Show name and venue
• Exhibiting company name
• Booth number
• Piece count and weight
• What should happen to the freight after the show (return to the pickup location, or send to another warehouse, or another show, etc.)
• Bill-to information for material handling charges

If you are shipping from/to a trade show with Freightera, make sure to:

• List Freightera as the bill-to on the MHA;
• List the actual carrier name in the “carrier” field so the show staff know who is bringing the freight in.

Filling out the MHA correctly helps avoid rebilling, and delays.

What must be on the BOL for trade shows?

For trade show shipments, your Bill of Lading (BOL) should clearly show:

• Full venue name and address (for example: “Las Vegas Convention Center”)
• Show name (for example: “XYZ Expo 2025”)
• Your company name and booth number
• A clear note such as “Trade show shipment – deliver to show site”
• A good on-site contact name and mobile number

This helps the carrier and the show staff match your freight to your booth and reduces the chance it gets parked in the wrong holding area.

Appointments, marshaling yards, and dwell time

Trade shows almost always involve:

• Appointments or check-in windows for trucks
• Marshaling yard check-in, where trucks wait to be called to the dock
• Crowded docks and possible waiting time

Because of that, trade show shipments are often priced with limited access or trade show surcharges, and they carry a higher risk of detention or layover if docks are backed up or your booth is not ready.

Adding “trade show” at quote time lets us match you with carriers who know these venues and plan for the extra time.

Planning the return shipment (shipping back to the origin location, after the trade show)

Many exhibitors need a return shipment after the show:

• Back to the original warehouse
• On to another show
• To a different customer or location

To keep this smooth:

• Decide return instructions before the show (don’t leave it to the last minute)
• Note on the MHA where the freight should go after the show ends
• Arrange new labels and BOLs for the outbound leg from the show
• Use the same carrier when possible, as it simplifies coordination and reduces mix-ups

If you are shipping via Freightera, you can:

• Book the inbound shipment first
• Then contact our team with your return details so we can set up the outbound shipment correctly

The Material Handling Agreement (MHA) tells the trade show contractor what to do with your freight at the venue and after the show. Your team (or whoever is managing the booth) usually fills it out using the show’s official forms. If you’re shipping with Freightera, list Freightera as the bill-to party on the MHA to avoid rebilling charges, and make sure the actual carrier moving your freight is listed as well (in the “carrier” field).

Typically, no. The carrier delivers to the show’s receiving area, dock, or marshaling yard. The show staff then moves freight from the dock to your booth based on your MHA.

Often yes, and it’s usually easier that way. Just make sure you plan the return in advance, have the BOL ready, and give clear instructions to the decorator or on-site contact at move-out.

If it arrives too early, the show may send it to an advance warehouse and charge storage or handling.

If it arrives too late, it may miss your move-in window and need a special appointment or expedited handling.