Preparing the package check for event delivery

Plan your transport

Highlight units that consist of several related parts. Note who answers questions about contents or allocation. If the overview also shows expected part quantities when not everything arrives at once, false alarms are avoided. Update the list after changes and always give the receiving team the current version.

Checking packages at handover

A check does not need to take long: tick off IDs on the list, check the count, note visible damage. Record the result briefly in writing, for example with a photo and time. If something is missing or damaged, it should be noted at handover – so it can be traced later.

The same list for the return

The check at delivery is also the basis for the return: what arrived should – minus consumption and giveaways – travel back. Anyone who does both checks with the same list sees immediately where material is missing or has been added.

What matters

Match IDs at origin and destination
Mark related part packages
Note discrepancies in writing at handover

Good to know

Plan your transport

Which overview is most helpful for reception?

A short list with ID, count and an understandable allocation is usually more useful than an extensive product catalogue. Add open part quantities and the responsible project contact. Questions can then refer to a specific package.

Transport solutions

01

Creating a packing list for trade show and event transport

The packing list is the most important document in any event transport. It links the visible labels on crates, cases and bundles to the units actually prepared. Done well, store, driver and crew at the venue all use the same names – and every question can refer to a specific package rather than to “the tech” or “the stand material”.

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02

Reporting a different package count before handover

The number of packages often changes shortly before collection: accessories are repacked, cartons combined, a case added. Compare the actual shipment with the most recent list and report differences with specific IDs. The project team can then tell whether only the packaging or the goods themselves have changed.

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03

Naming the receiving contact for delivery to the stand

Whoever runs the stand is not automatically responsible for receiving goods – and when the shipment arrives, the project lead is often still on a plane. So name a receiving contact with a specific role, phone number and handover location. Especially for agency and stage projects, it should be clear who accepts the packages and allocates them to the right team.

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Preparing the package check at delivery

Plan your transport

Checking packages at handover

The same list for the return

What matters

Countries & routes

Plan your transport

Transport solutions

Creating a packing list for trade show and event transport

Reporting a different package count before handover

Naming the receiving contact for delivery to the stand

Let’s get your project moving.

Route & cargo

Add transport details

Event and delivery (optional)

Contact & overview