Perishable Product Shipping & Handling

Before shipping perishable products to the show, review the following information to ensure smooth delivery.

To avoid onsite delays or lost freight, all crates and containers must be clearly labeled with:

Your booth number
Exhibiting company name
Contact number
The correct label that tells GES what to do with it upon arrival at the convention center

Shipping Perishable Product/Floral

Perishable product and floral shipments may NOT be shipped to the advance warehouse.
Perishables will be accepted at the show site beginning Sunday, October 11.
If you need assistance with domestic shipping of perishables, contact our approved Perishable Shipping Provider.
If you need assistance with international shipping and customs, contact our approved Customs Freight Forwarder.
All delivering carriers and personal vehicles must check in at the marshalling yard. Shipments will be directed to the warehouse, unloaded, and brought to on-site cold storage or to your booth.
All inbound carriers must check in by 2:00 p.m. to be guaranteed same day unloading.
Provide your on-site booth contact with all shipment tracking and your drivers' contact number.

Labeling and Shipment Packing Tips

NEVER mix booth freight and perishable product on the same skid. Pack perishable products separate and include a bill of lading (BOL) with a separate weight certificate to take advantage of the 25% GES discount on material handling rates (listed below).
- Each shipment must be manifested on a separate bill of lading or receipt indicating the number of pieces, and total weight.
- Company name and booth number must be clearly marked on EACH container.
Label your refrigerated product with the appropriate color-coded refrigerated storage labels to indicate the day you want that product taken out of refrigerated storage for delivery to your booth.
Place labels directly on the product boxes and then shrink wrap. Be sure that the labels are clearly visible on each side of the pallet.
Any product received without a specific color-coded label indicating a specific delivery day will default to a "Thursday" delivery without exception.

Labels to Use by Shipment Type/Destination

Product ships directly to your booth, not to refrigerated storage

Direct shipment and DO NOT REFRIGERATE label

Yellow label with black text reading "DO NOT REFRIGERATE" Deliver to Booth

Product ships directly to the show and into frozen storage

Direct Shipment label and color coded delivery label for Frozen Storage

Important: Include the date you need this delivered to your booth, your exhibiting name, booth number and contact information.

Shipping label indicating frozen storage with addresses and delivery instructions.

Label with "FROZEN STORAGE" in bold, white letters on a purple background.

Product ships directly to the show and into refrigerated storage

Refrigerated Direct label and color coded label for daily delivery (lets GES know when to bring it to your booth).

Important: Include the date you need this delivered to your booth, your exhibiting name, booth number and contact information.

Shipping label for a refrigerated direct delivery with "RUSH!" highlighted.

Three panels showing delivery days: Wednesday in green, Thursday in red, and Friday in black, for refrigerated storage.

Floral product ships direct to the show and into floral refrigerated storage

Refrigerated Direct label and color coded floral label for Tuesday delivery

Important: Separate trailers are used for Floral.

A shipping label for a refrigerated floral item marked "RUSH!" with delivery details to Orlando, Florida.

Pink background with white text announcing floral refrigerated storage delivery on Tuesday.

Product going directly to Sodexo Live! Catering

Important details: Communicate directly with Sodexo Live! for deliver dates/times (refer to sampling page for details).

DO NOT mix with products that need to go to your booth.

DO NOT use refrigerated storage labels on catering product.

Form titled "Catering Kitchen" for a catering order at a convention center, addressing locations and requiring details about the order.

Refrigerated/Frozen Storage 

The storage charge includes delivery of the product to/from storage and your booth one time per day. Deliveries will take place before and after show hours. You do not need to schedule labor or equipment for these deliveries.

Refrigerated/frozen product storage is available; reserve in advance to guarantee space.
The minimum charge for product handling is $1.09 per pound. Invoices will be based on actual usage.
Storage space may be limited. Twenty-four-hour watchman service will be provided. However, all goods are stored at your own risk.  
Any product left in the refrigerator/freezer trailers AFTER 12:00 p.m., Friday, October 16 will be donated.

