Deliveries & Collections Guide

Plan exhibition deliveries, onsite handling and post-event collections.

Exhibition deliveries require careful planning. Venues may have controlled loading areas, timed vehicle slots, limited storage and strict build-up and breakdown schedules.

Use this guide to prepare deliveries correctly, provide couriers with the required information, arrange onsite acceptance and ensure products, equipment and materials are collected after the exhibition.

Delivery addresses, vehicle procedures, storage arrangements and permitted times vary between events. Always check the information provided within your individual exhibition dashboard and exhibitor manual.

View Delivery Guidance
EXHIBITOR ZONE

Label Everything Clearly

Include the exhibition name, hall, stand number, exhibitor company and onsite contact details.

Arrange Acceptance

Do not assume the venue or organiser will automatically receive or sign for exhibitor deliveries.

Book Collections Early

Confirm collection times, driver details and breakdown access before the exhibition closes.

Check Event-Specific Delivery Information

Delivery arrangements can vary at the same venue.

Before booking a courier, freight company or collection vehicle, confirm:

  • The correct delivery address
  • The exhibition hall
  • The stand number
  • The permitted delivery dates and times
  • Loading-bay access arrangements
  • Whether vehicle booking is required
  • Maximum vehicle height or weight
  • Security and driver identification requirements
  • Whether forklifts or handling services must be booked
  • Whether the venue accepts unattended deliveries
  • Storage availability before or after the event
  • The final collection deadline

Refer to the Venue Information Guide and event-specific instructions before confirming transport.

Appoint An Onsite Contact

Make sure the driver can reach someone at the venue.

Each delivery should include the name and mobile number of a person who will be onsite and able to:

  • Confirm the correct delivery location
  • Meet the driver where required
  • Sign for the consignment
  • Check the number of packages
  • Report visible damage
  • Arrange movement to the stand
  • Resolve access problems

The onsite contact should know the exhibition name, hall, stand number and relevant venue procedures.

Avoid using the details of someone who will not be present during the delivery window.

How To Arrange An Exhibition Delivery

Follow these four steps before dispatching goods to the venue.

1. Confirm The Venue Instructions

Check the address, permitted dates, delivery hours, loading arrangements and vehicle booking process.

2. Prepare & Label The Goods

Package items securely and label every box, case or pallet with complete exhibition and stand details.

3. Book Transport & Handling

Arrange a suitable courier or freight service and book any required forklifts, porters or onsite handling.

4. Confirm Onsite Acceptance

Make sure a named contact is available to receive, check and move the delivery to the stand.

What To Include On Every Delivery Label

Clearly labelled goods are easier to identify, route and deliver.

Attach a durable label to every individual package, flight case, crate and pallet. Where possible, place labels on more than one visible side.

Exhibition Name

Use the complete event name so venue staff can identify the correct exhibition.

Exhibition Hall

Large venues may contain several halls and loading areas. Include the exact hall where known.

Stand Number

The stand number is one of the most important details and should appear prominently on every item.

Exhibitor Company

Use the same company name shown on the exhibition booking and stand records.

Onsite Contact

Include the full name and mobile number of the person available during the delivery period.

Package Number

Number multiple items clearly, for example “Package 1 of 6”, so missing pieces can be identified quickly.

Use Complete Delivery Details

Do not address goods only to the venue or organiser.

Every package should include the exhibition name, hall, stand number, exhibitor company and onsite mobile number.

Check the event page for the correct delivery address and permitted delivery window before dispatch.

View My Exhibition

Packaging Exhibition Goods

Protect goods during transport and onsite handling.

Packaging should be suitable for the product, journey and method of handling.

Consider:

  • Strong boxes or reusable cases
  • Protective internal padding
  • Secure lids and closures
  • Corner protection
  • Water-resistant outer wrapping where appropriate
  • Clear fragile or orientation markings
  • Safe palletisation
  • Maximum individual package weight
  • Whether mechanical handling will be required

Do not use damaged boxes or packaging that cannot be resealed for the return journey.

Keep Return Packaging

Plan where empty cases and packaging will be stored.

Venues may not permit empty boxes, pallets and packaging to remain behind or around the stand.

Before arriving, check:

  • Whether empty-case storage is available
  • Whether storage must be ordered in advance
  • How packaging will be labelled
  • When it will be returned during breakdown
  • Whether storage charges apply
  • Whether packaging can be retained within a stand store

Do not block gangways, fire exits, electrical equipment or storage access with empty packaging.

Common Delivery Methods

Choose transport suited to the size, value and timing of the consignment.

Parcel Courier

Suitable for smaller boxes and lightweight materials.

Check whether the courier will deliver to a loading area, reception point or directly to the stand.

Dedicated Vehicle

A dedicated van or vehicle can offer greater control over timing and direct communication with the driver.

Pallet Network

Suitable for heavier or multiple packaged items.

Confirm tail-lift, pallet truck and unloading requirements before booking.

Exhibition Freight Company

Specialist exhibition freight providers may coordinate delivery, customs, storage, handling and return transport.

International Freight

International consignments may require customs documents, additional transit time and specialist advice.

Begin planning well before the event.

Exhibitor Transport

Exhibitors may transport goods themselves, subject to venue vehicle, unloading and access arrangements.

Receiving A Delivery Onsite

Check goods before the driver leaves where possible.

When receiving a consignment:

  • Confirm the package count
  • Check the labels and stand details
  • Inspect for visible damage
  • Photograph damaged packaging
  • Record concerns on the delivery paperwork
  • Check fragile or time-critical items promptly
  • Move goods safely within the stand boundary
  • Keep delivery documents and tracking details

Report missing or damaged goods to the transport provider as soon as possible.

