Material Handling Made Simple

No deliveries or shipments may be made to the event site. Any deliveries or shipments to site, either by client, EAC, third party vendor, delivery services, courier or related entity shall be refused entry into the event site. If exhibitor attempts to have items delivered directly to the show site, and items are found to be on the show floor in violation of the delivery procedures, the items will be charged at twice the posted rates for Standard Material Handling or they will be immediately removed from the event site.

Exhibitors are permitted to bring exhibit related items to the show floor that can be hand carried or personal items. All other exhibit related items must be processed through Material Handling. Any excessive empty boxes and/or cases that need to be stored during the show will be charged at the show rate for material handling.

What does Material Handling include? Material Handling is the unloading of your exhibit materials, delivery to your booth, handling of empty containers to and from storage, and removal of your materials from your booth for reloading onto your outbound carrier. This is not to be confused with the cost to transport your exhibit material to and from the show site.

Benefits of Advance Shipping to the Precon Warehouse include:

• Storage of materials prior to the event.

• Delivery of shipments to your booth by your published setup time.

• Safe storage of empty containers during show run and removal of containers, after they are packed by the exhibitor.

How to Ship in Advance to the Precon Events Warehouse

• Make sure to remove any labels or any other shipping documents from previous trade shows from all crates and boxes.

• Fill out and attach Advance Shipping labels.

• Complete the enclosed Material Handling Order form.

• Confirm receipt of your shipment prior to leaving for Washington, D.C.

• All shipments must have a bill of lading or delivery slip showing the number of pieces, weight, and type of merchandise.

• Certified weight tickets (CWT) must accompany all shipments.

• Do not ship uncrated, unboxed or unskidded materials to the warehouse.

Freight Carriers

Select a carrier with experience in handling exhibition materials. Make sure to give your carrier explicit information as to where and when to check in. For the easiest and most hassle-free experience with Inbound and Outbound shipments, consider Precon Events as your turnkey shipping solution.

Tracking Shipments

Confirm your delivery date and time with your carrier and have all pertinent shipping information in the hands of your representative at the show site. You may also want to review the return of your materials at the conclusion of the show.

Estimating Material Handling Charges

Handling charges are based on the weight of the freight. Shipments are billed by the CWT (one CWT = one hundred lbs of weight). CWT will be rounded up to the next CWT weight. For example, 125 lbs = 2CWT. Minimums per shipment will apply. See enclosed Material Handling Order Form for details. All shipping charges must be prepaid. Precon Events will not accept or be responsible for collect shipments. Crated and uncrated shipments must be separated and clearly identified on separate bills of lading with separate weight tickets otherwise Precon Events will invoice the entire load at the uncrated rate.

Shipping Terms

• Crated – Material that is skidded or is in any type of shipping container that can be unloaded at the dock with no additional handling required.

• Uncrated – Material that is shipped loose or pad-wrapped, and/or unskidded machinery without proper lifting bars or hooks.

• Special Handling – Defined as shipments that are loaded by cubic space and/or packed in such a manner as to require special handling, such as ground loading, side door loading, constricted space loading and designated piece loading or stacked shipments. Also included are mixed shipments and shipments without proper delivery receipts. For additional explanation, please see the “What is Special Handling” section on page 6.

• Shipment Surcharges – A surcharge will be incurred per shipment for those that are received with incomplete information on shipping labels identifying company name and booth number and/or shipments that are left on the show floor at the end of the show with no labels and no bill of lading turned in.

Machinery Labor and Equipment

Labor and equipment for uncrating, unskidding, positioning, leveling, dismantling, recrating, and reskidding machinery and/or equipment must be ordered separately. Place your order for this labor using the In-Booth Forklift & Labor Order Form. If your material requires specialized rigging equipment, please notify us in advance so that arrangements can be made.

Storing Empty Containers

Properly labeled empty shipping cartons will be picked up, stored, and returned after the show. Labels are available on site from a show management representative.

Outgoing Shipments

An OMHF (Outbound Material Handling Form/Bill of Lading) must accompany all outgoing shipments. Shipping information, outbound forms and labels will be made available once the initial shipment forms have been submitted. Exhibitors selecting shippers other than Precon Events will need to make their own arrangements for pickup from the Advance Warehouse.

Measure of Damage

Liability – Precon Events is only liable for loss or damage to your goods if the loss or damage is caused by Precon Events’ negligence.


All of your goods must be insured by your own insurance policy. Although we do our best to handle your goods as our own, there are many variables in shipping and handling that can affect your exhibit and products. Precon Events published Precon Events Terms & Conditions of Contract are available at exhibitor’s request.

Special Handling applies to shipments that are loaded in such a manner as to require additional labor and handling to unload or load out. Additional fees beyond the standard crated rates will apply.

Special Handling includes:

• Ground Loading – Vehicles that are not dock height, preventing the use of our warehouse loading dock.

• Side Door Loading – Shipments tendered for delivery in such a manner as to prevent access from the rear of the trailer.

• Constricted Space Loading – Freight loaded “high and tight” or down one side as to make shipments not readily available.

• Designated Piece Loading – When a trailer must be loaded in a particular sequence to ensure fit.

• Stacked, Cubed-out, or Loose Shipments – Shipments loaded in such a manner requiring items to be removed to ground level for delivery to booth. Items that would need to be unstacked/stacked, unstrapped/strapped, or loadbars to be removed/installed during the unload or load out process.

• Multiple Shipments – Shipments that are loaded mixed on the truck, failing to maintain shipment integrity and/or have multiple delivery areas.

• Mixed Shipments – Pieces for separate shipments that are loaded mixed throughout the delivery vehicle, or shipments of crated and uncrated goods where the percentage of uncrated is minimal and does not warrant full uncrated rate for shipment.

