Freight forwarding service: Logistical support before, during, and after the trade fair

A shipping service does much more than just transport goods from A to B at trade fairs. It is part of the trade fair infrastructure and ensures that exhibits, stand construction materials, technology, and advertising materials arrive at their destination on time, safely, and correctly. The range of services extends from classic freight orders to time-critical just-in-time deliveries, customs clearance, and emergency transport during the event.

A professional freight forwarder is indispensable, especially at international or heavily frequented trade fairs. Many organizers work with official trade fair freight forwarders who specialize in the specific requirements of event operations. They are familiar with the local conditions, have their own handling areas on the premises, and offer coordinated service packages for exhibitors and stand builders.

When a freight forwarding service is needed at a trade fair

The tasks often begin weeks before the trade fair—with planning the transport, packing the goods, and handling customs documents. On the day of the trade fair itself, freight forwarders take care of unloading, provide lifting equipment, store empty containers, or bring sensitive exhibits directly to the stand. They also remain the point of contact for subsequent deliveries or return transports during the trade fair.

Freight forwarding service as the operational backbone

Many exhibitors underestimate the logistical requirements associated with participating in a trade fair – especially when machines, large formats, or sensitive goods are on display. A good freight forwarder compensates for this complexity and keeps your mind free for content-related issues.

Typical services and options

The services range from pure transport to full-service packages. The latter also include empty container storage, customs clearance, technical aids (e.g., forklifts, cranes, rolling platforms), or assistance with stand construction. Many trade fair freight forwarders also offer storage before or after the trade fair and transport insurance.

Individual requirements and special formats

Anyone exhibiting large, particularly heavy or fragile goods should involve the service provider at an early stage. Special transport times, permits or hall access are required for exhibits that exceed standard dimensions. Vehicles with special superstructures or non-stackable goods also require separate planning.

Coordination with stand builders, organizers and stand teams

A freight forwarder never works in isolation, but in close coordination with other project participants. Who delivers when, where they unload, how long they stay, and how return transports are handled must be coordinated with the stand builder, technical team, and event organizer's logistics department. Clear time slots are crucial, especially for short set-up and dismantling times.

Communication is the key to smooth operations

A common problem is a lack of coordination: the freight forwarder is ready, but the stand is not yet accessible. Or the return transport is waiting, but the packaging material is missing. Defining processes in good time, assigning responsibilities, and documenting handover procedures reduces delays and ensures a calmer atmosphere during the stressful setup phase.

Conclusion on freight forwarding services at trade fairs

An experienced freight forwarding service is more than just a transporter—it is a partner in the project process. Involving them early on, communicating clearly, and planning logistical requirements realistically ensures that your trade fair appearance does not fail at the hall door, but starts on time and professionally.