How to Prepare Crates, Pallets and Cases for a Trade Show

Good preparation makes a show shipment easier to quote, collect and receive. Measure and weigh each packed piece, secure the load and label it for the correct edition and receiving location. NEX EXPO uses those details to calculate your freight rate and handle pickup and show delivery. Follow this checklist, then build your shipment and see its rate.

1. Make a piece-by-piece packing list

Give each pallet, crate or road case a unique reference. Record what is inside, the outside length, width and height, the gross weight, and any handling limitation. Photograph the closed piece and its labels. Keep a copy with the person responsible for pickup and another with your show team.

Secure contents so they cannot shift during normal freight handling. Use packaging appropriate to the items and handling method; ask your packaging supplier or NEX EXPO if you are unsure. Do not treat shrink wrap alone as protection for fragile or unsupported parts. Keep fork access and lifting points usable.

2. Measure the finished package

1. Measure the longest outside length and width, including anything that projects beyond the base.

2. Measure height from the floor to the highest packed point, including the pallet or wheels.

3. Weigh the complete packed piece. Include packaging and all contents.

4. Record the units with every number. For custom crates, the current NEX EXPO form accepts inches or centimeters and pounds or kilograms.

5. Recheck the measurements if anything is added after the quote.

Example: a crate body is 78 inches high but sits on a 6-inch base. Its packed height is 84 inches, not 78. If a handle extends beyond a nominal 48-inch width, include the handle in the measured width. Do not round down to fit a selection.

3. Choose your package and crate details

Choose the predefined package that fits your packed freight: Trunk / Road Case for rolling trunks and ATA cases up to 350 lb; Standard Pallet up to 48 × 40 × 45 inches and 1,000 lb; or Tall Pallet up to 48 × 40 × 72 inches and 1,000 lb. Add the quantity for each type.

Add each crate separately. For a packed crate within 50 × 48 × 84 inches, choose Standard allowance and select its weight band: up to 800 lb or up to 1,500 lb.

For a different size or weight, choose Different size / weight and enter the outside length, width, height and gross weight in inches or centimeters and pounds or kilograms. Custom crates support declared weights up to 4,500 lb per piece, subject to the displayed size and handling checks. Indicate whether horizontal rotation is allowed; this does not mean tipping the crate. If a measurement is missing, ask NEX EXPO for help before booking.

Use the live rate form to select your packages, enter crate details and see the transportation rate.

4. Label for the receiving route

Use the labels and addressing instructions for the exact edition and receiving option. Show name, exhibiting company, booth number, piece count and required contractor references should match the exhibitor manual. Remove or cover obsolete routing labels while keeping any required handling markings visible.

A venue's visitor address may not be its freight receiving address. Check your show page and venue guidance, then confirm the edition's instructions. See direct-to-show versus advance-warehouse shipping before choosing a destination.

5. Check pickup readiness

• All pieces are closed, secured, labeled and accessible at the agreed pickup location.

• The piece count, dimensions and weight match the booking.

• Any access limitations, loading equipment needs or handling restrictions have been disclosed.

• The pickup contact has the carrier documents and can be reached.

• Your team has a plan for retaining packing materials and arranging return freight.

Common mistakes

Measure the packed piece, include the pallet or base, use the correct show labels and declare each crate's actual dimensions and weight. These details help NEX EXPO coordinate the right transportation and handling.

Sources and review

Reviewed September 26, 2026 by NEX EXPO Express against the current public NEX EXPO package selections and crate form. For general show-service responsibilities, consult Freeman's exhibitor guide and your current exhibitor manual. Ask NEX EXPO about uncertain dimensions or services before shipping.