Registering for the International Dairy Deli Bakery Association (IDDBA) tradeshow is a highly anticipated and rewarding endeavor. Leveraging your expertise and creativity to present your organic and health-focused products to a wide audience of engaged and curious attendees can be an exceptionally fulfilling experience.
However, it takes time, money, and careful planning—especially when organizing and shipping your trade show booth.
Shipping to the IDDBA tradeshow involves unique logistics that can be tricky, especially for first-time exhibitors. If you're preparing to ship your booth and materials, the tips below will help you navigate the process.
When preparing to ship materials to the IDDBA tradeshow, it is essential to understand the roles of several key stakeholders involved in the process, including the general contractor, the convention center, and specialized trade show shipping companies.
GES (Global Experience Specialists typically serves as the general contractor for the IDDBA tradeshow. In this capacity, GES is responsible for a wide range of logistical and operational tasks, including the coordination of exhibit setup and dismantling, as well as serving as the event’s official carrier.
As an exhibitor, you will have the option to utilize GES for shipping your materials directly to the show. However, it is not mandatory to do so. You may also choose to work with an independent trade show shipping provider, such as Diversified Transportation Services, which specializes in the transportation of exhibition freight and may offer tailored solutions to meet your specific needs.
The convention center serves as the official venue for the IDDBA tradeshow and is the final destination for all shipped exhibit materials. For this year’s event, the tradeshow will be held at the Ernest N. Morial Convention Center in New Orleans, Louisiana.
All freight—whether shipped directly to the venue or routed through an advanced warehouse—must ultimately arrive at this location for unloading, staging, and final delivery to your assigned booth space. It is important to follow the venue's shipping and receiving guidelines, including labeling requirements and targeted move-in schedules, to ensure a smooth delivery process.
Trade show shipping companies specialize in transporting exhibit materials to and from events like IDDBA, ensuring your booth, products, and displays arrive on time and in good condition.
A trade show shipping company manages transport to and from the event, offering timed delivery, tracking, and care for fragile or oversized items.
Partnering with professionals boosts efficiency, reduces risk, and eases the stress of trade show logistics.
In preparation for IDDBA shipping, there are several important tasks to address. These include ensuring proper packaging, updating shipping labels for the trade show, and carefully reviewing the exhibitor manual for essential shipping guidelines.
When preparing your freight shipment for the IDDBA, it is vital to carefully inspect and monitor the condition of your pallets and crates. Ensuring they are in optimal condition will help them withstand the demands of transportation and protect the integrity of your products during transit.
In addition to the primary packaging, it's easy to overlook smaller items that may prove essential once you arrive at the IDDBA. To avoid forgetting anything crucial, consider creating a checklist for these smaller, yet important supplies, including:
When preparing shipping labels for your trade show materials, it is crucial to include the following information:
To create your shipping labels for the IDDBA tradeshow, you have two main options:
Before affixing the new labels to your exhibition materials, ensure that any old labels are removed. This helps prevent confusion and ensures that your materials are properly routed to the correct location. Attach the new labels securely to each side of your freight to ensure visibility and proper handling.
The IDDBA Exhibitor Manual can be accessed by visiting the GES website and searching for the specific event.
Within the manual, you will find essential information regarding the shipping process, including but not limited to the following:
As you prepare for the IDDBA tradeshow and finalize arrangements for shipping your exhibit materials, one of the key decisions you will need to make is whether to ship your materials to the advance warehouse or directly to the show venue.
For those unfamiliar with trade show shipping, the advance warehouse is a storage facility provided by the event organizer, available 6-8 weeks before the event. Exhibitors can send their materials to the warehouse ahead of time, allowing for a smoother setup process. Once move-in begins, the show organizers will transport your materials from the warehouse directly to your booth. This option provides greater flexibility and ensures that your materials are on-site and ready before the event.
Shipping direct-to-show involves sending your materials to the venue shortly before the event begins. This method is ideal for exhibitors who wish to minimize the amount of time their materials are in transit, or for those with last-minute changes or additions to their booth setup. With this approach, exhibitors are responsible for coordinating the delivery of their items directly to the event location, where they will be unloaded and delivered to their assigned booth.
To compare the advantages and challenges of each shipping method, please refer to the image below:
Throughout this guide, we've outlined key steps for preparing your materials for IDDBA shipping. At Diversified Transportation Services (DTS), we specialize in trade show shipping and are equipped to manage your shipments to and from any location within the United States.
Our comprehensive services include:
Our professional team is dedicated to helping you, ensuring your materials are delivered timely and intact, and making your trade show experience as seamless as possible. To learn more about the intricacies of trade show shipping and how we can support you, we invite you to explore our Guide to Trade Show Shipping.
To receive a customized trade show shipping quote for the IDDBA, please call us at (310) 521-1200 or click the button below to submit your request online.
Whether you're a company looking to improve one facet of your supply chain, your entire supply chain, or simply looking for a transportation and logistics consultation, we can help.
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