How show logistics actually work
There are two ways freight reaches a show floor and they cost different amounts. Advance warehouse means your crates ship to the decorator's facility ahead of the show and are delivered to your space before you arrive. Direct to show means the truck arrives at the venue inside a target move-in window, which is cheaper but unforgiving: miss the window and you are paying detention while the truck waits.
Either way the decorator moves your crates from the dock to your booth and back, and bills that as drayage by weight. Drayage is separate from your freight bill and is where most unexpected show costs come from. Planning it in advance, with verified crate weights and the right paperwork on file, is the difference between a predictable invoice and a surprise.
Carrier coordination
Labels, schedules, lift-gate requirements and insurance verified before anything ships.
Decorator alignment
Drayage, material handling and target move-in times planned with the show's decorator.
Paperwork
EAC, COI, rigging and electrical forms organized and on file ahead of the deadlines.
Tracking
On-site check-ins and updates through move-in, plus outbound coordination and return.
Common questions
What is drayage and why is it charged separately?
Drayage is the decorator's charge for moving your crates from the loading dock to your booth space and back at the end. It is billed by weight and is separate from your freight bill, which is why it surprises exhibitors who budgeted only for shipping.
Should we ship to the advance warehouse or direct to show?
Advance warehouse costs more but removes the risk, because your crates are already at your space when you arrive. Direct to show is cheaper but has to hit a target move-in window, and missing it means detention charges while the truck waits.
What is an EAC and do we need one?
An EAC, or exhibitor appointed contractor, is a non-official contractor working your booth, and most shows require notice plus a certificate of insurance in advance. We file the EAC and COI paperwork as part of show services rather than leaving it to the deadline.
Who handles the show paperwork?
We do. Carrier selection and scheduling, shipping labels and documentation, drayage and target move-in planning, EAC and COI filings, and the electrical and rigging forms are handled as part of logistics and show services.
Related
Suncoast Displays designs, produces and installs exhibits from Tampa for exhibitors across Tampa, St. Petersburg, Sarasota and Orlando. See the portfolio or request a quote.
Logistics & Show Services
Shipping plans, labels, drayage, target move-in/out, EAC paperwork, and show services—handled by our team so your exhibit arrives, installs, and exits on schedule.
Fewer surprises, fewer fees—tight coordination with decorators, carriers, and I&D.
Carrier Coordination
Labels, schedules, lift‑gate needs, and insurance verified pre‑ship.
Decorator Alignment
Drayage, material handling, and target move‑in times planned.
Paperwork Done
EAC, COI, rigging, and electrical paperwork organized and on file.
Real‑Time Updates
Tracking and on‑site check‑ins keep teams aligned and informed.
Examples
Crate Staging
Prepped with labels and verified weights for smooth transit.
Marshalling Coordination
Meet target windows, reduce detention and wait charges.
Show Forms & Floor Plans
Electrical, rigging, and material handling pre-approved.
What’s Included
- Carrier selection & scheduling
- Shipping labels & documentation
- Drayage and target move‑in planning
- EAC/COI and show paperwork
- On‑site check‑ins & updates
- Outbound coordination & return
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