What do I need to do to ship my items back from the event?

For every outbound shipment, a Material Handling Authorization (MHA) form is mandatory, regardless of whether you choose to ship with our services or your preferred carrier. Please complete the MHA form sent to your email (Subject: Action Required: Material Handling Authorization Form). You must also coordinate shipping with a carrier. If you need assistance with shipping services, Shepard Logistics is available at logistics@shepardes.com.

What is a marshaling yard?

A marshaling yard serves as a staging area for carriers who are delivering shipments to the show site.

How can I receive a quote for outbound shipping?

Please contact our Shepard Logistics team at 888-568-8858 or via email at Logistics@shepardes.com. For more information about Shepard Logistics, click here.

What if I need to ship my items outside of the US and Canada internationally?

Shepard Logistics can handle any Domestic US and Canada shipping needs. If you are needing to ship outside of the US and Canada we recommend using the event’s appointed Official International Freight Forwarder and Customs Broker for your international shipping needs.

What happens if I receive a bill directly from the carrier?

Contact our Shepard Logistics team at 888-568-8858 or via email at Logistics@shepardes.com so that we can contact the carrier to void their additional billing. This usually occurs when Shepard’s Bill of Lading (BOL) is not used at the time of pickup.

Are your rate quotes final and certain?

Your shipping quote is based on the information provided to our Shepard Logistics team at the time of booking. Any change or difference in the weight, size, or location, can result in a change in final shipping costs. To ensure that your shipping rates stay in line as originally quoted, be sure that you provide the Shepard Logistics team with the most accurate weight and description of your shipment.

Who will transport my shipment?

Our network consists of a small, dedicated carrier group as opposed to most transportation brokers working through hundreds or even thousands of carriers. The driver of the selected carrier will identify themselves as picking up on behalf of Shepard Logistics.

How are claims handled?

If your freight arrives and is either damaged or missing pieces, it is important to document the exceptions on the transportation provider’s delivery receipt so that the issues are accurately and timely documented for claim resolution. A claim must be filed as quickly as possible and within 15 days of receipt. The best option is to contact Shepard Logistics via email at Logistics@shepardes.com or via phone at 888-568-8858. The Shepard Logistics team can provide all necessary documentation and assist in the claims process.

Do I need to be present at the time of pickup?

Someone should be on-site at time of pickup that is authorized to administer the Shepard documentation and tender the shipment to the transportation company. If the driver arrives at the pickup location and either the freight is not ready or there is no one available to sign the Bill of Lading (BOL), the driver will not normally wait. The pickup must then be re-dispatched, which could include a re-delivery fee to cover the extra time and miles.

Is there an additional fee for residential services?

Yes, there are residential delivery fees that apply to freight shipping which are primarily assessed on pickups provided at non-commercial locations. This includes apartments, residences, farms, estates, remote locations, and possibly schools and churches. The cost to ship can also change when delivering to a limited-access location (i.e., construction sites, military bases, camps, and storage-unit facilities).

Can I estimate the weight of my shipment?

It is important to determine the most accurate weight for the freight items you are shipping. Your shipping quote will be based on the weight that you provide.

Do I have to call other transportation providers for domestic air or expedited services, or can Shepard Logistics handle all my requirements?

At Shepard Logistics we offer comprehensive transportation solutions, including domestic US and Canada air shipping and expedited services. Our extensive network and partnerships enable us to efficiently manage all your requirements without the need for you to contact multiple providers.

What is standard ground shipping?

Standard Ground shipping handles freight shipments ranging from 1 lb. to 3,000 lbs. When the item you need shipped or transported weighs more than 3,000 lbs. other service may be more suitable and more economically competitive. Our logistics specialists are qualified and ready to provide those options that are best suited for your unique requirements. Standard ground shipping is not guaranteed, and freight will deliver once it reaches destination.

Where can I find tracking information for my shipments?

You can obtain tracking information through your carrier or by contacting Exhibitor Services at orders@shepardes.com.

How do I know if my freight was received at the warehouse?

You can obtain a delivery receipt through your carrier or by contacting Exhibitor Services at orders@shepardes.com.

How do I schedule shipping to the warehouse?

You may choose to coordinate shipping through Shepard Logistics by contacting us at logistics@shepardes.com. Alternatively, you can utilize your preferred carrier. To learn more about Shepard Logistics, please click here.

Do I need to fill out anything to have my shipment picked up?

For every outbound shipment, a Material Handling Authorization (MHA) form is mandatory, regardless of whether you choose to ship with our services or your preferred carrier. Please complete the MHA form sent to your email (Subject: Action Required: Material Handling Authorization Form).

Do I need to order labor to unload my materials and take them to my booth?

Yes, you’ll need material handling services to unload and deliver your shipment to your booth. You can order these services in your Event Portal on ExhibitorPro under “Services” > “Material Handling”.

What is a Material Handling Authorization (MHA) form? Why do I need one?

A Material Handling Authorization (MHA) form is a document essential for Shepard to manage the transfer of your shipments from the dock and to release the shipment to the carrier, regardless of whether you choose to ship with our services or your preferred carrier. Please complete the MHA form sent to your email (Subject: Action Required: Material Handling Authorization Form).

How can I estimate my material handling charge?

Material handling charges apply to all materials shipped to your booth. To get an estimate, log in to your Event Portal on ExhibitorPro under “Services” > “Material Handling”. Click “Get Estimate” and follow our guided process to receive pricing based on your specific shipment details.

What is the difference between shipping and material handling?

