Logistics: Traffic, Deliveries, Lifting & Storage

The Organisers & Venue are doing everything they can to ensure that build up and breakdown runs as smoothly as possible for everyone onsite, but all Exhibitors, Contractors, and Suppliers also have a responsibility for this. Below are some ideas that you should be considering:

Want to avoid the traffic queues and potentially save money? Then why not send your goods/stand building materials to the Official Logistics Provider two weeks before the show, who will then deliver them to your stand in time for when you arrive onsite. See section below for more details.

You don’t need your furniture on the first day of build so be considerate of others and plan your deliveries accordingly.  To avoid the risk of furniture and dressing items being turned away during the first few days of build, why not arrange for these items to be stored with the Official Logistics Provider until you are ready for them?

No one enjoys getting stuck in exhibition traffic and it is very easy for courier drivers to refuse to deliver your items. Therefore, contact the Official Logistics Provider who would be more than happy to manage this for you instead. Give them a call to see how they can help ensure a smoother onsite experience for you and your team.

Consider methods to reduce the number of deliveries and where possible and safe, having single workers load or unload vehicles. Consider using the same pairs of people for loads where more than one is needed. Encourage drivers to stay in their vehicles where this does not compromise their safety and existing safe working practice. Enable drivers to access welfare facilities when required, consistent with other guidance.

PLEASE NOTE that the Venue nor the show Organisers will accept or sign for any deliveries. All courier deliveries will be directed to the Official Logistics Provider.                 

Want to avoid any exhibition traffic and save time?

Then we strongly recommend that you consider booking the Advanced Warehouse option with the Official Logistics Provider. Send your goods around two weeks before the show and they will be stored and delivered directly to your stand when you are ready for it. It will not only save you time but could also save you money. Speak to the Official Logistics Provider now to see how they can help.

Please click the links below for further information:

Material Handling - GES

Domestic Shipping Services - GES

International Shipping & U.S. Customs Guidelines - Phoenix Logistics

Can I use my own courier?

Yes you can but in our experience we do suggest that you consider using the Official Logistics Provider for the following reasons:

• Couriers find it difficult to navigate the venue traffic systems and often struggle to find specific stands within halls.
• Risk of courier drivers getting caught in exhibition traffic and not wanting to wait.
• They sometimes leave deliveries without signatures.
• Any deliveries that arrive before tenancy begins will be turned away.
• We are currently not allowing any couriers into the exhibition hall so all items are required to be left with the Official Logistics Provider.
• The organisers and venue will not accept or sign for any deliveries on your behalf.

So to avoid the stress of wondering whether your goods will arrive in time, speak to the Official Logistics Provider and see how they can help and manage this on your behalf.

Please click the links below for further information:

Material Handling - GES

Domestic Shipping Services - GES

International Shipping & U.S. Customs Guidelines - Phoenix Logistics

If you do decide to use your own courier company, make sure that they have the correct address below. Direct deliveries must not arrive at the venue before 27th August (Tuesday) - they will be returned to your local logistics/carriers depot. If there is no one at your stand to receive your delivery, and on the rare chance that the delivery is accepted at the Venue, then please be aware that there may be an additional handling fee from the Official Logistics Provider.

Name of exhibiting company

C/O PAX West 2024 / Booth # _________

Seattle Convention Center

705 Pike Street

Seattle, WA 98101-2310

Notify Party:

PIBL – Phoenix Intl Business Logistics, Inc.

ATTN: Veronica Gomez 908-355-8900

[email protected]

All documents such as invoices and packing lists should accompany air shipments and must arrive with the freight.

If it is necessary for you to have a delivery made during the show open period, please ensure that this is made prior to the show opening. Trolleys are not permitted on the show floor once the show is open and therefore any deliveries will have to be hand carried.  

Please do take the time to speak to the Official Logistics Provider who are very experienced in handling exhibition freight and will have cost effective solutions to make your planning experience both pre-show and onsite a lot easier so your time can be spent on more important things.

Be considerate of others and keep the aisles around your stand clear at all times. Items left in the aisles run the risk of being removed either by the Official Logistics Provider or the Cleaning Team which will incur charges that will then be passed directly back to either the stand contractor or exhibitor.

To avoid this risk, why not ask the Official Logistics Provider to store any items until you are ready to receive them on your stand? Delaying the delivery of furniture and dressing items will have a positive impact ensuring a smoother onsite experience for everyone, for example:

• Everyone on site can move more easily around the show floor.
• The Official Logistics Provider can deliver freight quicker to stands.
• Venue rigging department can navigate around the show floor easier so less delays.
• Creates more space for your team to work.
• Allows venue cleaners to sweep the aisles more regularly which will help to ensure a clean show for your clients on opening morning.

No excess stock, literature, or packing cases may be stored around or behind your stand. If you require storage whilst on site at the exhibition (e.g. empty cartons, boxes, literature, etc.), please contact the Official Logistics Provider for a quote. They will collect items from your stand, store them and promptly return them to you during breakdown.

Be sure to collect packing labels from the Official Logistics Provider during build-up. If packing material are found un-labelled onsite, it may be treated as waste and removed.

Whilst every precaution is taken to ensure the safety and security of the storage areas, we cannot accept any responsibility whatsoever for any, loss or damage or any consequential losses which may befall on your property.

You must not begin removing items from your stand until the exhibition is closed and all visitors have left the hall. 

Trolleys will not be allowed on the exhibition floor until after this time.

Please do not leave any goods unattended on your stand at this time. Breakdown is a busy period and your property is particularly vulnerable to theft and damage at this time. If you have arranged for a courier to collect items from your stand, please ensure that you are there to meet them.

The organisers cannot be held responsible for any loss or damage to your goods.

Monday, September 2 - 6:00 pm - 11:00 pm

*Please note that Monday, September 2 is Labor Day – Holiday rates do apply.

This is a Targeted Move Out. Please reference the Target Move Out Plan for your assigned time. ALL booths must be 100% packed by 11:00 PM on Tuesday, Sept. 2. Loading will continue through Wednesday, Sept. 3. Please have your carrier check in 1 to 2 hours prior to your targeted move out time. All exhibitors must be packed up and ready at their designated time to avoid off-target surcharges. The Marshaling Yard closes at 11:00 pm.

Tuesday, September 3 - 8:00 am - 5:00 pm

Please have your carrier check in 1 to 2 hours prior to your targeted move out time. The Marshaling Yard closes at 6:00 PM. Booths must be packed up by End of Day Tuesday, September 5th.

Wednesday, September 4 - 8:00 am - 2:00 pm

Please have your carrier check in 1 to 2 hours prior to your targeted move out time. The Marshaling Yard closes at 2:00 PM. All exhibitor materials MUST be removed by 2:00 pm.

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