Posted On 3rd April, 2025

How to Ensure Seamless Booth Shipping and Setup for Your June Exhibition

Planning for a June exhibition? Then you’re probably knee-deep in booth designs, promotional materials, staff coordination—and about a hundred other moving parts. But here’s something that often slips through the cracks until it’s almost too late: shipping and logistics. And with June just around the corner, there’s no time to lose. Every week counts if you want to avoid last-minute hiccups and be ready for showtime.

It might not sound glamorous, but getting your bespoke exhibition stands, marketing materials, samples, and equipment to the venue (and back!) is crucial. One delay, one missing form, or one wrong delivery slot, and you could find yourself staring at an empty space on the show floor while your carefully prepared stand is stuck in customs or lost at a warehouse two cities away.

The good news? These problems are totally avoidable. With a bit of smart planning and a few insider tips, you can make sure your exhibition materials arrive on time, intact, and stress-free. 

Whether you’re new to trade shows or a seasoned exhibitor, this is the checklist you didn’t know you needed. Let’s make sure your June exhibition goes off without a hitch—starting with what happens before you even arrive.

Communicate Clearly and Early with Your Stand Builder

Once you’ve locked in your booth size and show location, open the logistics conversation with your expert exhibition stand builders as early as possible. Don’t assume they already know every detail—they’ll need input from you to get the ball rolling.

Here’s what they need from you:

• Venue name and location
• Exhibition dates and setup/breakdown schedules
• Booth number and size
• Delivery deadlines from the organiser
• Any extras you plan to ship, like brochures or giveaways

Being proactive early on saves a ton of stress later. It also gives your bespoke exhibition stand contractor time to plan shipping routes, coordinate with the venue, and prepare for any possible delays.

Let the Stand Builder Handle the Heavy Lifting 

One of the biggest perks of hiring an experienced custom exhibition stand builder is that they typically offer end-to-end solutions. That means they don’t just build your trade show booth stand—they also store, pack, transport, and even install it on-site. This can be a total game-changer.

Why? Because they already understand venue restrictions, access windows, and how to navigate those massive exhibition halls. They’ve likely done it hundreds of times.

So, instead of juggling multiple vendors and trying to coordinate every moving piece yourself, let the builder take the wheel. You’ll save time, avoid headaches, and reduce the risk of delays or miscommunication. Especially if your June exhibition is fast approaching, now is the time to finalise your exhibition stand builders in Europe before production slots fill up.

June shows are closer than you think—secure your exhibition stand now!

Call us at +49 (0) 6227 877-290 or 📧 email designcom@expoexhibitionstands.com

Know the Venue Rules Inside and Out 

Every exhibition venue has its own rules—loading dock schedules, designated delivery windows, restricted unloading zones, and specific rules on who can install or dismantle stands.

Your exhibition stand builders probably know these inside out (especially if they’ve worked at that venue before), but it’s still a good idea for you to be aware of the key guidelines.

Here’s what to check:

• When can your materials be delivered?
• Who is allowed to unload and set up?
• Are there surcharges for early/late deliveries?
• Is there a holding area or a warehouse?

If you’re handling any of your own shipments—like promotional items—this info is crucial.

Understand Customs – Especially for International Shows

Going to an exhibition outside your home country? Customs clearance can be a huge source of delays and headaches. If your exhibition stands for hire or materials get held up, they might not make it to the show in time.

The solution? Make sure your stand builder or freight partner handles international exhibition freight and customs paperwork. These include:

• Commercial invoices
• Packing lists
• Clear “exhibition use only” labelling

Missing documents or incorrect declarations can cause customs delays that are hard to fix at the last minute.

Label Your Stuff Like a Pro

You’d be surprised how many crates go missing because they weren’t labelled properly. Even if your boxes arrive at the venue, they can still be misplaced or delayed during unloading.

Make your labels crystal clear:

• Your company name
• Booth number
• Event name
• Number of items (e.g., Box 1 of 5)
• Contact person & phone number

Stick a copy of your stand layout inside each crate, too. It helps during setup—especially if someone else is building your booth.

Plan for Additional Items Like Brochures or Product Samples

Are you bringing printed brochures, catalogues, or giveaway items? These often get forgotten until the last minute. The good news is, your exhibition stand design and build company can probably include them in the main shipment—but only if you plan ahead.

If you’re planning to:

• Ship them to the stand builder for packing
• Send them directly to the venue
• Bring them with you as checked luggage

…you need to coordinate this in advance. Nobody wants to run around the night before the show trying to find last-minute delivery services.

Always Build in Buffer Time

Even with the most well-oiled logistics plan, delays can and do happen. Weather, customs, traffic, strikes—you name it.

Plan to have your bespoke exhibition stands and materials arrive at least 2–3 days before setup begins. That extra time gives you a cushion to deal with any last-minute issues without derailing your entire show. With June events looming, you’ll want to lock in your timelines now to ensure everything is on track. Shipping windows close quickly the closer you get to the show.

Pro Tip:

Always carry critical items—like digital presentations, brochures, or small giveaways—in your hand luggage. If the worst happens and your freight is delayed, you can still make a solid impression at your booth.

Get Tracking and Insurance

Once your stand and materials are on the move, tracking becomes your best friend. Expert exhibition stand builders will provide shipment updates or even access to a tracking portal.

Even better? Ask them about insurance. Exhibitions involve a lot of handling, loading, unloading, and cross-border movement—plenty of opportunities for things to get lost or damaged. Shipping insurance is a small cost compared to the loss of an entire stand or display.

Plan the Breakdown and Return Logistics

It’s easy to focus so much on getting everything to the venue that you forget about getting it all back. Whether your materials are heading back to your office, to storage, or to the next show, return logistics need to be arranged well in advance.

Ask your exhibition stand builders in Europe:

• Are they handling the dismantling and packing?
• Where will the materials go after the show?
• Can they store your booth for future events?

Having a clear post-show plan means you can leave the event on a high note—without scrambling to organise pickup and shipping.

Keep the Communication Flowing

Above all, keep in touch with your exhibition stand contractors throughout the process. A few well-timed check-ins can prevent misunderstandings, delays, or missing materials.

Before the show, confirm:

• Final delivery and set up dates
• On-site contact details
• Stand drawings or floor plans
• Any last-minute changes

During the show, make sure someone on your team is available to receive or oversee final touches. After the show, confirm dismantling and shipping details.

Final Thoughts

Shipping and logistics might not be the flashiest part of preparing for a June exhibition—but they’re one of the most important. Partnering with reliable exhibition stand contractors can take a huge load off your plate, but your input and planning still matter. By staying proactive, communicating clearly, and following a few smart steps, you can avoid the common pitfalls that catch so many exhibitors off guard. And when your booth shows up on time, looking fantastic and fully functional—you’ll be glad you took the time to get the logistics right.

And if you’re looking for reliable bespoke exhibition stand designers to take the stress out of shipping and logistics, Expo Exhibition Stands has got your back. With us, you won’t need to juggle multiple vendors—we offer turnkey services that cover everything from trade show booth design to delivery and setup. We’ve got our own fleet of trucks, so logistics are smooth and totally in our control. Plus, one of our dedicated project managers will keep you and the event organiser fully in the loop every step of the way. Need local support? We’ve got you covered there, too—with facilities in 📍St. Leon-Rot, Germany, and Apeldoorn, Netherlands, as well as offices and showrooms in Switzerland, Austria, France, and Belgium. If you want a smooth, stress-free exhibition experience and a booth that gets people talking, reach out to us at +49 (0) 6227 877-290 or drop us an email at designcom@expoexhibitionstands.com.

Let’s make your next show a success!