Booth Material Shipping & Handling

Shipping Booth Material

Locate your booth on the target freight move-in map to determine your freight check-in time for your carrier to be at the marshalling yard.
- If your freight needs to arrive before or after your target move-in date, you must submit a target variance request form before September 21 to avoid off-target fees.
Review the exhibitor schedule for specific dates and times for setting up.
- Note the clean floor policy, it will affect the setup schedule for booths 400 sq. ft. and larger.
Determine when and where your booth materials will be sent. (Direct or Advance)
- Send non-perishable freight to the advance warehouse to guarantee delivery to booth by your target move-in date/time—at no additional cost for up to 30 days (any materials stored beyond 30 days will incur additional costs).
Label all your pallets and boxes with the correct labels. Use the GES system to print your labels. Just input your booth number and follow the instructions to download the correct address labels you need. Note: If you have a hanging sign, there is a separate label that will ship to the Advance Warehouse.

Freight Type	Dates	Material
Advance Warehouse	Sept. 8 - Oct. 5	Booth materials only
Direct to Show-Site	Oct. 10 - Oct. 14	Booth materials
Direct to Show - Perishables	Oct. 11 - Oct. 15	Perishable products/floral
Direct to Show - Machinery	Oct. 10 - Oct. 14	Vehicles, large displays or Machinery

Ship via your own carrier or one of IFPA's preferred vendors.
When shipping Vehicles, large displays or Machinery that may require special labor or equipment, please fill out any appropriate forms in advance. These items need planning and may need to arrive early in the week before the aisles are blocked by other freight.
- If you are displaying machinery over 3,000 lbs., contact GES Freight Operations staff Kelly Clove (Cell: +1-702-591-2506) or JT Hannon (Cell: +1-407-509-1251) to make arrangements in advance.
Bringing materials in a privately owned vehicle? You still must check in at the Marshalling Yard first. A dock foreman will give you a pass and direct you where to unload.
When shipping large displays, such as vehicles, machinery or other large items that may require special labor or equipment to unload in your booth, please fill out any appropriate forms in advance.
Label your booth materials SEPARATE from refrigerated and perishable products. All shipments must have a Bill of Lading or delivery slip showing the number of pieces, weight and type of freight. Certified weight tickets must accompany all shipments (rates listed below). 
- Place the appropriate advance warehouse or direct to show site shipping labels directly on crates, boxes, etc. and then shrink wrap as needed 
Provide your on-site booth contact with all shipment tracking information, the driver’s cell phone number, and the GES marshalling yard information.

On-site Material Handling

GES is responsible for the unloading of your freight from the docks, transporting it to your booth, storing and returning your empty crates and cartons, and reloading your shipment at the close of the show (called Drayage).

This service is not included in the cost of your booth space. Avoid unexpected costs at the show site by reviewing Material Handling details and pre-order this service. Shipping/Logistics costs are separate and are not included in Material Handling rates.

Type of Freight	Rate
Standard - 25 lbs. or more: Shipped to Advance Warehouse within posted date range crated Shipped Direct-to-Show within posted Move-in, move-out or on-target dates crated	$1.09 per pound
Non-Standard - 25 lbs. or more: Shipped to Advance Warehouse outside posted date range crated Shipped Direct-to-Show outside posted Move-in, move-out or off-target dates	$1.36 per pound
Flat Rate - less than 25 lbs. (Arrives anytime): Shipped to the Advance Warehouse or Direct-to-Show	$27.25 Each (per shipment, per delivery)
Vehicle Placement - Photo and description required (cars, motorcycles, pickup trucks, trailers)	$434.00 Each
Direct Machinery - Off-target or special handling rates may apply.	$0.49 per pound
Cartload Service A cartload is eight (8) pieces or less, weighing less than 200 lbs. total. There is one cartload allowed per booth.	$119.75 per Cartload, OT $97.25 per Cartload, ST

Exhibitors with 100-200 sq. ft. of space that rent an IFPA booth package  get the first 200 lbs. of freight at no charge

Exhibitors can hand carry materials into the convention center without the use of any of assistance such as dollies or mechanical equipment (2 wheeled carts can be used).
See the show site work rules for more information. If you are using a vehicle to unload your materials, do not leave it unattended at any time.
Show Site Storage (for non-perishable items) is available. Reserve in advance to ensure it is available. Materials will not be accepted unless the exhibitor has an exact count of the units to be placed into storage. Accessible storage is not secured, and items are stored at exhibitor's risk.

