Two exhibit shipments of the same size can price very differently, and the gap usually traces back to a handful of inputs. Knowing those inputs lets an exhibitor build a quote request that returns an accurate number the first time. Exhibitors budgeting a whole show program can also find guidance in EXHIBITOR Online’s budget management section, though freight is only one line in that budget.
This guide covers what moves an exhibit freight price, from the freight itself to the timing and the delivery conditions. Adcom Worldwide quotes and dispatches trade show and event freight directly, so the questions below are the ones our specialists ask on the first call.
What Details Does a Quote Start With?
Every quote begins with a description of the freight. The more precise it is, the less the price moves after pickup. Have these details ready:
- Piece count and the type of each piece (crate, skid, carton)
- Dimensions and total weight
- Pickup location and delivery address, including the venue dock
- Pickup date and the show’s delivery window
- Whether pieces are fragile, high value, or oversize
- Return freight plans after teardown
Weight and dimensions also set the freight class for less than truckload shipments. Our guide on what freight class is and how NMFC codes affect cost explains how that works.
How Does the Shipping Mode Change the Price?
Each mode prices a different set of inputs, so the same exhibit can quote differently by mode. The table shows what drives each one.
| Mode | What drives the price | Fits when |
|---|---|---|
| Less than truckload | Weight, dimensions, class, and distance | A few crates or pallets with a flexible schedule |
| Dedicated truck | Mostly distance and equipment | A full exhibit or fragile freight that needs a single carrier |
| Expedited | Distance, vehicle, and how soon the freight has to move | Freight behind schedule |
| Air | Weight, speed, and the ground legs at each end | A far venue with little time |
Which Extras Raise an Exhibit Freight Bill?
Extras tied to the pickup and delivery conditions add up quickly. A venue dock that needs an appointment, a pickup location with no dock, or a delivery that needs a liftgate can each add a charge. Our guide on freight accessorial charges explains what triggers them and how to avoid them.
What Does a Rush Cost, and Why?
Moving freight on short notice takes a vehicle off its planned route, and the price reflects that. Our guide on what drives the price of a same-day delivery covers deadhead miles, vehicle class, and after-hours premiums, which are the same pressures a rush exhibit run faces.
How Can You Compare Quotes Fairly?
Compare quotes on the same inputs. Check that each one covers pickup, transport, and delivery to the venue dock, that each names the delivery window, and that accessorials are listed or ruled out. Show drayage is billed separately by the show contractor, so keep it out of the freight comparison. For ways to trim spend without adding transit risk, see how to reduce freight costs without sacrificing speed or reliability. For the whole outbound and return plan, our Tradeshow Logistics 101 guide covers the details.
If you want an exhibit freight quote that matches the freight you will ship, call 813-887-3747 with the piece count, crate sizes, and show dates ready, and a specialist will price the run on the first call.