Trade show shipments are subject to special classifications

By Ray Bohman -- Logistics Management, 5/1/2005

Every year, thousands of shipments of booths, stalls, and paraphernalia for trade shows and exhibitions are transported throughout the country. Some move in full truckload lots, while others are transported by less-than-truckload (LTL) service or by small-package carriers.

Shippers that use motor common carrier LTL service—the 1,200-plus carriers that are party to the National Motor Freight Classification (NMFC)—should be aware that a special classification description and rating for trade show and exhibit materials has been published in the NMFC. This information must be shown on your bills of lading when shipping these articles. It reads as follows:

When you ship "Paraphernalia, exhibition or show, NOI," the Notes for items 154634 and 154636 provide that:

• Class 125 applies on "articles or material for the display of exhibits," and
• Class 125 applies on "articles or materials to be displayed or exhibited, not to exceed 10 percent of weight upon which charges are assessed."
• For "Booths or stalls, exhibition, NOI, KD," the Note for item 154638 provides that:
• Class 125 applies on "materials which serve to form a booth or stall for the display of articles or exhibits," and
• Class 125 applies on "necessary lighting, installation equipment, decorations, or floor covering, not to exceed 10 percent of weight upon which charges are assessed."

The description states that these articles may be shipped in boxes, crates, or trunks. The Note for item 154640 provides the following exception:

"Articles need not be boxed or crated when they are folded and secured in such a manner to provide a self-contained unit having no exposed finished surfaces, suitable to withstand the ordinary hazards of transportation."

If you should exceed the 10 percent maximum weight limit set forth in the Notes for items 154636 and 154638, then item 154630 will not cover those articles. This means you would have to separately describe those articles on your bills of lading according to their normal classification descriptions.

Before making a shipment to a trade show or exhibition, check with your carrier and ask if it has its own rules governing shipments to such facilities. There could be some additional requirements or costs you should know about. Also, find out if any discounts or "freight all kinds" (F.A.K.) arrangements you have with that carrier will apply on those shipments. Finally, if the carrier has a special trade show or exhibitions department, be sure to make contact with that group to be certain you get the best service possible.