*Note: The IFPA Booth Packages for 10ft x 10ft booths include complimentary storage, and the 10ft x 20ft include discounted storage (25% off the listed storage rate). 

On-Site Perishable Product Delivery 

All product delivery and pick-up between refrigerated storage and your booth is provided by GES at NO CHARGE.

GES will send email notification for product arrival to your primary booth contact on file.
- Submit this form or contact GES to verify your shipment has been received. 
All products will automatically be delivered - no forms required! Use the color-coded labels to show which day product is needed, and do not forget to mark your booth number on all sides of the crates. 
Communicate to your on-site team the time your product will be delivered and picked up from your booth each day (see below).  
Upon delivery of product each morning, re-label any remaining product with either Trash, Food Bank, or the appropriate daily color coded labels for GES pickup (labels will be provided onsite).

Tuesday Floral Delivery

Use the color-coded label - Tuesday for items that should be delivered to booths on Tuesday.
If your product arrives at the marshalling yard on Tuesday, delivery will be based on the timing of when your truck unloads.
Schedule the pick-up of any remaining product to return to refrigerated storage at the GES Service Center.

Wednesday Product Delivery 

Use the color-coded delivery label - Wednesday to have your items delivered to your booth on Wednesday.
If your product arrives at the marshalling yard on Wednesday, delivery will be based on the timing of when your truck unloads.  This is a very busy day for product arrivals.
Schedule the pick-up of any remaining product to return to refrigerated storage at the GES Service Center.

Thursday and Friday Product Delivery 

Use the color-coded delivery label - Thursday or Friday to have your items delivered to your booth Thursday or Friday.
Product deliveries are between 6:00 a.m. and 8:00 a.m.  
Product going back to storage will be picked up from your booth starting at 8:00 a.m.
To open the show on time, product will be picked up promptly. Be sure to arrive prior to these published pick-up times or you could be charged handling fees to have them brought back out.

Importing Produce to the United States 

Review the state and federal regulations to ensure compliance if you are importing produce, plants, or floral product into the United States. Apply for any necessary permits early as processing time may be significant. Note that many states have different regulations.  

USDA Animal and Plant Health Inspection Service (APHIS) 
USDA APHIS Plant Protection and Quarantine (PPQ) regulates the importation of plants and plant products under the authority of the Plant Protection Act. PPQ maintains its import program to safeguard U.S. agriculture and natural resources from the risks associated with the entry, establishment, or spread of animal and plant pests and noxious weeds. 

You may be required to submit a permit application to the USDA for in order to import certain items. Please review this information early so that you have any necessary permits in advance of the show.

Food and Drug Administration 
All food importers involved in the manufacturing, processing, packaging, or distribution of food and beverage products must register with the U.S. Food & Drug Administration (FDA). If exhibitors are not registered, their goods may be held until they come into compliance with FDA regulations.  
 
Food facility registration helps the FDA determine the location and source of a potential bioterrorism incident or an outbreak of foodborne illness and quickly notify facilities that may be affected. There is no cost to register or to make updates to your registration.

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

Shipping Perishable Product/Floral

Shipping Perishable Product/Floral

Labeling and Shipment Packing Tips

Labels to Use by Shipment Type/Destination

Direct to your booth

Product ships directly to your booth, not to refrigerated storage

Direct to frozen storage

Product ships directly to the show and into frozen storage

Direct to refrigerated storage

Product ships directly to the show and into refrigerated storage

Floral direct

Floral product ships direct to the show and into floral refrigerated storage

Direct to catering

Product going directly to Sodexo Live! Catering

Refrigerated/Frozen Storage

On-Site Perishable Product Delivery

Importing Produce to the United States

Contact

Refrigerated/Frozen Storage 

On-Site Perishable Product Delivery 

Importing Produce to the United States 