Moving Goods To The Stand

Plan handling for heavy or awkward items.

Do not assume that venue staff, organisers or stand contractors will move exhibitor goods automatically.

Consider whether you require:

  • A trolley
  • A pallet truck
  • Porter assistance
  • A forklift
  • Specialist lifting equipment
  • Additional personnel
  • Protective floor coverings
  • A temporary storage area

Mechanical handling and labour may need to be ordered in advance and may be subject to venue rules.

Delivery Planning Checklist

Review these points before goods leave your premises.

Address Confirmed

Check the event-specific delivery address, hall and access point.

Delivery Time Confirmed

Make sure the courier is scheduled within the permitted build-up or delivery period.

Goods Fully Labelled

Label every package with the exhibition, hall, stand and contact details.

Vehicle Access Booked

Complete any required vehicle registration, unloading slot or loading-bay booking.

Handling Arranged

Book porters, forklifts, storage or specialist lifting where required.

Onsite Contact Available

Confirm the named recipient will be reachable during the delivery window.

International Deliveries

Allow additional time for customs and documentation.

International deliveries may involve:

  • Customs declarations
  • Commodity codes
  • Commercial or pro-forma invoices
  • Temporary import arrangements
  • Taxes and duties
  • Restricted products
  • Wood packaging requirements
  • Return export paperwork
  • Specialist freight agents

Use an experienced freight provider where the goods are valuable, time-critical or subject to customs control.

Insurance & Valuable Equipment

Check cover before sending valuable items.

Confirm whether goods are insured:

  • During collection
  • While in transit
  • During unloading
  • While stored at the venue
  • During the exhibition
  • During breakdown
  • On the return journey

Keep serial numbers, photographs, values and packing records for valuable equipment.

Do not leave high-value items unattended on the stand.

Arrange Collections Before The Event Ends

Do not wait until breakdown to organise return transport.

Confirm the collection date, permitted vehicle access, courier reference, driver details and final removal deadline.

Prepare return labels and packaging before the exhibition closes.

View Venue Guidance

Planning Post-Event Collections

Book the return journey in advance.

Before the final exhibition day, confirm:

  • The official breakdown start time
  • The earliest permitted collection time
  • The final removal deadline
  • Whether a vehicle slot is required
  • The courier booking reference
  • The driver or transport company contact details
  • Who will remain onsite to release the goods
  • Where the goods will be collected
  • Whether loading assistance is required

Allow for possible delays while the venue manages visitor departure and loading-bay access.

Preparing Goods For Collection

Repack and label every item securely.

During breakdown:

  • Use suitable return packaging
  • Remove old delivery labels where necessary
  • Attach complete return address labels
  • Add the courier reference
  • Number multiple packages
  • Separate hired equipment from exhibitor-owned goods
  • Photograph packed valuable items
  • Keep goods attended until collected
  • Obtain proof of collection

Unlabelled or unattended items may be treated as waste or left behind.

Avoid Common Delivery & Collection Problems

Careful preparation can prevent delays, missing items and additional charges.

Incomplete Labels

Goods addressed only to the venue may be difficult to identify and route to the correct stand.

Delivery Outside Permitted Hours

Drivers may be refused access where they arrive before or after the approved delivery period.

No Onsite Recipient

Couriers may not wait or may refuse delivery where nobody is available to accept the goods.

Handling Not Booked

Heavy pallets or equipment may remain in the loading area if suitable unloading services are unavailable.

Collection Booked Too Early

Drivers may arrive before breakdown vehicle access is permitted and leave without collecting.

Goods Left Unattended

Unattended items may be lost, damaged, removed or treated as waste after the collection deadline.

Frequently Asked Questions

What address should I use for exhibition deliveries?

Use the event-specific delivery address shown within your exhibition dashboard or exhibitor manual. Do not rely only on the venue’s general postal address, as deliveries may need to use a particular gate, hall or loading area.

Will the venue accept and sign for my delivery?

This varies between exhibitions and venues. Do not assume that venue or organiser staff will accept unattended deliveries. Arrange for a named onsite contact unless the event information confirms another process.

What information should be included on the delivery label?

Include the exhibition name, venue, hall, stand number, exhibitor company, onsite contact name, mobile number and package count. Attach a label to every individual item.

Can a parcel courier deliver directly to my stand?

This depends on venue access and the courier’s service. Some couriers deliver only to a loading area or reception point. Confirm the process in advance and provide the driver with an onsite contact number.

Can goods arrive before the official build-up period?

Early deliveries may be refused unless advance storage or freight handling has been arranged. Check the permitted delivery dates and any available storage services before dispatch.

Do I need to book a forklift or unloading assistance?

Mechanical handling may be required for pallets, crates, heavy equipment or awkward items. Check the venue rules and book the necessary handling service before arrival.

When should I arrange my return collection?

Book the collection before the exhibition ends. Confirm the permitted breakdown access time, final removal deadline, vehicle requirements and who will remain onsite to release the goods.

Can I leave packed goods on the stand for a courier to collect later?

Do not leave goods unattended unless the venue or organiser has confirmed a secure collection arrangement. Someone should normally remain with the items until they are collected.

What happens if my courier misses the collection deadline?

Items left after the deadline may incur handling, storage or disposal charges and may not remain secure. Contact the organiser, venue or Moyne team immediately if a collection is delayed.

Need Help With A Delivery Or Collection?

Contact the Moyne team if you are unsure about delivery addresses, onsite handling, vehicle access or collection arrangements.

Please include your exhibition name, company name, stand number, delivery date and the type or quantity of goods.

+44 (0)208 997 8596
info@moyne.co.uk

Contact The Moyne Team