What Trade Show Material Handling (Drayage) Is
First-time exhibitors are often surprised by a material handling invoice larger than their freight bill. The fix is to explain it before they ship: what it is, how it's calculated and what they can do to keep it down. You don't need to quote rates yourself; point to the service kit from your general service contractor (GSC), which has the real numbers.
| Covered by material handling | Not covered |
|---|---|
| Receiving freight at the advance warehouse or the dock | The carrier's charge to get freight to the warehouse or venue |
| Delivering freight to the booth | Installing or building the booth (labor is ordered separately) |
| Removing, storing and returning empty crates and cases | Furniture, carpet, electrical and other rentals |
| Moving freight back to the dock for outbound carriers | Outbound shipping charges after the carrier picks up |
How Material Handling Is Billed (CWT and Surcharges)
Every contractor's service kit is different, but most material handling charges are built from the same parts. The table below describes typical practice; it doesn't quote any rate.
| Charge element | How it usually works | What exhibitors should know |
|---|---|---|
| Rate per CWT | Charged per 100 pounds, weight rounded up to the next 100 | Weight comes from the certified weight ticket or the contractor's scale |
| Minimum charge | A minimum weight or fee per shipment | Several small boxes sent separately can each hit the minimum |
| Crated vs uncrated | Crated or skidded freight costs less to handle than loose cartons or blanket-wrapped items | Pack in crates, cases or on skids where possible |
| Special handling | A higher rate for freight that needs extra labor, such as ground loads, stacked or constricted deliveries | Ask the carrier to load freight so it can be unloaded easily |
| Overtime surcharge | A percentage added for freight handled outside regular hours | Arrive within the target window and regular hours |
| Late arrival surcharge | Added when freight arrives after the warehouse deadline or the move-in window | Ship by the published deadlines |
| Small package or hand-carry | Separate rules for small parcels; hand-carry may be allowed without charge | Check the venue's hand-carry rule before relying on it |
As a worked example with made-up numbers: if a service kit listed $[RATE] per CWT for crated freight, a 1,250-pound crate would be billed as 13 CWT, or 13 x $[RATE], plus any surcharge that applies. The same weight in loose cartons could fall in a higher category. Ask exhibitors to read the actual rates in the service kit before booking freight.
Advance Warehouse vs Direct to Show
| Factor | Advance warehouse | Direct to show |
|---|---|---|
| When freight arrives | Days or weeks before the show, by a set deadline | On move-in day, within the exhibitor's target window |
| Delivery to the booth | Typically delivered early in move-in | Delivered when the truck is unloaded from the dock |
| Risk of delay | Lower: freight is already onsite | Higher: traffic, carrier delays or a missed yard cutoff |
| Marshalling yard | Not needed for this freight | Truck checks in at the yard and waits for dispatch |
| Handling charges | Material handling applies; late arrival adds a surcharge | Material handling applies; overtime may apply outside regular hours |
| Best for | Crated exhibits, international freight, exhibitors flying in | Exhibitors with their own truck or a dedicated carrier |
Direct to show trucks run through the marshalling yard; the trade show marshalling yard guide explains check-in and dispatch. The trade show logistics guide puts shipping, move-in and outbound freight on one timeline, and the exhibitor move-in schedule gives a template for target windows.
Copy-Ready Shipping Notice for Exhibitors
How Exhibitors Can Keep Material Handling Down
- Ship fewer, larger pieces: consolidate cartons onto skids or into crates
- Use the advance warehouse by its deadline to avoid late surcharges
- Arrive within your target window and regular hours to avoid overtime
- Get the weight right on the bill of lading and keep the weight ticket
- Hand-carry small items where the venue allows it
- Order material handling in advance if the service kit offers a discount for it
- Keep empty crate labels from the service desk so empties come back to the right booth
Ask your GSC for the material handling section of the service kit early, and ask how they handle disputes over weight or category; the questions to ask a general service contractor list includes the freight questions. On larger shows, trade show management software keeps the shipping notice, the service kit and each exhibitor's booth number together, so labels and messages carry the right details.