How much does it cost to ship a trade show booth?

Trade show booth shipping costs depend on booth size, weight, distance, and delivery requirements. A 10x10 inline booth typically costs $500-1,500 for cross-country shipping, while larger island exhibits (20x20 or larger) can range from $2,000-8,000+. Factors affecting cost include custom crating needs, advance warehouse delivery fees, and show-site drayage. VIP Transport provides detailed quotes based on your specific exhibit requirements.

How far in advance should I ship my trade show exhibit?

For domestic trade shows, ship your exhibit 2-3 weeks before the event to allow for advance warehouse delivery deadlines. Most convention centers require freight to arrive 3-5 days before show setup begins. International shows require 4-6 weeks lead time for customs clearance. VIP Transport coordinates with show management to ensure your materials arrive within the required delivery windows.

What is trade show drayage and how does it work?

Drayage is the handling and movement of exhibit materials within a convention center, from the loading dock to your booth space. It is typically charged by weight (per 100 lbs or CWT) and managed by the show's official contractor. Rates vary by show but typically range from $100-200+ per CWT. VIP Transport can coordinate drayage on your behalf and help minimize costs through efficient crating and labeling.

Do you provide exhibit storage between trade shows?

Yes, VIP Transport offers climate-controlled storage facilities for exhibit materials between shows. Our storage services include inventory management, asset tracking, routine inspections, and quick access for repairs or updates. Storage pricing is based on square footage and duration. Many clients find it cost-effective to store exhibits with us rather than shipping back to headquarters between events.

How do you protect fragile exhibit components during shipping?

VIP Transport uses custom crating solutions engineered for each exhibit component. Fragile items like monitors, lighting fixtures, and graphics receive foam cushioning, shock-absorbing materials, and protective wrapping. We build reusable wooden crates with clearly labeled handling instructions. Our air-ride suspension trucks minimize vibration during transit. All high-value components are photographed before packing for documentation.

Can you ship exhibits directly to a convention center?

Yes, we ship directly to convention centers nationwide. We coordinate delivery with the venue's advance warehouse or show-site receiving, ensuring compliance with each facility's specific requirements. This includes proper labeling with booth number, show name, and exhibitor information. We handle all paperwork including bills of lading and delivery receipts.

What happens if my exhibit arrives damaged?

VIP Transport carries comprehensive cargo insurance covering your exhibit materials during transit. In the rare event of damage, we document the condition immediately and file claims promptly. Our commitment to careful handling is reflected in our exceptional delivery record. We recommend exhibitors also carry their own exhibition insurance for additional protection.

Do you handle international trade show shipping?

Yes, VIP Transport provides international trade show logistics including customs documentation, ATA Carnets for temporary imports, freight forwarding coordination, and compliance with destination country regulations. We have experience shipping to major international venues in Europe, Asia, and Latin America. International shipments require 4-6 weeks lead time for proper planning and customs clearance.

Show-Ready Logistics

Your Booth
On Time. Every Time.

Trade shows need to be on schedule and presentation-ready. We make sure it is.

Get Your Show Quote Call 1-800-998-4847

Why It Matters

Expert Management
for Exhibits &
Trade Shows

99%On-Time Delivery

At VIP Transport, we not only have the reputation as a first-class service provider — we have the experience and capabilities to be your dependable partner for all trade show and exhibit transportation.

With air-ride trailers equipped with lift gates and high-cube trailer options, we have the proper handling equipment to transport your exhibit safely with the highest protection in transit. On-time performance is critical — and we're proud to say we maintain a 99% on-time percentage across our trade show and exhibit services.

Booth delivered on-time

Advance warehouse deadlines hit, every time. Your show opens with you in it.

Exhibit arrives show-ready

Air-ride trailers, superior pad wrap, and careful handling — your booth looks exactly as you shipped it.

Real-time tracking, 24/7

Live GPS and a dedicated coordinator mean you always know exactly where your freight is.

Venue-compliant delivery

Docks, marshalling yards, advance warehouses — we know every venue and clear without delays.

