Planning trade show and event delivery windows

Plan your transport

Note the source and status of the time information – for example the exhibitor manual, the organiser’s service portal or an email from the stand builder. State whether registration or a meeting point is required before handover. If several times are circulating, the responsible project lead should decide which one applies. Only once opening time, access window and the need for material at the stand are clearly separated can the transport be scheduled reliably.

Where the valid times are published

Large exhibition centres usually publish build-up and dismantling times in the exhibitor manual or service portal, sometimes with separate rules for delivery, vehicle access permits and dismantling. For hotels, congress centres and event venues, the times are often only in the contract or an email from the venue. Forward the current version to us instead of copying it out – details such as gate or loading bay are then kept.

Buffer between delivery and use

Between arriving at the venue and material being ready for use come registration, unloading, the internal route and unpacking. Only your team can judge from its build plan how much buffer that needs. Tell us the latest time the material must be at the stand and the earliest possible delivery time – the plannable margin lies in between.

What matters

Record opening time and delivery window separately
Send the source of the time information
State the latest time material is needed at the stand

Good to know

Plan your transport

Can I enter the opening time as the latest delivery time?

Better not. Mark the opening time as the event start and add when the material is actually needed and the organiser’s delivery window. We then explicitly agree which delivery is feasible for the specific job.

Transport solutions

01

Clarifying access to exhibition centres and event venues

The postal address of an exhibition centre, hotel or event venue rarely leads straight to the delivery area. For the transport request, what matters is the gate, the loading bay, the access rules and the place where the goods are handed over. Add the specific entrance given and the organiser’s information – and whether entry, registration and handover point are in the same place or separate.

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02

Linking transport times to the build plan and rehearsals

Between handover of material and the finished show come build-up, tech check and often a rehearsal. For transport planning, what counts is the time your build crew actually needs the goods – not the public opening. Describe this dependency clearly without copying your entire production plan into the request; a few marked times are often enough.

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03

Using fixed dates and flexible windows in your quotation

Not every time in an event project is equally binding. The organiser’s delivery window is fixed; collection from your own store may be flexible. Mark which handovers are tied to fixed requirements and where your team has room to manoeuvre. This distinction makes the request more precise and sometimes opens up better solutions in scheduling and planning.

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Planning delivery windows for trade shows and events

Plan your transport

Where the valid times are published

Buffer between delivery and use

What matters

Countries & routes

Plan your transport

Transport solutions

Clarifying access to exhibition centres and event venues

Linking transport times to the build plan and rehearsals

Using fixed dates and flexible windows in your quotation

Let’s get your project moving.

Route & cargo

Add transport details

Event and delivery (optional)

Contact & overview