Shipping involves a carrier collecting items from your location and delivering them to the advance warehouse or event facility’s dock. Material handling encompasses receiving a shipment from your carrier and managing on-site handling throughout the event cycle.

Where can I get help moving my materials once I am on-site?

Shepard is the sole provider of material handling services at the event. Our team will transport your booth materials from the loading dock to your booth location. If you have any questions or need assistance with material handling while on-site, please visit the Exhibitor Services Center.

Where can I find marshaling yard hours and directions?

If available, you can access this information in your Event Portal on ExhibitorPro under “Services” > “Material Handling” > “Marshaling Yard”.

How far in advance do I need to schedule a pickup?

Please allow a 4-hour window of time for freight pickup and note that most shipping companies make pickups in the afternoon and reserve the mornings for making freight deliveries. We will always recommend shipping to the advanced warehouse, if possible, to ensure on time arrival of your freight to your booth space. Important dates and times are located in your Event Portal on ExhibitorPro.

Why should I use Shepard Logistics as my carrier?

Shepard Logistics provides a shipping solution designed specifically for exhibitors. Coordinating shipments can be time-consuming and unpredictable, but with Shepard Logistics, you get a streamlined experience that eliminates the hassle. We handle all the details—from pickup to delivery to return shipping—so you can focus on making an impact at your event. You’re getting more than just a carrier; you’re working with a team that knows your event inside and out. Our integrated approach means fewer logistics headaches, better coordination, and built-in material handling savings. Ready to simplify your shipping experience? Contact Shepard Logistics at 888-568-8858 or logistics@shepardes.com.

Can I bring my own booth materials?

This depends on the union and labor jurisdictions for your event. You can find the specific details that apply to your event in your Event Portal on ExhibitorPro under “Event Information” > “Regulations”.

Where can I find shipping labels for the event?

Shipping labels can be found on ExhibitorPro under “Services” in your Event Portal. Two options are available: labels for shipping in advance to the warehouse or directly to the show site.

How do I address my shipments for my booth?

Please use the shipping labels for inbound shipments found on ExhibitorPro under “Services” in your Event Portal. Two options are available: labels for shipping in advance to the warehouse or directly to the show site. Shipping addresses are also available in your Event Portal under “Event Information” > “Quick Facts”.

How do I know when to ship my freight to get it to show site by a certain time?

For shipping deadlines, please refer to the “Quick Facts” section on the homepage of your Event Portal in ExhibitorPro, which includes the first and last days for warehouse deliveries. Once you know these deadlines, you can coordinate your shipping arrangements with your chosen carrier. If you need assistance with shipping services, Shepard Logistics is available at logistics@shepardes.com to help coordinate your shipment.

Shepard Logistics

Stress-free trade show shipping.

Your trusted logistics partner, ensuring your materials arrive safely, securely, and right on schedule.

How it Works

How it works

The shipping solution designed for exhibitors.

Coordinating event shipments can be time-consuming and unpredictable, but Shepard Logistics makes it simple. Our end-to-end service ensures your materials are handled with care—from pickup to delivery—with guaranteed timing, preferred handling, and complete support every step of the way.

Schedule & Send

Contact our team to schedule your shipment and leave the rest to us. From paperwork to pickup, we handle every detail. Plus, when you ship both inbound and outbound with us, you’ll receive 10% off your material handling fees.

Direct-to-Booth Delivery

Shipping with us guarantees on-time arrival and priority delivery straight to your booth—no detours, no delays. With our logistics experts on-site throughout the event, we handle the heavy lifting so you can focus on getting show-ready.

Easy Return Shipping

When the event wraps we manage the hectic return shipment process so you don’t have to chase down carriers, saving you time and delivering a stress-free experience. Just pack it up and let our experts handle the rest—it’s that easy.

For a more in-depth look at the process, check out the Shepard guide to event logistics and material handling.
For answers to frequently asked questions, take a look at the shipping and materials handling FAQ and get in touch below.

Smart shipping. Exclusive benefits.

With Shepard Logistics, you’re getting more than just a carrier—you’re working with a team that knows your event inside and out. Our integrated approach means fewer logistics headaches, better coordination, and built-in material handling savings designed for exhibitors.

Schedule Your Shipment

Inbound & Outbound Services

End-to-end management
Standard ground
2-Day, and 3-Day service levels
Air-ride
Flatbed
Dedicated truckload
Volume discounts
Caravan services

Material Handling Savings

10% discount to all round-trip customers
Handle-with-care approach
Priority handling
Guaranteed on-time delivery
Fast resolution in case of damage

Value-Added Services

Event specific expertise
Priority empty return for all inbound with Shepard Logistics
Transparent quotes with no hidden fees
Available 7-days a week
Late fees waived at Shepard events
Outbound shrink wrap at no charge
Shepard Logistics personnel on-site at your service for assistance

Ship Smarter. Stress less.

Let's get your freight on the road.

Whether you’re ready to schedule your shipment or have additional questions, use the inquiry form to submit your request. A member of our logistics team will get back to you as soon as possible.

Shepard Logistics

Stress-free trade show shipping.

How it works

The shipping solution designed for exhibitors.

Schedule & Send

Direct-to-Booth Delivery

Easy Return Shipping

Smart shipping. Exclusive benefits.

Ship Smarter. Stress less.

Let's get your freight on the road.

Service Inquiry Form

Trade show logistics FAQ

Shipping & Material Handling

Additional Resources

Tips & tricks from our logistics experts

The Shepard guide to event logistics and material handling

Supporting exhibitor success: our comprehensive approach

How Shepard’s all-inclusive rate helps simplify your event budget

Event Services

Resources

Get In Touch