Question 1

How much does trade show freight cost?

Accepted Answer

Trade show freight pricing depends on shipment weight, dimensions, origin city, and destination venue. For a standard 10x10 booth (500–800 lbs) originating in California, rates typically range from $350 to $900 for advance warehouse delivery. Larger exhibits — 20x30 or 30x30 — run $1,200 to $4,500+ depending on crate count, mileage, and drayage fees. Calway provides custom quotes within 24 hours.

Question 2

What is drayage, and why does it cost so much?

Accepted Answer

Drayage is the fee charged by the official general service contractor (GSC) — typically GES or Freeman — to move your freight from the advance warehouse or loading dock to your booth on the show floor. It is charged per 100 lbs (CWT) and is mandatory at most trade shows. Rates range from $85 to $200+ per CWT depending on the show and contractor. A 1,000 lb shipment can cost $850 to $2,000 in drayage alone, separate from transportation costs.

Question 3

What is an advance warehouse, and should I use it?

Accepted Answer

An advance warehouse is a facility near the convention center that accepts freight before the show opens — typically 30 days to 1 week prior to move-in. Using it is almost always recommended: advance warehouse rates are 10–25% cheaper than direct-to-show drayage, your freight is staged and ready before setup day, and you avoid show-floor traffic on move-in. Calway coordinates all receiving windows with advance warehouses at every major US and Canadian venue.

Question 4

What happens if I miss the advance warehouse deadline?

Accepted Answer

Missing the advance warehouse deadline means your freight must be delivered directly to the show floor — which carries a higher drayage rate (often 25–40% more expensive). In some cases, your freight may be refused entirely or held at the dock until space is available. Calway actively tracks show deadlines and alerts you when your timeline is at risk.

Question 5

How far in advance do I need to book trade show freight?

Accepted Answer

For most shows, book at minimum 2 to 3 weeks before your advance warehouse deadline. For large shows — CES, SEMA, NAB, MODEX — book 4 to 6 weeks out. Carriers fill up fast for peak show dates, and advance warehouse windows are hard stops.

Question 6

What convention centers and venues does Calway Logistics serve?

Accepted Answer

Calway Logistics serves every major trade show venue in the United States and Canada, including the Las Vegas Convention Center (LVCC), Venetian Expo, McCormick Place (Chicago), Javits Center (New York), Orange County Convention Center (Orlando), Anaheim Convention Center, Moscone Center (San Francisco), Metro Toronto Convention Centre (MTCC), Vancouver Convention Centre, and Palais des Congrès de Montréal.

Question 7

Does Calway Logistics ship to Canada?

Accepted Answer

Yes. Calway ships to all major Canadian trade show cities: Toronto, Vancouver, and Montreal. We handle the full cross-border process — customs documentation, Canada Border Services Agency (CBSA) compliance, broker coordination, and final delivery to your Canadian venue. Canadian customs clearance typically requires 3 to 5 business days of additional lead time.

Question 8

What happens to my freight after the trade show closes?

Accepted Answer

Calway handles full return freight logistics post-show. After the show closes, your exhibit is moved to the venue's Material Handling Area (MHA). We coordinate re-crating, MHA check-out, and carrier pickup — then ship your materials back to your warehouse or directly to your next show.

Question 9

Can Calway handle oversized or fragile exhibit components?

Accepted Answer

Yes. Calway handles oversized, high-value, and fragile exhibit components including large format displays, LED walls, custom structures, and sensitive electronics. We offer white-glove handling, custom crating, and protective packaging. For oversize freight, we coordinate flatbed and specialized equipment.

Question 10

Can I track my trade show shipment in real time?

Accepted Answer

Yes. All Calway shipments include tracking from pickup through final delivery. You can check status on our tracking page at any time. For expedited shipments, we assign a dedicated ops contact who provides proactive updates at key milestones.

Question 11

Can Calway coordinate directly with Freeman or GES on my behalf?

Accepted Answer

Yes. Calway works regularly with all major general service contractors including Freeman, GES, Shepard, and Convention Services Management (CSM). We coordinate advance warehouse delivery receipts, staging instructions, and MHA checkout on your behalf.

Frequently Asked Questions