FAQ
Questions we hear a lot.
Everything exhibitors ask before their first booking — answered clearly and honestly.
Coverage & Shows
Is this available at all trade shows?
We operate at all major U.S. trade shows and convention centers, with over 13,000 shows in our directory. Enter your show in the rate tool to confirm availability and see pricing. If your show isn't listed, request it and we'll add it within 24 hours.
Do you service regional or smaller shows?
Yes. We service shows of all sizes across the U.S. — from major conventions like CES and SEMA to regional industry shows and smaller events. If the venue has a loading dock and an official decorator, we can service it.
How do I know if NEX EXPO services my specific show?
Search your show name in our rate tool or trade show directory. If it's listed, we service it. If it's not listed, use the Request a Show form — we add new shows within 24 hours.
My show isn't in your directory. What do I do?
Use the Request a Show form on our Trade Shows page. Provide the show name, city, venue, and dates. We'll add the show to our directory within 24 hours and notify you by email when it's ready to book.
Do you handle international trade shows?
NEX EXPO Express currently covers U.S. trade shows only. For international show shipping, our parent company NEX Worldwide Express offers global freight services. Contact us and we'll connect you with the right team.
What shipment types do you handle?
We handle trunks and road cases (≤350 lb), standard pallets and skids (≤1,000 lb), tall pallets up to 72" height (≤1,000 lb), and wooden or OSB crates (≤800 lb). For oversized or special freight, contact us for a custom quote.
How It Works & EAC
What is an EAC and why does it matter?
An Exhibitor Appointed Contractor (EAC) is a third-party shipping company that is officially approved to deliver freight directly to a trade show venue. Without EAC status, your carrier cannot access the show dock. NEX EXPO Express is EAC certified at all major U.S. trade show venues.
Does the decorator allow direct dock delivery?
Yes. We deliver as your official Exhibitor Appointed Contractor (EAC). The decorator moves freight from dock to booth, as required by show regulations — we handle everything before that point.
Do I completely avoid drayage?
You avoid the warehouse stage — which is the largest and most expensive part of drayage. The decorator's on-site dock-to-booth handling is smaller and remains, as required by show regulations. This applies to all EAC shippers — it cannot be avoided.
Do you deliver inside the exhibition hall?
No. We deliver to the show-site loading dock. Dock-to-booth handling is performed by the official show decorator, as required by venue rules. This is true of all EAC shippers. The decorator fee for this service is separate and applied by the show organizer.
Are you compliant at all major U.S. shows?
Yes. NEX EXPO Express is EAC certified at major U.S. trade show venues including the Javits Center (NY), Las Vegas Convention Center, McCormick Place (Chicago), Orange County Convention Center (Orlando), and many more. Search your specific show to confirm coverage.
What paperwork do you handle?
We manage COI (Certificate of Insurance) documentation, EAC registration with the show, and dock appointment scheduling — the three pieces of paperwork exhibitors typically struggle with most. You don't need to submit anything separately.
Do I need to submit my own COI?
No. NEX EXPO handles COI submission on your behalf for every shipment. We prepare the certificate naming the show, venue, and all required additional insureds. You don't submit anything separately.
What if the show requires specific EAC documentation I don't have?
We handle all required EAC documentation as part of every booking. If a show has unusual requirements we'll contact you directly to confirm details. You never need to navigate EAC paperwork on your own.
Pricing & Rates
How does flat-rate pricing work?
You get one all-inclusive price before you ship — covering pickup, transportation, EAC coordination, dock appointment scheduling, COI documentation, and show dock delivery. No per-hundred-weight math, no fuel surcharges, no post-show invoices.
Are there any fees not included in the flat rate?
The only fee not included is the decorator's standard dock-to-booth handling fee — this is charged by the official show decorator (e.g. Freeman, GES) and applies to all exhibitors regardless of shipping provider. It cannot be avoided. All NEX EXPO fees are included in your flat rate.
What zones are prices based on?
Pricing is based on shipping distance from your origin ZIP to the show venue. Zone 1 is up to 500 miles, Zone 2 is 500–1,000 miles, Zone 3 is 1,000–1,500 miles, and Zone 4 is 1,500+ miles. Enter your ZIP in the rate tool to see your exact zone and price.
