Urgent exhibition material by air: plan venue access before dispatch

Separate event opening, setup and receiving times

An exhibition shipment can arrive before showtime and still be too late for setup. Record when the event opens, when the crew needs the material to begin its work, and the organiser's permitted receiving window. Separately confirm when the supplier will finish packing and release the goods. Include dates and local times.

Ask the event team how much preparation remains after receipt: checking components, assembling a display or distributing samples may take time. That is the team's planning input, not a transport commitment. Give PORTADOR the actual setup requirement so collection, cargo acceptance, air movement and final delivery can be assessed against it.

Describe the delivery point beyond the venue name

A venue address alone may not identify the place where freight can be handed over. Ask the organiser or receiving team to confirm the event name, venue address and PIN code, hall, stand or booth reference, receiving gate and delivery point. Name a person who can receive the complete shipment and an alternate who can resolve an access query.

Check whether that particular event requires a delivery appointment, vehicle registration, entry pass or advance contact with a loading desk. These are questions to confirm, not rules that apply at every venue. Share the current instructions through the agreed operational channel. Do not assume a passenger entrance is also the correct freight entrance.

Agree who handles the goods after unloading

A loading-bay handover, delivery at a hall entrance and placement inside a stand are different scopes. State the required endpoint in the enquiry and obtain agreement on who unloads the vehicle, moves the packages within the venue and supplies any necessary equipment or personnel.

Tell the team about stairs, restricted vehicle access, long internal distances or unusual packed units where relevant. Confirm the practical arrangement with the organiser and operations team. Do not assume ordinary delivery includes carrying crates to a booth, unpacking, assembly, installation or rigging. An event service description does not establish those activities for a particular shipment.

Map each package to the kit it supports

Create a simple manifest linking every package identifier to its contents, quantity, intended stand or crew and setup priority. Check that essential accessories travel with the item they support. A replacement display is less useful if its required mounting parts are in an unidentified carton.

Record each finished package's outside dimensions and gross weight. Declare the actual contents, including any batteries, liquids, aerosols or other items needing acceptance review. IATA's dangerous-goods guidance explains why description and preparation matter; an 'event kit' label does not establish air-cargo acceptance. Use the existing weight guide for calculations and the quote checklist for commercial comparisons.

An illustrative example: three cartons, one receiving plan

Suppose an exhibitor has three cartons: printed graphics, samples and a replacement display component. This is an illustrative planning example, not a real booking or a promised delivery slot. The display component is needed for setup, while the samples can be arranged later by the event team.

The exhibitor first confirms which receiving window allows the setup crew to obtain that component. The manifest identifies its carton and accessories; the venue brief names the gate, handover point and receiver. PORTADOR can then assess the packed shipment and requested scope. If splitting the cartons is discussed, obtain a separate feasibility and quotation assessment. A smaller priority shipment does not automatically mean a lower price or available capacity.

Decide what happens if the receiving window changes

Keep a contact available while the shipment moves. If the organiser changes access, the stand team leaves or the receiver becomes unavailable, tell operations promptly. Identify who can approve a revised handover and who will obtain the organiser's agreement.

Ask for the earliest feasible alternative before announcing a new arrival time. An alternative collector, storage arrangement or redelivery needs its own availability, authority, scope and charges confirmation. Ask when the cargo will be available after destination handling and release. A flight arrival should not be treated as an immediate venue delivery appointment. Sunday or holiday service remains subject to route and team confirmation.

Give removal and return their own brief

Outbound delivery does not automatically arrange the return. If assets must move after the event, confirm who will retain the packaging, check the items, repack them and release them. Ask the organiser for the applicable removal window and collection point.

Describe the return contents and finished packing as they will actually be presented. Samples may have been distributed or equipment added during the event. Request assessment and a quotation for the required movement rather than reusing outbound details without checking them. Do not assume that a driver will wait, repack equipment or collect at closing time unless that work is agreed.

Send one venue brief with the shipment enquiry

Keep the supplier, event lead and shipping team working from the same version. Update it when packing, readiness or venue instructions change. Use the following fields alongside the packed-shipment list:

A pickup request records an enquiry. Quote acceptance and confirmed collection are separate steps. Ask PORTADOR to assess event logistics against the actual receiving plan, then share confirmed arrangements with the venue contact.

• Pickup address and PIN code, plus the supplier's release contact.
• Event, venue address and PIN code, hall and stand reference.
• Packed-ready time, setup requirement and organiser-confirmed receiving window.
• Receiving gate, precise handover point, named receiver and alternate.
• Applicable access instructions and agreed unloading or internal movement responsibilities.
• Package identifiers, contents, quantities, dimensions, weights and setup priorities.
• Contact authorised to approve a changed plan, plus any separately requested return movement.