October 27-29, 2022

Orange County Convention Center
Orlando, Florida

Booth Material Shipping & Handling

Shipping Booth Material
  1. Locate your booth on the target floor plan to determine when your carrier must be checked in at the marshalling yard. If your freight needs to arrive before or after your target move-in date, you must request a change to your target move-in date before October 4 to avoid off-target fees. 
  2. Determine when and where booth materials will be sent. Review the exhibitor schedule for specific dates and times for move-in and move-out. Note the clean floor policy, which will affect the setup schedule for booths 400 sq. ft. and larger. Send freight to advance warehouse to guarantee delivery to booth by target move-in date/time. 

    Locations Dates Materal
     Advance Warehouse   Sept 21 - Oct 19   Booth Materials Only 
     Direct to Show-Site   Oct 25 - Oct 30   Booth Materials 
     Direct to Show-Site   Oct 25 - Oct 30   Perishable Products/Floral 
     Direct to Show-Site   Oct 25 - Oct 30   Large Displays, Vehicles, Machinery - Contact GES in advance to plan for these items to be received 
  3. Make shipping arrangements with your preferred carrier or one of PMA’s preferred carriers. If you will be bringing materials in a privately owned vehicle, you must check in at the dock with the GES foreman.  
  4. When shipping large displays, such as vehicles, machinery, containers or other large items to be displayed in your booth that may require special labor or equipment to unload, please fill out the appropriate forms so that their delivery can be planned in advance. Many times, these items need to arrive at the convention center early in the week so they can be brought in before the aisles are blocked by other freight. 
  5. Package/label your booth materials SEPARATE from refrigerated product and include a bill of lading with a separate weight certificate to take advantage of GES discounted material handling rates (listed below). 
  6. Provide your on-site booth contact with all shipment tracking information, the driver’s cell phone number, and the GES marshalling yard information.  
On-site Material Handling
  1. Determine the most economical way to have booth materials delivered from your vehicle/refrigerated storage to your booth. Learn more about material handling and estimate your costs.

    *Handling rates are subject to change and will be finalized by July 30.

    Advance Shipment to Warehouse
    Crated   $65.75 ST/ST per CWT 
    $87.75 ST/OT per CWT
    $107.75 OT/OT per CWT  
    Special Handling $85.47 ST/ST per CWT
    $114.07 ST/OT per CWT
    $140.07 OT/OT per CWT
    Carpet $165.75 ST/ST per CWT
    $215.75 ST/OT per CWT
    $265.25 OT/OT per CWT
    Small Package (<50lbs) First 1 $36.75 Each
    Next 2 and Greater $8.55 Each

    Direct Shipment to Exhibit Site
    Crated $59.75 ST/ST per CWT
    $79.25 ST/OT per CWT
    $96.75 OT/OT per CWT
    Uncrated $95.60 ST/ST per CWT
    $126.80 ST/OT per CWT
    $154.80 OT/OT per CWT
    Special Handling $77.67 ST/ST per CWT
    $103.02 ST/OT per CWT
    $125.77 OT/OT per CWT
    Carpet $148.25 ST/ST per CWT
    $192.75 ST/OT per CWT
    $236.75 OT/OT per CWT
    Small Package (<50lbs) First 1 $36.75 Each
    Next 2 and Greater $8.55 Each
    Perishable Product $33.40 ST/ST per CWT
    $58.50 ST/OT per CWT
    $72.00 OT/OT per CWT
    Cartload Service (<250lbs on a 2x6 push cart) $101.50 per Cartload, OT
    $82.50 per Cartload, ST

    Please note: Exhibitors with 100-200 sq. ft. of space who rent a booth package get the first 200 lbs. of freight at no charge Advance Shipment to Warehouse 
  2. You may hand-carry your own materials into the exhibit hall providing you do not use material handling equipment to assist you. Two-wheel luggage carts are acceptable; hand-carts, dollies, four-wheel carts, etc. are prohibited; must be brought in through front doors of the exhibit halls. You may not leave your car unattended at any time at the curb. Please park at the one of the parking garages. See the show site work rules for more information. 
  3. Accessible storage (for non-perishable promo items, etc.) is available. Reserve your storage in advance to ensure it is available. Materials will not be accepted for storage unless exhibitor has an exact count of the units to be placed into storage. Accessible storage is not secured and items are stored at exhibitor's sole risk. 
International Shipments
  1. Ship early: With increasing security procedures causing delays to and from the United States, it is imperative that you meet the published deadlines. We recommend you begin working with a shipping provider by August 1, 2021 to allow enough time for the customs process.  
  2. FEIN number: If you use a customs broker other than our international freight forwarder, you may be asked for the federal employer identification number (FEIN) for the "ultimate consignee". Your customs broker should be able to provide this number. If you have any issues, contact show management
  3. Labeling and packing: U.S. Customs requires that all goods be permanently marked with their country of origin. Clearly label every piece with your company name, the name of the show, and your booth number. Large labels work best. Be sure that your packing materials are adequate for both the means of transport and the sensitivity of your goods. Use the labels provided to ensure delivery to the proper location. 
  4. Documentation: Prepare a commercial invoice in English with complete descriptions and model/serial numbers. Include a packing list with the dimensions, gross and net weights of each package shipped. 
Shipping Items Out After the Show
  1. Determine return shipment needs in advance. Remember to pack outbound packing supplies including tape, wrap, boxes, etc. for use at the end of the show. 
  2. Submit a pre-printed outbound material handling request to GES before the show and on-site you will receive pre-printed shipping labels and a pre-printed bill of lading on-site. You can also fill out the outbound material handing request at the GES service desk on-site to receive your bill of lading. 
    What's a Bill of Lading? The bill of lading lets GES know how many pieces you are shipping out, where the shipment is going and to exactly which carrier GES is allowed to release your shipment. It also gives GES instructions on what to do with your shipment if your carrier does not arrive. If you do not turn it in, your shipment will be delayed or held at the warehouse.
  3. At the end of the show, your empty crates (also known as empties) will be returned to you before the next morning. We cannot guarantee what time you will receive your crates. We encourage you to relax in our Exhibitor Lounge (open from 4 p.m. to 10 p.m.) located in the Rivergate Room while you wait. 
  4. Label all outbound freight accordingly. Shipments without outbound labels will be returned to the GES warehouse at the exhibitor's expense. Shipping labels can be printed at the service desk. Double check that your shipping labels and your outbound material handling form addresses match exactly.
  5. When your freight is completely packed and ready to be shipped out, remember to fill in the bill of lading with the number of pieces and sign the bottom. Then turn in the bill of lading to the service desk. GES will then dispatch your carrier to pick up your freight. DO NOT leave your bill of lading with your shipment or your carrier may be left waiting.
  6. If your designated carrier fails to show up or refuses the shipment, the freight will be "re-consigned", which means that GES will choose a shipment method consistent with the exhibitor's requirements.  
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Kyle McMillan

Kyle McMillan

Trade Show Manager

+1 (302) 607-2130

Email Kyle

 Marshalling Yard Address

Please give the address below, along with a copy of the marshalling yard information, to your carrier. They must check in here before going to the convention center. 
1208 1st Ave 
Harvey, LA  70058 
United States of America 
October 25-29, 2021 
7:00 a.m. to 4:30 p.m. 

October 30, 2021
1:00 p.m. to 10:00 p.m.

October 31, 2021
6:00 a.m. to 4:00 p.m.
If you have any questions concerning the delivery of your shipment to the marshalling yard, please call (504) 328-9070.