Copy-Ready Exhibitor Move-Out Schedule
This schedule covers move-out only, in more detail than a combined schedule. If you also need move-in windows, start with the exhibitor move-in schedule and put this in its place. Replace the placeholders with times agreed with your venue and general service contractor (GSC); the example assumes the show closes at 4:00 PM on its last day with a half day of move-out the next morning.
Early Teardown Policy
Early teardown is the most common move-out complaint from attendees and from the exhibitors who stay. Booths packing up at 2:00 PM tell late visitors the show is over and leave neighbors next to bare drape. A written policy, accepted at booking, gives you something to enforce.
| Penalty | How it works | Notes |
|---|---|---|
| Loss of priority points | Points that rank next year's booth selection are reduced | Effective for shows with strong rebooking demand |
| Fixed fee | A fee set in the agreement, invoiced after the show | Needs clear wording and a record such as a timed photo |
| Loss of early rebooking | Exhibitor books after the onsite rebooking window | Works when prime booths sell out at the show |
| Written warning | First offence recorded, penalty on a repeat | Gentle, but only works if you keep records |
Have counsel review the penalty wording, and use the same text in the exhibitor agreement template so exhibitors accept it when they book.
The Move-Out Sequence, Step by Step
- 1
Show Closes
Announce close over the PA and have staff in the aisles. Exhibitors secure high-value items first, before the floor fills with carts and crates.
- 2
Aisle Carpet Comes Up
The GSC lifts aisle carpet before freight moves. Ask exhibitors to keep packed items inside their booth until it is up.
- 3
Empties Return
Empty crates and cases come back from storage. On a large floor this takes hours, so exhibitors with crated exhibits plan to finish the next morning.
- 4
Bills of Lading
Every outbound shipment needs a completed bill of lading at the service desk naming the carrier. No paperwork usually means the GSC ships with the official carrier.
- 5
Carrier Check-In
Exhibitor carriers check in at the marshalling yard before the cutoff and are dispatched to the docks. The trade show marshalling yard guide covers how check-in and dispatch work.
- 6
Forced Freight and Final Walk
After the deadline, unclaimed freight is shipped at exhibitor cost. Show management and the GSC walk the hall for damage, leftover items and venue sign-off.
For your own crew's tasks after the hall clears, such as signage, registration counters and rentals, use the event teardown checklist.
Final-Day Notice and Announcement
| When | What to send | How |
|---|---|---|
| At booking | Move-out dates and the early teardown rule, so exhibitors book return travel after close | Agreement and confirmation email |
| About two months out | Full move-out schedule, outbound shipping options and carrier deadlines | Exhibitor manual and portal documents |
| Week of show | The move-out notice above, with the exhibitor's booth | |
| Last show day | Final-hour announcement and floor walk | PA, show staff in aisles |
Common Move-Out Problems and Fixes
| Problem | Cause | Prevention |
|---|---|---|
| Booths packed before close | No penalty, or nobody walking the floor | Publish the policy, walk the final hour, record and enforce |
| Carts in aisles before carpet is up | Exhibitors not told the sequence | Put carpet removal in the schedule and the announcement |
| Theft during dismantle | Booths left unattended while waiting for empties | Tell exhibitors to remove valuables at close and stay with the booth |
| Forced freight disputes | Exhibitors didn't know the carrier deadline | Repeat the deadline in the manual, the notice and onsite |
| Missing bills of lading | Exhibitors expected the carrier to bring them | Make forms available at close and set a due time |
| Hall not clear for the next event | Move-out window too short for heavy freight | Agree realistic windows with the venue and GSC; target by booth size |
Freight problems usually start at move-in, when exhibitors choose between the advance warehouse and direct shipping; the trade show logistics guide covers both. Once the schedule, manual and forms are final, put them in an exhibitor portal so every exhibitor sees the version that applies to their booth.