Naming the receiving contact for trade show delivery

Plan your transport

Agree availability during the planned handover period with that person and name a deputy if needed. The contact list should fit the current event and not include former team members. If different people receive different material groups, assign the contacts directly to the package groups. The driver can then reach the right person on arrival.

Roles, not just names

A list of names helps little if nobody knows who is responsible for what. Give the role for each contact: stand manager, stage manager, technical lead, reception at the service yard. Even with short-notice staff changes, it is then clear who steps in where.

Contact for the return

The person who receives during build-up is often no longer on site at dismantling. So name a separate contact for the return straight away: who releases the material after the event and has it ready at the collection point. That saves valuable time on the last day.

What matters

Give the receiving role and phone number
Agree availability during the handover period
Name a separate contact for the return

Good to know

Plan your transport

Is the organiser’s general phone number enough?

It can supplement but does not replace your own contact. The handover needs someone who knows your shipment and can confirm the receiving location. Record name, role and availability and update them when the team changes.

Transport solutions

01

Recipient changed? How to report it before handover

If the person receiving the goods changes, name, role and phone number should be updated together. What matters is whether the new contact receives the same material groups in the same place. Describe a change of responsibility specifically – a new phone number without context is of little help to the driver at the gate.

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02

Securing handovers between build, event and dismantling crews

Build crew, stand staff and dismantling team are rarely the same people. To make sure nothing is lost, it should be clear who receives the shipment and how the information is passed on afterwards: where packages are, where empties are stored, what is to go back. A clean handover within your project ensures that the return works even when the build crew has long since left.

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03

Preparing the package check at delivery

At delivery, your receiving team wants to know quickly whether everything has arrived. That works with a clear list distributed in advance that uses the same package IDs as the collection point. Name groups that serve a common purpose. The goods description in your request then becomes a practical checklist for reception at the stand, the stage or the conference room.

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Naming the receiving contact for delivery to the stand

Plan your transport

Roles, not just names

Contact for the return

What matters

Countries & routes

Plan your transport

Transport solutions

Recipient changed? How to report it before handover

Securing handovers between build, event and dismantling crews

Preparing the package check at delivery

Let’s get your project moving.

Route & cargo

Add transport details

Event and delivery (optional)

Contact & overview