Exhibiting at the Fancy Food Show is an exciting opportunity. It allows you to use your expertise and creativity to present your organic and healthy product business to hundreds or even thousands of curious attendees, making it a truly rewarding experience. However, setting up your trade show booth for the Fancy Food Show requires a significant investment of time, money, and effort—especially when it comes to managing the logistics of shipping your materials to the event.
While you may be familiar with general freight shipping, shipping for the Fancy Food Show has its own specific requirements and can be a bit more challenging, especially for first-timers. If you're getting ready to ship your trade show booth to the Fancy Food Show, here’s everything you need to know about the shipping process for this event.
When organizing your shipment for the Fancy Food Show, it’s important to understand the main parties involved. These include the general contractor, the convention center, and specialized trade show shipping companies—all of whom play a vital role in ensuring your materials arrive timely and intact.
Freeman is typically the designated general contractor for the Fancy Food Show. Their responsibilities cover a wide range of tasks, including setting up and tearing down the event, as well as serving as the event’s “official carrier.” Exhibitors are given the option to ship their materials through Freeman, but you’re not limited to that choice—you can also partner with a specialized trade show shipping company like Diversified Transportation Services for more customized logistics support.
The convention center is the venue where the trade show takes place and where all exhibit materials are delivered. This year, the Fancy Food Show will be hosted at the Las Vegas Convention Center, which will serve as the central hub for booth setup, deliveries, and event activities.
Trade show shipping companies are logistics providers that specialize in transporting exhibition materials to and from events like the Fancy Food Show. These companies manage both inbound and outbound shipping, ensuring your booth components and marketing materials arrive at their destination intact. They serve as your primary logistics partner, managing the details of transportation so you can focus on having a successful show.
As you get ready for the Fancy Food Show, there are several important tasks to keep in mind. These include properly preparing your packaging, updating your trade show shipping labels, and carefully reviewing the exhibitor manual for crucial shipping guidelines and requirements. Each step plays a vital role in ensuring a smooth and successful delivery to the event.
As you prepare your freight shipment for the Fancy Food Show, it’s essential to pay close attention to the condition of your pallets and crates. Keeping them in solid shape helps ensure they can handle the demands of transit and protect your products throughout the journey.
In the rush of preparation, it's easy to overlook small but important items—things that can make a big difference once you're on the show floor. To avoid last-minute scrambles, create a checklist of must-have supplies to bring with you, including:
Having these essentials on hand will help you set up smoothly and manage any unexpected needs during the event.
When preparing your shipping labels for the Fancy Food Show, it's important to include all the necessary details to ensure smooth delivery and proper handling of your materials. Each label should clearly display the following information:
You have two main options for creating your shipping labels:
Before attaching your new labels, be sure to remove any old ones to prevent confusion. Place your updated shipping labels on all sides of your freight to ensure visibility and avoid delays during handling.
You can access the Fancy Food Show exhibitor manual by searching for the event on the Freeman website.
This exhibitor manual is an essential resource for all exhibitors and includes detailed information to help ensure a smooth setup and shipping experience.
When it comes to shipping, the exhibitor manual typically provides several key pieces of information, including:
Reviewing the exhibitor manual thoroughly will help you stay on schedule, avoid costly mistakes, and make sure your materials arrive where and when they should.
As you carefully prepare for the Fancy Food Show and get your trade show booth materials ready to ship, one key decision you'll need to make is whether to ship to the advance warehouse or directly to the show site.
For exhibitors new to trade show logistics, the advance warehouse is a designated facility provided by the event organizer where you can ship your materials 6–8 weeks before the show. Once the official move-in period begins, the show organizer transports your items directly to your booth space—so they’re ready and waiting when your team arrives for setup. This option offers more flexibility and peace of mind when it comes to delivery timing.
Direct-to-show shipping means your freight is sent just a few days before the event begins, arriving at the convention center during your assigned move-in window. This approach is commonly used when exhibitors have last-minute booth updates or want to reduce storage time. While convenient, it can be riskier due to tighter delivery windows and the potential for delays.
By weighing the benefits of both methods, you can choose the shipping option that best fits your timeline, budget, and setup strategy.
To compare the pros and cons of each method visually, check out the image below:
Throughout this guide, we’ve walked through the key steps involved in preparing for shipping to the Fancy Food Show. At Diversified Transportation Services (DTS), we specialize in trade show logistics and are here to simplify the process for you—from start to finish.
Whether you're shipping from across the country or just a few states away, we’ll develop a customized move-in plan, assist with move-out paperwork, and provide dedicated concierge-level customer service every step of the way.
Want to dive deeper into the world of trade show logistics? Check out our comprehensive Guide to Trade Show Shipping.
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