OK, I didn't consult an expert in this area, but I'm pretty sure that your exhibit NOT arriving at your trade show is near the top, followed by arriving damaged, followed by you getting the flu right before the big day.

Let me tell you that most shipping disasters can be avoided with a few simple practices. At our company, I have witnessed every type of shipping or freight fiasco that can be imagined. I've had trade show displays obliterated by freight companies, lost, delivered to the wrong city, held up in terminals for no reason, stabbed by forklifts and one display seized by the FDA...yes, the food and drug administration!

Granted, there are times when nothing is going to save your shipment. We have all seen our fair share disasters such as floods, hurricanes and snow storms. Any one of these can make your exhibit (or for that matter your trade show) disappear. I would categorize these disasters as something "out of your control."

You may be surprised what you do control in regards to planning and follow up to get your trade show exhibit delivered correctly...and none of it is that difficult to do.

Double check the address you are shipping to. I know...this sounds basic, but this step can save you a lot of trouble if you happen to be guilty of transposing numbers or entering the wrong address. Also, the advance shipping address for the trade show may be different from the physical address of the show itself.

Verify the shipping company has the correct information for your delivery. You may have the right information, but does your freight company? Make sure they do.

Verify the date your display will be delivered. Not only that, make sure you have the dates down for when the trade show is accepting deliveries or when you are allowed by your hotel to ship to an arriving guest. Double check to make sure that the delivery dates and the show dates mesh. In other words when shipping to the show, pay attention to the advance receiving dates. Also, pay attention to the type of freight service you are buying. LTL (Less than truckload) may take longer than a guaranteed delivery date. I've seen LTL shipments get put off until there is another shipment to fill up the truck. Of course, there are various transit times depending on the pick up & delivery locations to consider too. Shipping from California to California will obviously take less time than California to Chicago.

Make sure you use the show shipping labels for freight (or equivalent). This is not always required, but some shows have extra relevant information to make sure your exhibit gets to the right booth. This means that you should include the name of the show, your company name, your booth number and anything else that could solve a potential problem. You may even want to put somewhere in the paperwork or on the boxes & crates a company contact & cell phone number. This should be written somewhere that won't interfere with delivery information but is still available for a receiving dock trying to solve a problem.

Get tracking information from the carrier. Don't wait until the day before the show to verify that your order is going to be late. Get tracking information and follow the progress of your shipment. If there is online tracking, check it everyday that it is in route. This way if you spot a problem, you may be able to solve it with enough time to make a difference.

Don't complicate your life. If your display is small enough that it can be carried or pulled in on wheels, check it in as luggage on your flight or have it shipped to your hotel. Better yet, if you have a satellite office in the trade show's city, ship it there.

Always buy insurance & inspect the delivery whenever possible. What if the worst happens and your display is lost or destroyed? At least you can get reimbursed for a replacement. When your display is delivered check to see if there is damage and notify the freight company right away and preferably on the delivery paperwork. There are some signs of damage to check for other than the obvious crushed box. Damage to the outside boxes or crates no matter how small can be an indication of damage to something inside. If your shipment was opened for any reason by the freight company, check the contents for damage. There may have been an inspection and an untrained worker may have repacked your shipment wrong.

Pack your trade show exhibit like you are shipping something very fragile. More damage occurs to displays that are packed carelessly. Be mindful, that your exhibit may travel a few thousand miles over countless bumps, stops and starts, constant vibrating and so on. Use packing material, bubble wrap or anything else that can prevent shipping wear and tear. For example, it's a bad idea pack loose graphics side by side with hardware.

When there is a problem, look for solutions. Whatever the problem is that may delay your shipment; it usually doesn't help to gripe out the people trying to help you. Your exhibit dealer, freight company, your employee, the people at the show, the hotel all probably (or should) want to help. Instead try to view everyone involved a problem solving team. Ask for ideas. Anyone involved with shipping has solved problems in the past and may have your answer if you give them the chance. On one important shipment we had for example, it was delayed on some loading dock and looked like it was going to stay there long enough to miss our deadline. We solved it by simply contacting another freight company to come and pick it up who could deliver the exhibit on time.

Have a back up plan in case none of this helps and your display is still not delivered to the show. Line up a back up display and graphics locally in the city where the trade show is taking place in advance. Find out if the show offers any type of rentals. Get a banner and table cover printed with you company's message as an inexpensive back up.