Our Trade Show Team

Dependable &
Knowledgeable

Dedicated account representatives

Floor show representatives

On-time performance guarantee*

Experienced trade show drivers

Real-time tracking nationwide

Superior pad wrap services

Climate control services

Storage services

Expedited services

Experience in show locations across the US

*Please ask our trade show coordinators about our on-time performance guarantee.

Get Show Quote 1-800-998-4847

Our Services

Booth to Floor
Seamlessly

From custom crating to on-site coordination — every step is deadline-driven and handled by logistics specialists who speak trade show fluently.

01Advance Warehouse or Direct

Nationwide Delivery

Reliable transportation to any convention center or trade show venue across the country with guaranteed delivery windows and real-time GPS tracking.

McCormick Place, Javits Center, Las Vegas Convention Center — we know the docks, the marshalling yards, and the advance warehouse deadlines.

GPS tracking
Guaranteed windows
Dedicated drivers
Real-time updates

02Show Management Liaison

On-Site Coordination

Professional coordination with venue staff, show management, and your team. We handle drayage logistics and ensure smooth delivery.

We are available throughout your entire load, delivery and warehousing — always available to assist you.

Venue coordination
Drayage handling
Team liaison
Setup assistance

03Asset Management

Between-Show Storage

Storage facilities for your exhibit materials between shows. Full inventory management, easy access for updates.

Why ship your booth back to HQ when the next show is in six weeks? We store and ship direct — saving you time and freight.

Safe secure facilities
Inventory tracking
Access
Direct reship

VIP Transport fleet on-site at a corporate venue — nationwide trade show delivery

FAQ

Trade Show Transportation FAQ

Common questions about shipping exhibits to conventions and trade shows

: Trade show booth shipping costs depend on booth size, weight, distance, and delivery requirements. A 10x10 inline booth typically costs $500-1,500 for cross-country shipping, while larger island exhibits (20x20 or larger) can range from $2,000-8,000+. Factors affecting cost include custom crating needs, advance warehouse delivery fees, and show-site drayage. VIP Transport provides detailed quotes based on your specific exhibit requirements.
: For domestic trade shows, ship your exhibit 2-3 weeks before the event to allow for advance warehouse delivery deadlines. Most convention centers require freight to arrive 3-5 days before show setup begins. International shows require 4-6 weeks lead time for customs clearance. VIP Transport coordinates with show management to ensure your materials arrive within the required delivery windows.
: Drayage is the handling and movement of exhibit materials within a convention center, from the loading dock to your booth space. It is typically charged by weight (per 100 lbs or CWT) and managed by the show's official contractor. Rates vary by show but typically range from $100-200+ per CWT. VIP Transport can coordinate drayage on your behalf and help minimize costs through efficient crating and labeling.
: Yes, VIP Transport offers climate-controlled storage facilities for exhibit materials between shows. Our storage services include inventory management, asset tracking, routine inspections, and quick access for repairs or updates. Storage pricing is based on square footage and duration. Many clients find it cost-effective to store exhibits with us rather than shipping back to headquarters between events.
: VIP Transport uses custom crating solutions engineered for each exhibit component. Fragile items like monitors, lighting fixtures, and graphics receive foam cushioning, shock-absorbing materials, and protective wrapping. We build reusable wooden crates with clearly labeled handling instructions. Our air-ride suspension trucks minimize vibration during transit. All high-value components are photographed before packing for documentation.
: Yes, we ship directly to convention centers nationwide. We coordinate delivery with the venue's advance warehouse or show-site receiving, ensuring compliance with each facility's specific requirements. This includes proper labeling with booth number, show name, and exhibitor information. We handle all paperwork including bills of lading and delivery receipts.
: VIP Transport carries comprehensive cargo insurance covering your exhibit materials during transit. In the rare event of damage, we document the condition immediately and file claims promptly. Our commitment to careful handling is reflected in our exceptional delivery record. We recommend exhibitors also carry their own exhibition insurance for additional protection.
: Yes, VIP Transport provides international trade show logistics including customs documentation, ATA Carnets for temporary imports, freight forwarding coordination, and compliance with destination country regulations. We have experience shipping to major international venues in Europe, Asia, and Latin America. International shipments require 4-6 weeks lead time for proper planning and customs clearance.

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40+ Years

Nationwide

Full Insurance

Your Booth
On Time. Every Time.