International Shipments

Ship early! Security and customs can cause delays, and it is imperative that you meet the shipping deadlines. We recommend you begin working with a shipping provider by August 1, 2026 to allow enough time for any customs procedures.
FEIN number: You may be asked for the federal employer identification number (FEIN) for the "ultimate consignee". Your customs broker should be able to provide this number or reach out to our approved customs freight forwarder if you need one.
Labeling and packing: U.S. Customs requires that all goods be marked with country of origin (COO). Be sure that your packing materials are adequate for both transportation and the sensitivity of your goods. Also, use the labels provided to ensure delivery to your booth on time.
Documentation: Prepare a commercial invoice in English with complete descriptions and model/serial numbers. Include a packing list with the dimensions, gross and net weights of each package shipped.

Shipping Items Out After the Show 

Determine return shipment needs in advance. Pack outbound packing supplies including tape, scissors, pallet wrap, boxes, etc. for use at the end of the show. 
Submit a pre-printed outbound material handling request to GES before the show and on-site you will receive pre-printed shipping labels and a pre-printed bill of lading on-site. Fill out the outbound material handing request at the GES service desk on-site to receive your bill of lading. 
What's a Bill of Lading? The bill of lading lets GES know how many pieces you are shipping out, where the shipment is going and which carrier GES is allowed to release your shipment to. It also gives GES instructions on what to do with your shipment if your carrier does not arrive. If you do not turn it in, your shipment will be delayed or held at the warehouse.
At the end of the show, your empty crates (also known as empties) will be returned to you before the next morning. We cannot guarantee what time you will receive your crates. We encourage you to relax in our Exhibitor Lounge on the show floor while you wait. 
Label all outbound freight accordingly. Shipments without outbound labels will be returned to the GES warehouse at the exhibitor's expense. Shipping labels can be printed at the service desk onsite. Be sure that your shipping labels and your outbound material handling form addresses match exactly.
When your freight is completely packed and ready to be shipped out, remember to fill in the bill of lading with the number of pieces and sign the bottom. Then turn in the bill of lading to the service desk. GES will then dispatch your carrier to pick up your freight. DO NOT leave your bill of lading with your shipment, or your carrier may be left waiting.
If your designated carrier fails to show up or refuses the shipment, the freight will be "re-consigned", which means that GES will choose a shipment method consistent with the exhibitor's requirements.

Marshalling Yard Information

A Marshalling Yard is established to ease congestion and better utilize the available dock space at the convention center.

All show site deliveries (including personally owned vehicles) must check in at the marshalling yard before being directed to the docks. Please give the address below, along with a copy of the marshalling yard information, to your carrier.

Marshalling Yard Address:
7945 Mandarin Drive
Orlando, FL 32819
United States of America

Marshalling Yard is open:
October 10-15 from 6:00 a.m. - 4:00 p.m.
October 16 from 6:00 a.m. - 12:00 p.m.

For the show close, the marshalling yard will be open:
October 16 from 2:00 p.m. - 10:00 p.m.
October 17 from 6:00 a.m. - 4:00 p.m.
October 18 from 6:00 a.m. - 4:00 p.m.
October 19 from 6:00 a.m. - 12:00 p.m.

Carriers must check in by 2:00 p.m. for same-day unloading.

All inbound shipments must be accompanied by a certified weight certificate and Bill of Lading.
At the Marshalling Yard, drivers will be assigned a number and dispatched to the appropriate dock as space becomes available.
Waiting time should be anticipated. However, the waiting time depends on many factors, including the number of vehicles arriving to unload/load, the type of loads being unloaded, the number of booths on a truck, etc.
After unloading, all vehicles must return to the Marshalling Yard with a completed copy of the GES Receiving Report to be weighed to obtain the light weight. This determines the total weight of your shipment.

 
If you have any questions concerning the delivery of your shipment to the marshalling yard, please contact the Exhibitor Success Central.

Contact

Kyle McMillan

Director, Trade Shows
International Fresh Produce Association

+1 (302) 607-2130 Email Kyle McMillan

Nancy Pickersgill

Trade Show Coordinator
International Fresh Produce Association

+1 (302) 781-5857 Email Nancy Pickersgill