Drayage is not regular shipping.
Getting freight from the loading dock to your booth is a separate, fee-based service — billed by weight and handled by the show contractor. It is often the most unexpected line in an exhibitor's budget.
Exhibiting in the U.S.
Your U.S. Trade Show Booth, Without the Surprises
A practical guide for international exhibitors, export brands, and first-time U.S. trade show participants — booth planning, show deadlines, venue rules, material handling, electrical services, and the steps in between.
Who This Guide Is For
U.S. trade shows run on a system. Here is how to plan for it.
Many international exhibitors are surprised by how structured the U.S. trade show system is. Booth design is only one part of the process. Deadlines, service forms, labor rules, material handling, electrical orders, and move-in schedules can directly affect cost and execution. This guide walks through the planning steps that matter most — so the only surprise on the show floor is how smoothly everything goes.
International Exhibitors
Companies preparing to exhibit in the U.S. from abroad.
Export Brands
Manufacturers and brands presenting products to the U.S. market.
First-Time U.S. Participants
Teams that need clarity before committing to booth production.
Important Planning Note
Every U.S. trade show has its own exhibitor manual, deadlines, contractor rules, venue regulations, and service forms. This guide is a planning overview — final requirements should always be confirmed through the official show manual.
Planning Timeline
The exhibitor's countdown.
Not our production schedule — your decision calendar. Starting early reduces rush decisions, missed deadlines, and unexpected show-floor limitations.
Planning Window
16+ Weeks
Secure booth space and define the direction.
Secure booth space, review the floor plan, define goals, and start the booth direction — before major service deadlines approach.
Preparation Window
12–14 Weeks
Confirm the scope and read the show manual.
Confirm booth size, budget, and design direction. Review the show manual for height limits, line-of-sight rules, EAC forms, insurance requirements, and key service deadlines.
Design Window
8–10 Weeks
Approve the design and prepare production details.
Approve booth design, start production planning, prepare graphics at production resolution, and review electrical and service needs before deadlines.
Service Window
4–6 Weeks
Submit show forms and coordinate related providers.
Submit show forms, coordinate EAC requirements, confirm insurance/COI, and finalize freight and material handling planning with related providers.
Final Window
1–2 Weeks
Confirm move-in, access, and final details.
Confirm move-in schedule, installation access, badges and wristbands, the outbound plan, and final booth details.
Execution Window
Show Week
Install, inspect, clean — and open with confidence.
The booth is installed to the approved plan, inspected for details, cleaned, and made show-ready before the floor opens.
Speak the Language
U.S. trade show terms worth knowing.
These terms appear in every exhibitor manual, service kit, and show-floor conversation. Understanding them early makes planning much easier.
Drayage
The handling of freight between the dock or warehouse and your booth — a paid show service, separate from shipping.
Material Handling
The official term for drayage in most exhibitor manuals; usually billed per CWT (hundredweight).
I&D
Installation & Dismantle — the labor that sets up your booth before the show and takes it down after.
EAC
Exhibitor Appointed Contractor — a non-official contractor (such as your booth builder) that must be registered with the show by a deadline.
COI
Certificate of Insurance — proof of liability coverage that venues and shows require from contractors working on the floor.
Show Manual / Exhibitor Kit
The show's official rulebook: deadlines, order forms, regulations, and service pricing in one document.
Advance Warehouse
A facility that receives freight before the show and delivers it to your booth at move-in — earlier deadline, more predictable handling.
Direct-to-Show
Freight sent straight to the venue within a tight delivery window during move-in.
Rigging
Hanging structures or signs from the ceiling — ordered separately and performed by authorized venue labor.
Target Move-In
The specific date and time slot the show assigns your booth for freight delivery and installation start.
Material Handling Agreement
The form that authorizes the show contractor to receive, move, and handle your freight at the show.
Line of Sight
Rules that protect visibility for neighboring booths — they shape what can be built and where.
Where Standmi Helps
The booth-related scope, handled with clarity.
We help exhibitors plan the booth-related scope clearly — from design direction and production timing to installation coordination and show-floor readiness.
Scope note: Standmi does not replace a customs broker, freight
forwarder, or official show contractor. For freight, customs clearance, and official
show services, exhibitors should coordinate with licensed providers and the official
show contractor listed in the exhibitor manual. We help you understand the
booth-related process, plan ahead, and avoid common U.S. trade show surprises.
01
Booth Planning
Booth size, layout priorities, product display needs, meeting zones, storage, and visitor flow.
02
Design & Production Coordination
The approved concept aligned with production timing, structural details, finishes, and show-floor practicality.
03
Graphic & Brand Integration
Booth elements prepared to support brand visibility, product communication, and visitor engagement.
04
Installation Preparation
The booth-related details that affect installation: access, timing, finishing, and show-ready presentation.
05
Show-Floor Execution Support
A clean, polished, brand-aligned booth environment — ready before the floor opens.
Free Download
The U.S. Exhibitor Preparation Checklist
A practical operational checklist for exhibitors and project teams — deadlines, coordination, and decisions in one printable document.
What We've Learned
Not just a booth. A business environment.
After 15 years on show floors, we've learned what actually makes a booth work. It's never the size — it's how the space does business.
01 / Visibility
Attention is earned in seconds.
Sightlines, lighting, and one clear message decide whether attendees stop — long before they read a single word about your product.
02 / Credibility
Buyers judge the company by the booth.
Clean construction, consistent branding, and considered details tell visitors how you do business everywhere else.
03 / Engagement
Conversations don't happen by accident.
An open entry, natural circulation, and a comfortable place to sit are what turn foot traffic into twenty-minute meetings.
04 / Conversion
A booth is a sales tool with a deadline.
Three days, one goal. Every layout decision should answer the same question: does this help close business?
FAQ
Questions exhibitors ask us.
General planning guidance — exact requirements depend on the show, venue, exhibitor manual, and project scope.
When should we start planning our U.S. trade show booth?
For a custom booth, 16 or more weeks before the show is a safe starting point — earlier for large islands or first-time exhibitors. Booth space itself is often booked months before that.
What is drayage or material handling?
It is the paid service of moving your freight between the dock or advance warehouse and your booth. It is billed by weight, handled by the show contractor, and budgeted separately from shipping.
Do we need to order electricity separately?
Yes. Power is not included with booth space. Outlets, power drops, and electrical labor are ordered through the show's exhibitor kit, and advance-deadline pricing is significantly cheaper than on-site orders.
Can international companies ship booth materials to the U.S.?
Yes, with early planning. Temporary import options, commercial invoices, and customs timing should be coordinated with a licensed freight forwarder and customs broker experienced in trade shows.
What is an EAC?
An Exhibitor Appointed Contractor — any contractor you bring that is not the show's official contractor, such as your booth builder. EACs must usually be registered with the show and provide a Certificate of Insurance by a set deadline.
Do U.S. trade shows have union labor rules?
Many venues do. Depending on the city and venue, work such as electrical, rigging, or booth assembly may need to be performed by union labor. The show manual defines what exhibitors may do themselves.
Can Standmi handle the entire booth project?
We handle the booth-related scope end to end: design, production, graphics, installation coordination, and show-floor readiness. Freight, customs, and official show services remain with licensed providers — and we plan the booth around their timelines.
What should we prepare before contacting a booth builder?
The show name and dates, booth size and location on the floor plan, your goals for the show, the products you will display, a budget range, and your brand assets. With these, a builder can give you a realistic direction quickly.
Planning your first U.S. trade show?
We work through these details every show. Ask us anything before your next booth project begins.