Frequently Asked Questions

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. Share your show name, dates, origin zip, and estimated freight weight to get started.

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. Calway cannot eliminate drayage fees, but we help minimize them by meeting advance warehouse deadlines — which carry lower drayage rates than direct-to-show delivery.

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.

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. For rush situations, we offer expedited freight options to maximize the chance of making the window.

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. Calway tracks deadlines for all major shows and will flag risk if your booking is cutting it close. For urgent situations, our expedited freight service handles rush pickups with guaranteed delivery windows.

Calway serves every major trade show venue in the United States and Canada. Key venues include the Las Vegas Convention Center (LVCC), Venetian Expo, McCormick Place (Chicago), Javits Center (New York), Orange County Convention Center (Orlando), Kay Bailey Hutchison (Dallas), Moscone Center (San Francisco), Anaheim Convention Center, Metro Toronto Convention Centre (MTCC), Vancouver Convention Centre, and Palais des Congrès de Montréal. If your show is at a venue not listed, contact us — we cover everywhere freight needs to move.

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. Plan ahead: Canadian customs clearance typically requires 3 to 5 business days of additional lead time beyond standard freight windows.

Yes. Beyond domestic and Canadian moves, we coordinate international inbound arriving by ocean or air — typically through the Port of Long Beach and LAX — including customs clearance with licensed brokers, staging at our La Puente warehouse, and final delivery to your show floor. International shipments need extra lead time for customs, so start early and we'll build the timeline around your move-in deadline.

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. Return freight is quoted as part of your original logistics plan. Storage coordination between shows is also available.

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 (items exceeding standard dimensional limits), we coordinate flatbed and specialized equipment. Declared value and additional insurance options are available on all shipments.

Yes. All Calway shipments include tracking from pickup through final delivery. You'll receive tracking updates and can check status on our tracking page at any time. For time-critical expedited shipments, we assign a dedicated ops contact who provides proactive updates at key milestones — pickup confirmation, transit checkpoints, delivery confirmation, and drayage staging.

Calway quotes include all applicable fuel surcharges and standard accessorial fees upfront. We don't do surprise invoices after delivery. If there are show-specific fees (GSC drayage, material handling) that are outside our control, we identify and estimate those separately so your full cost picture is clear before you commit.

Most venues and general service contractors require a Certificate of Insurance (COI) naming them as additional insured before your freight is received. Send us the venue's COI requirements when you book, and we provide a compliant certificate ahead of your move-in date — so your freight isn't held at the dock over paperwork. All Calway shipments carry $1M cargo coverage.

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. While drayage fees are set by the GSC and mandatory for most shows, we ensure your freight is positioned correctly to qualify for the lowest applicable rate.