05 Aug How to Pack and Transport Trade Show Materials without Damage
Once you pour time and money into getting your trade show displays and print collateral prepared, the last thing you want is for them to get damaged during transport. After all, a trade show is a valuable opportunity, and you need to make a good impression. These simple tips will help you avoid last-minute reprints, DIY fixes, and the risk of having displays that look shabby because of sloppy shipping and handling.
Transporting Trade Show Materials
Whether you choose to send your trade show materials ahead using a shipping service or bring them yourself, there’s always risk of damage. Sudden stops in a car or rough handling by package carriers could mean cracked frames, bent corners, stained banners, water damage, or worse. Some packages might even go missing in transit.
Brochures, flyers, posters, retractable banners, foam boards, and pop-up displays all have unique advantages at your booth. However, they can easily get damaged during transport. Here are some tips to help you get your materials to the destination safely.
If you’re transporting the items yourself:
- Make sure there is enough room in the vehicle for large items like banner stands. If you’re flying, check your airline’s size and weight restrictions for carry-on or checked luggage.
- Use the same robust packing strategies as you would for third-party shippers.
- Pack or ship extra copies of small collateral separately, so that you have backup materials ready in case other items are lost or damaged beyond use.
- Bring an emergency repair kit with tools like scissors and tape for quick fixes.
If you’re shipping your trade show materials:
- Schedule third-party shipping as far in advance as possible, so you don’t have to splurge on overnight rates.
- Label items clearly with your company contact name for proper on-site storage or delivery.
- Consider purchasing insurance to cover the cost of any damage, and always get tracking numbers.
- Check with the venue about their rules for having show materials sent ahead of time, including acceptable delivery windows and storage fees.
- If your shipment gets lost in transit or delivered late, your only recourse may be getting reimbursed for your shipping costs, so take care in choosing a reliable shipping company.
How to Pack Trade Show Materials
Begin ordering and organizing your packing materials well in advance of your trade show. Make sure you have plenty of bubble wrap, brown paper, tissue paper, and labels available for packing your trade show materials. Then do a dry run to make sure everything fits as expected.
Here are some trade show packing tips:
- Rigid mailers and poster tubes can accommodate prints of various sizes.
- Boxes with corner protection are ideal for brochures and flyers; include filler to keep contents securely in place and avoid shifting.
- Foam inserts protect breakables.
- Get carrying cases for any banners that don’t come with one. If transporting multiple banners in a single container or case, roll them with tissue paper between them to avoid sticking together or damage caused by rubbing together.
Trade Show Printing in Tempe, AZ
A successful trade show doesn’t happen by accident. With careful planning, packing and transport, your displays will look polished and professional, no matter how far you have to travel. Or to spare yourself the worry, get your trade show materials printed locally and pick them up when you arrive.
If you have a trade show coming up in the Phoenix area, send your designs to Mousegraphics in Tempe. From business cards to banner stands, we have everything you need to make a good impression. Contact us to request a quote today!
Photo by RDNE Stock Project on Pexels used with permission under license for commercial use 07/04/2025.