Material Handling
Inbound
Q. What exactly is material handling?
A. Material handling, often referred to as drayage, is the movement of your freight from the carrier to your booth and then back to the carrier at the close of the show. Freight handling includes unloading your materials, storage at our warehouse for up to 30 days in advance of the show, delivery of the materials to your booth, the handling of empty containers to and from storage, and removal of your material from the booth for reloading onto your outbound carrier.
Q Is there a charge for material handling?
A Yes. Material handling charges are computed based on the weight of your materials. The weight is rounded up to the closest hundred pounds (cwt.) and charged according to the rates published in your show service kit. Check your show schedule carefully to determine whether or not overtime charges may apply to your shipment.
Q Does material handling include the cost for me to ship my material?
A No. Material handling should not be confused with the costs associated with getting your materials to and from either the warehouse or show site dock. When you ship, be sure your bill of lading is marked pre-paid so that your shipment does not arrive collect. Collect shipments are not accepted.
Q What are my choices for freight carriers?
A As an exhibitor, you are free to use whatever carrier you like to transport your materials. For your convenience, a show carrier for ground shipments and air shipments is provided. Representatives from each freight company will be on-site to assist you.
Q Can Hargrove assist me with my shipping requirements?
A Yes, Hargrove Logistics can work with you on any ground shipments, air freight shipments and exhibit storage requirements you may have.
Q Can I carry my own materials in without using the freight handling service?
A In most cases, an exhibitor may bring in what can be hand-carried in one trip without the use of the loading dock or hand trucks. Refer to the union jurisdictions in your service manual for specific information regarding your show.
Q How should I label my materials for shipping to the show?
A You can ship either to the advance warehouse address or directly to the show. Both addresses are provided for you on the General Information Sheet enclosed in your service manual. Whichever address you choose, it is important that your labels indicate the following information:

Your Company Name
C/O Hargrove, Inc.
Show site or Warehouse Shipping Address (Choose One)
Name of Show
Your Booth Number
Piece ___ of ___
Q What are the advantages to shipping my material to the advance warehouse?
A

The three main advantages to shipping to the advance warehouse versus directly to show site are:

  1. You have plenty of time to confirm that your shipment has arrived and that everything is intact.
  2. These materials will be delivered to your booth prior to the official exhibitor move-in time.
  3. Delivery dates and times are more flexible.
Showsite
Q What should I do if I arrive onsite and my freight is not in my booth?
A

First, you should locate your shipping paperwork (in most cases, this is your copy of the carrier's bill of lading). Call your carrier to verify the address where your materials were shipped (warehouse or show site address), verify that the shipment has been delivered. if the carrier has delivered your shipment obtain the date, time and signature of the person that signed for the shipment.

  • Take the above information to the Hargrove Service Desk so we can assist in tracking your materials.
  • If your freight was shipped directly to show site, check with the Hargrove dock supervisor to see if your driver has checked in. IF NOT, contact your shipping company directly to confirm delivery schedule.

    Remember, we begin receiving show site shipments during exhibitor move-in and drivers are scheduled for unloading on a first come, first served basis.
Outbound
Q How do I prepare for outbound shipping at the close of the show?
A Once you have paid your Hargrove, Inc. invoice at show site, you may pick up an official Hargrove bill of lading and labels for outbound shipping. Each shipment must be accompanied by an official show bill of lading. This document provides Hargrove, Inc. with essential information about where and how to ship your materials. Once you've packed and labeled your materials be sure to bring the bill of lading to the Hargrove Services Desk so we know the shipment is ready to be loaded on your designated carrier.