Do prices change between shows or zones?
Zone pricing is based on distance from your origin ZIP to the show venue — so the same shipment may be in a different zone for a show in Chicago vs Las Vegas. Base rates per piece type are consistent across all shows within the same zone.
How do multi-pallet discounts work?
Discounts apply to Standard Pallet shipments automatically at checkout. Ship 2 or more Standard Pallets and save $50 each. Ship 4 or more Standard Pallets and save $100 each. Book return shipment at checkout and save an additional 15% on the return rate.
Is there a minimum shipment size?
No minimum. We ship single trunks, single pallets, or any combination. Volume discounts apply automatically when you ship 2 or more pallet shipments.
Booking & Process
How do I get a quote?
Enter your show name, origin ZIP, and piece types in our rate tool. Your flat-rate quote appears in under 60 seconds. No account needed to get a rate.
Do I need an account to get a rate?
No. You can get an instant flat-rate quote in under 60 seconds without creating an account. An account is only required when you're ready to confirm and book your shipment.
What information do I need to book?
You'll need your show name, pickup address, piece types and quantities, and a preferred pickup date. We collect booth number and exhibitor details during booking — not during the rate step.
How long is my quote valid?
Your quote is valid for 30 days from the date it's generated. Pricing is based on piece types, counts, and your shipping zone at the time of the quote. Changes in quantities or sizes may result in revised pricing.
What is the latest I can book before a show?
Each show has its own booking deadline — shown on the show page. We recommend booking at least 2–3 weeks before move-in. Last-minute bookings may be accommodated depending on availability — call us directly at (877) 847-9999.
Can someone else book on my behalf?
Yes. Event agencies and logistics managers frequently book on behalf of exhibiting clients. Contact us to set up a multi-client account if you manage bookings for multiple companies.
Can I cancel or modify my booking?
Yes — modifications and cancellations are subject to our standard terms and conditions. Please contact us as soon as possible if you need to make changes. Requests made well in advance of pickup are generally easier to accommodate. See our Service Agreement for full details.
Shipping & Delivery
How far in advance do I need to ship?
We recommend booking at least 2–3 weeks before your show move-in date. Each show has an advance booking deadline — check your specific show page for exact dates. The earlier you book, the more flexibility you have on pickup windows.
Can I track my shipment?
Yes. Once your shipment is booked you can track it in real time through your account dashboard. You'll also receive email updates at key milestones — pickup confirmed, in transit, and delivered to show dock.
What if my freight arrives late or misses the move-in window?
If a delay occurs we contact you immediately and work to resolve it. We coordinate directly with the show decorator on your behalf. For time-sensitive situations call us at (877) 847-9999 — our operations team handles show-day issues directly.
What happens if my freight is damaged or lost?
NEX EXPO Express handles your freight with care through the entire transportation process. Optional cargo insurance is available at checkout for added protection. If issues arise, contact us immediately at (877) 847-9999 or support@nexexpoship.com.
After the Show
Can I ship my freight back after the show?
Yes. Book your return shipment at checkout when booking your outbound shipment and save 15%. We pick up from the show dock after move-out and deliver back to your specified location. Return shipments can also be booked after the fact — contact us directly.
Do you offer storage between shows?
Yes — secure, climate-controlled storage is available as an optional add-on service. This is ideal for exhibitors who attend multiple shows throughout the year and want to avoid shipping back and forth between events. Pricing is shown before you confirm.
What if I forget to book my return shipment at checkout?
No problem. Contact us before or during the show and we'll arrange return pickup. Note that the 15% return discount only applies when booked at the same time as your outbound shipment.
How long does return delivery take?
Return transit times follow the same zone-based schedule as outbound shipments. Zone 1 typically 1–2 business days, Zone 2–3 typically 2–4 days, Zone 4 up to 5 business days after show dock pickup.
Will I receive a post-show invoice?
No. Your flat rate is locked in before you ship. What you see at checkout is what you pay — no post-show invoices, no surprise charges. The only additional fee you may receive is from the official show decorator for dock-to-booth handling, which is outside NEX EXPO's control.
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