Exhibitor Essentials

Booth rules and regulations are guidelines that tell exhibitors how they can set up and operate their space at the show. They cover things like booth size, display height, safety requirements, and what activities are allowed and not allowed in the exhibit area. Following these rules ensures everyone has a fair, safe, and professional environment to showcase their products or services. 

The Objectives and Needs form is something we ask exhibitors to complete before the event. It helps us understand their goals for exhibiting, the types of customers they want to connect with, and how they plan to make connections. Exhibitors can also use it to share any questions or concerns so we can better support them before the event. 

Quick Facts are a summary document that gives exhibitors the essential logistics information about the event in one place. They cover things like booth inclusions, important dates, shipping details, and show schedule including move-in and move-out hours. It’s basically a handy guide to help exhibitors plan and stay organized for the event.

All exhibitors must provide proof of liability insurance per their contract with the event. This coverage protects both the exhibitor and the event organizers in case of accidents, damages, or injuries that happen during the show. It’s a standard requirement to help ensure everyone’s safety and financial protection. 

A post-show survey is a short questionnaire sent to exhibitors after the tradeshow to collect their feedback about the event. It helps organizers understand what went well and what could be improved for future shows. The results are often summarized into a score that reflects overall exhibitor satisfaction. 

What Is Material Handling at Tradeshows? 
Material handling—often called drayage—is the service provided by the show’s general contractor to move your freight once it arrives at the show destination. It covers the handling of your materials from the moment they reach the venue or advance warehouse until they are delivered back to the carrier after the show. 

What Material Handling Is Not 

• It is not shipping. You still pay your carrier (FedEx, UPS, freight company) to transport your materials to/from the city. 

• It is not booth setup. Labor for building your booth is separate.

• It is not storage for the entire show. Only empty crates get stored during the event. 

Looking for additional resources? Watch these curated videos from Shepard.

A marshalling yard is a designated staging area near the event venue where trucks and freight are organized and queued before entering the loading dock for move-in or move-out. Think of it as a “parking lot with order” for deliveries. 

How It Works 

• Trucks arrive at the marshalling yard 
  Exhibitors’ carriers (freight trucks, vans, or other vehicles) check in at the marshalling yard instead of going directly to the loading dock. 

• Waiting in an organized queue 
  Yard staff coordinate the order in which trucks will enter the loading dock. This helps prevent congestion, ensures safety, and keeps move-in/out running on schedule. When it’s a truck’s turn, it is directed from the marshalling yard to the loading dock to unload or pick up freight.