Orlando Trade Show Freight

Orlando is a right-to-work state, which means exhibitors have more flexibility on I&D labor than in Chicago or New York. However, the Orange County Convention Center (OCCC) — at 2 million square feet and one of the largest convention centers in the country — still operates under venue-specific rules for freight receiving, drayage, and scheduling.

Calway routes freight through our Southeast logistics network. Orlando is a regular lane for us — show volume is consistent year-round thanks to Florida's climate and year-round trade show calendar.

What makes Orlando different

Right-to-work flexibility. Florida's right-to-work status means exhibitors can use non-union labor or do their own setup if it fits the show's rules. This gives you options on I&D that the union-heavy markets do not. However, drayage (freight movement from dock to booth) is still handled by the GSC — you cannot opt out of material handling at OCCC.

Climate advantage. No winter shutdown risk. The biggest weather variable is hurricane season (June–November) for inbound freight. Advance warehouse delivery avoids the risk of a show-week storm disrupting a direct-to-show schedule.

Year-round show calendar. Orlando does not have a slow season. Shows run through summer when other markets slow down. The consistent schedule means regular freight volume and established lanes.

Origin	Mode	Transit Time	Risk Factors
LA / SoCal (I-10, I-20, I-75, ~2,500 mi)	LTL / FTL	4–5 days	Long haul across I-10. Summer heat in AZ/TX. Book minimum 2 weeks before deadline.
Bay Area (I-5, I-10, I-75)	LTL	5–6 days	Southern route through LA adds time. No winter concerns.
Las Vegas (I-15, I-10, I-75)	LTL	4–5 days	Longest domestic lane from LV. Advance warehouse essential.
Chicago (I-65, I-75)	LTL	2–3 days	Standard lane. No major weather concerns outside winter.
New York / East Coast (I-95)	LTL / FTL	2–3 days	I-95 corridor congestion. DC/Richmond/Atlanta bottlenecks.
Dallas / Houston (I-10, I-20)	LTL	2–3 days	Summer storms and heat. Standard transit otherwise.
Atlanta (I-75)	LTL / FTL	1 day	Shortest lane to Orlando. Atlanta traffic on I-75/85 is main delay factor.
Asia (via MCO or LAX + LTL)	Air / Ocean + LTL	2–3 days air to MCO, 10–14 days ocean + LTL	MCO has limited direct international cargo. Most freight routes through LA or MIA.
Europe (via MIA or MCO)	Air / Ocean	2–3 days air to MIA, 7–10 days ocean	Miami has strong European cargo connections. LTL from MIA to OCCC is 4 hours.

Route tips

The I-10 corridor from California across Texas, the Gulf Coast, and Florida is the most common lane for West Coast-origin freight. Hurricane season (June–November) can disrupt the Gulf Coast portion — book advance warehouse delivery to avoid direct-to-show vulnerability.

For Southeast exhibitors, Atlanta to Orlando is the most efficient lane. Consolidate shipments in Atlanta before final delivery to OCCC to reduce per-crate drayage costs.

Venues we serve

Venue	GSC	What Matters
Orange County Convention Center (OCCC)	Freeman / GES (varies by show)	2M sq ft across West and North/South buildings. Advance warehouse opens ~30 days before show. Drayage billed per CWT.

Drayage at OCCC

Drayage at OCCC is a significant cost component. Rates are generally lower than Chicago or New York due to Florida's right-to-work status and lower labor overhead, but still billed per CWT with minimums. Advance warehouse delivery is consistently cheaper than direct-to-show.

The OCCC has two main buildings (West and North/South), each with separate receiving docks. Know which building your booth is in before shipping — cross-building freight movement adds handling charges.

Marshaling yard: OCCC operates a marshaling yard for truck staging during move-in and move-out. Trucks must check in at the yard with advance credentials before accessing the loading docks. The yard is located off Universal Boulevard — directions and access procedures are provided in your ESM.

Labor rules

Florida is a right-to-work state. Some shows at OCCC allow exhibitor self-setup for certain booth sizes, while others require union or show-contractor labor. Always check the labor section of your Exhibitor Services Manual — rules vary by show and organizer.

Non-union labor is generally available from local I&D companies. Calway can recommend vetted crews or provide I&D as part of the freight package.

Show calendar

Show	Month	Freight Planning Note
IAAPA Expo	November	The largest attraction industry show. Heavy, oversized freight. OCCC North/South. Book early.
PGA Merchandise Show	January	Golf industry. Moderate freight volume. Tight winter timeline.
Global Pet Expo	March	Pet products. Medium freight. March is manageable for transit.
Coverings	April/May	Tile and stone. Heavy samples. Crate weight is high per square foot.
IHRSA (now Health & Fitness Association)	March	Fitness industry. Equipment-heavy freight.