The facts you need to know about Convention and Expo Drayage

FOR IMMEDIATE RELEASE
new york city, New York, United States of America (Free-Press-Release.com) December 19, 2011 -- An insider’s guide to packing it, shipping it and figuring out just what in the world it is.

You can spot a newcomer to the Trade show scene quite easily; simply ask them about the Drayage. A seasoned pro will rattle off statistics about how many pallets left for their next tour up the East coast, how the shipping company is raking them over the coals and their misunderstanding of why in the world their sales rep needs 25,000 promotional pens. A newbie however will be seen first scratching their head and then soon after, googling this elusive term that has thrown them for a loop. Total Events will now present you with the facts you need to know about Convention and Expo Drayage that will make your next event season seamless.

Simply put, drayage is the shipping and transport of materials. As part of our Full Service Convention and Exhibitor Services program, Total Events offers Drayage Services to all vendors. Most hotels, convention centers and venue’s will not accept packages from exhibitors for several reasons ranging from not wanting to take responsibility for the item to not having space to store thousands of boxes. As the convention decorating service, we provide these services for any exhibitor attending one of our shows. The way it works is that you ship your boxes of equipment to Total Events; our warehouse receives the packages and delivers them to your booth space at the show. From the show you have the option of having a carrier on site to return ship your package, or we can bring it back to our warehouse for pick up at a later date.

Commonly asked Questions:

Q: Why ship to Total Events instead of the venue?

A: Piece of mind. Shipping to our warehouse ensures that your package is received by someone who is actually expecting it. We log your Drayage into our system and prepare it to be taken directly to your booth. When Drayage is expected and not received, our team of convention experts is on top of the situation to track your valuables and make sure they are in transit and will arrive in a timely fashion. Often, Drayage will come on a pallet and can sometimes weigh thousands of pounds. Our crew, warehouse and trucks are equipped to handle items of this size safely and securely.

Q: How is drayage priced?
A: Drayage is priced by pound, with a 300 lb. minimum. A majority of our vendors ship in pallets weighing a thousand pounds or more, but we even accept boxes containing as little as a few t-shirts and brochures. The cost of Drayage covers our handling of equipment, storage, transportation to and from the show and labor.

Q: What happens if my package is coming from another show?

A: Total Events accepts deliveries from a number of carriers from all over the country. Just let us know the tracking information and we will stay on top of its progress.

Q: What should I know about drayage?
A: Always call to confirm that your package has been received at least 48 hours prior to the show. Make sure that your company name, booth number and the name of the show you are attending are clearly labeled on the packages. Carefully read your Drayage Form to confirm that you have correctly selected the type of services you need.

Q: My booth is being shipped and my sales representatives can’t assemble or dismantle it, what should I do?

A: Total Events offers labor services for this type of scenario. Please attach the labor order form when sending in your paperwork and include instructions on the assembly of the product.

Q: When do you need my package?
A: Dates will be specified in your Exhibitor Kit. Ideally, packages are received 3 weeks prior to the show with a cut off 5 days prior to the event. This 5 day cut off gives our coordinators time to track any lingering shipments and make sure that your package is loaded and delivered to the venue.

Q: How do you return my package?

A: Return labels should be included with your packages. When Total Events picks up your package from the show to return to our office, the labels should be on and ready for pick-up. For security purposes, if you are using a transport company other than UPS or FedEx, please make sure a bill of lading is provided for inbound and outbound shipments.

Q: When will my package be shipped back to me?
A: Total Events will arrange for your carrier to pick up your package. We tend to ship packages out the following business day preceding the event’s breakdown. If there are any time sensitive materials please notify us as soon as possible so that a timely pick up can be confirmed.

With these helpful tips and suggestions, drayage in 2012 will be a breeze! Total Events is a full service company and it is our pleasure to assist you in the planning and execution of all your upcoming events in the Albany area and beyond!

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