• Improper Delivery Receipts – Shipments that arrive without individual Bill of Lading. Shipments from UPS, FedEx, company trucks, and privately owned vehicles are some examples.

• Uncrated Shipments – Material that is shipped loose or pad-wrapped, and/or unskidded machinery without proper lifting bars or hooks.

Precon Events has been appointed by Show Management to provide Material Handling services for the show. Exhibitors must use Precon Events to perform this service which includes:










As the official Material Handling Contractor, Precon Events is required as Show Management to perform this service. These services are charged per hundred weight with a 200 lb minimum at the expense of the exhibitor. All Shipments must be accompanied with a Certified Weight Ticket (CWT). If no CWT is available, Precon will weigh your shipment and special handling charges will apply. For all loose, stacked and uncrated shipments, Special Handling rates will apply. To avoid additional charges, please complete and return the MATERIAL HANDLING ORDER FORM provided.




Please remit the following forms to Precon Events via Email five (5) business days prior to the expected shipment date to ensure timely delivery of your materials to the show.

1. Precon Events, LLC herein known as Precon and its subcontractors shall not be responsible for damage to uncrated materials; materials improperly packed, glass breakage or concealed damage.

2. Relative to inbound shipments, there may be a lapse of time between the delivery of shipment(s) to the booth by Precon or its subcontractors and the arrival of the Exhibitor’s representative at the booth. Similarly, relative to outgoing shipment(s), it is possible that there will be a lapse of time between the completion of packing and the actual pick-up of materials from the booth for loading onto a carrier. It is understood that during such times the shipment(s) will be left in the booth unattended. Therefore, it is agreed that Precon and its subcontractors are not responsible for the loss or disappearance of Exhibitor’s materials after the same have been delivered to Exhibitor’s booth, nor are Precon and its subcontractors responsible for Exhibitor’s materials before they are picked up from the Exhibitor’s booth for loading after the show. Consequently, all bills of lading covering outgoing shipment(s) submitted to Precon or its subcontractors by Exhibitor will be checked at the time of pick-up from the booth and corrected where discrepancies exist.

3. Precon and its subcontractors shall not be held liable for any damage incurred during the handling of equipment requiring special devices to properly load, place or reload unless advance notice has been given to Precon in time to obtain the proper equipment.

4. Precon and its subcontractors shall not be responsible for loss, delay or damage due to strikes, lockouts or work stoppages of any kind.

5. Precon and its subcontractors shall not be responsible for ordinary wear and tear in handling of equipment, nor for loss or damage due to fire, theft, windstorm, water, vandalism, acts of God, mysterious disappearance or other causes beyond their control.

6. It is understood that Precon and its subcontractors are not insurers. Insurance, if any, shall be obtained by the Exhibitor. Amounts payable to Precon hereunder are based on the scope of the liability as herein set forth and are unrelated to the value of the Exhibitor’s property. It is further understood and agreed that Precon and its subcontractors do not provide for full liability should loss or damage occur. It is agreed that if Precon or its subcontractors should be found liable for loss or damage to Exhibitor’s equipment, the liability shall be limited to the specific article that was physically lost or damaged. Such liability shall be limited to a sum equal to $0.30 per pound per article, with a maximum liability of $50.00 per item or $1,000.00 per shipment, whichever is less, as agreed upon damages and exclusive remedy. Provisions of this paragraph shall apply if loss or damage, regardless of cause or origin, results directly or indirectly to property through performance services to Exhibitor’s or from negligence, active or otherwise, by Precon, its subcontractors or their employees.

7. Precon and its subcontractors shall not be liable to any extent whatsoever for any actual, potential or assumed loss of profits or revenues or for any collateral costs that may result from any loss or damage to Exhibitor’s materials which may make it impossible or impractical to exhibit same.

8. Claims for loss or damage must be submitted to Precon no later than twenty-four (24) hours after the conclusion of the event. No suit or action shall be brought against Precon or its subcontractors more than ninety (90) days after the cause of action.

9. The Exhibitor agrees, in connection with the receipt, handling, temporary storage and reloading of its materials, that Precon and its subcontractors will provide these services as Exhibitor’s agent and not as bailee or shipper. If any employee of Precon or its subcontractors shall sign a delivery receipt, bill of lading or other document, we agree that Precon or its subcontractor will do so as the Exhibitor’s agent, and the Exhibitor accepts the responsibility thereof.

10. Precon and its subcontractors shall not be liable for shipments received without receipts, freight bills or specified unit counts on receipts or freight bills, such as a courier or van lines. Such shipments will be delivered to booth without guarantee of piece count or condition.

11. In order to expedite removal of materials from the show site, Precon shall have the authority to change designated carriers, if such carriers do not pick up on time. Where no disposition is made by the Exhibitor, materials will be taken to a warehouse to await Exhibitor’s shipping instructions, and the Exhibitor agrees to be responsible for payment of charges relating to such handling at the warehouse. Precon assumes no liability as a result of such re-routing or handling.

12. The Exhibitor agrees, in the event of a dispute with Precon or its subcontractors relative to any loss or damage to any of your materials or equipment, that the Exhibitor will not withhold payment in any amount due to Precon for material handling services or any other services provided by Precon or its subcontractors as an offset against the amount of the alleged loss or damage. Instead, the Exhibitor agrees to pay Precon prior to the close of the show for all such charges and further agrees that any claim the Exhibitor may have against Precon or its subcontractors shall be pursued independently by the Exhibitor as a completely separate transaction to be resolved on its own merits.

Be sure your materials are insured from the time they leave your firm until they are returned after the show. It is suggested that Exhibitors arrange all risk coverage. This can usually be done by riders to existing policies. Contact your insurance representative. Be sure your liability insurance is in effect during transit and return of your materials, during storage and at show site.