Trade Show Venue
Freight Guide

Key Freight Rules

• ▶Advance warehouse typically opens 30 days before move-in; check each show's exhibitor manual for exact dates.
• ▶Drayage is mandatory and handled by the show's official GSC — cannot be bypassed.
• ▶All freight must arrive labeled with show name, booth number, and exhibitor name.
• ▶Advance warehouse delivery is typically less expensive than direct-to-show — always preferred.
• ▶The West Hall expansion (2021) added 1.4 million sq ft; confirm which hall your show is in before shipping.

Calway Advantage

Las Vegas is our highest-volume market. Calway has established carrier relationships on the I-15 corridor from Southern California to LVCC, allowing fast, cost-effective advance warehouse delivery for West Coast exhibitors. We track LVCC advance warehouse open dates for all major shows and alert clients as deadlines approach.

Key Freight Rules

• ▶Connected to the Venetian hotel — separate receiving schedule from LVCC, even for overlapping shows.
• ▶Drayage is mandatory; GES is the primary contractor for most events.
• ▶Dock scheduling is managed through the show's GSC — coordinate freight arrival windows with your exhibit house.
• ▶Smaller advance warehouse window than LVCC on many shows — confirm exact dates per show.
• ▶Freight arriving outside the designated window may be refused or incur surcharges.

Calway Advantage

Venetian Expo is part of our Las Vegas coverage — we track its receiving schedules separately from LVCC and route freight accordingly. The same I-15 corridor from Southern California serves both venues with a single day transit window.

Key Freight Rules

• ▶South Strip location — separate receiving logistics from LVCC and Venetian.
• ▶Smaller receiving windows than LVCC for most events; plan freight arrival well in advance.
• ▶Drayage is mandatory and handled by the official GSC for each show.
• ▶Mandalay Bay primarily hosts consumer and association shows — freight volumes tend to be lower per exhibitor than LVCC's industrial shows.
• ▶Loading dock access is limited during peak move-in; advance warehouse is the safer option.

Calway Advantage

Mandalay Bay is served through our established Las Vegas freight network. We provide advance warehouse delivery coordination, GSC drayage estimates, and return freight planning for exhibitors at Mandalay Bay shows.

Key Freight Rules

• ▶McCormick Place is the largest convention center in North America — know your hall (Lakeside, South, North, West) before booking freight.
• ▶Direct-to-show floor delivery has strict time windows; dock congestion is common during peak move-in.
• ▶Advance warehouse is strongly recommended — Chicago winters can add transit risk; ship early.
• ▶Material handling fees are charged per CWT and vary by show contractor.
• ▶Some shows at McCormick use union labor for unloading; coordinate with your exhibit house accordingly.

Calway Advantage

Calway moves freight to Chicago year-round. We know the McCormick loading dock schedules, union coordination requirements, and which advance warehouse facilities are closest to each hall. For Midwest originating freight, we offer competitive LTL rates with consolidated lanes into Chicago.

Key Freight Rules

• ▶Javits is in Manhattan — local trucking regulations, congestion pricing, and limited dock access make timing critical.
• ▶Advance warehouse is located in New Jersey; factor in additional transit time from NJ warehouse to Javits.
• ▶Union labor is required for freight handling on the show floor — coordinate with Freeman in advance.
• ▶Parking and staging for trucks is extremely limited; drivers must be prepared to wait at marshaling.
• ▶Congestion pricing now applies to vehicles entering Manhattan below 60th St — factor into cost estimates.

Calway Advantage

New York requires a freight partner who knows the city's constraints. Calway plans Javits shipments with NJ advance warehouse transit time built in, ensures carriers are familiar with Manhattan dock restrictions, and coordinates with Freeman on union labor requirements to avoid delays at the loading dock.

Key Freight Rules

• ▶OCCC has two buildings — North/South and West — separated by International Drive. Confirm building assignment before booking.
• ▶Florida's humidity and temperature can affect sensitive exhibit materials; crating and climate consideration recommended.
• ▶Advance warehouse is typically located within a few miles of the convention center; confirm address per show.
• ▶Direct-to-show delivery windows are tight due to high show volume at OCCC year-round.
• ▶Return freight coordination should be arranged before show close — marshaling can get backed up quickly.

Calway Advantage

Calway services Orlando through established carrier lanes from both the Southeast and national freight networks. We provide full-cycle coverage: advance warehouse delivery, direct show floor options, and post-show return freight back to any US origin. OCCC-specific deadlines are tracked for all major shows.

Key Freight Rules

• ▶The convention center is in downtown Dallas — truck access follows downtown routing restrictions; confirm with carrier.
• ▶Advance warehouse typically operates within the Dallas metro area; address varies per show.
• ▶Texas shows often have tight move-in windows; advance warehouse is strongly recommended over direct delivery.
• ▶Large equipment and machinery exhibits require special coordination with the GSC.
• ▶Return freight must be booked before move-out day to avoid abandonment by the venue.

Calway Advantage

Calway's Southwest coverage includes established Dallas lanes with competitive LTL and TL rates. We coordinate with Dallas-area advance warehouses and have experience navigating downtown routing requirements for the Kay Bailey Hutchison dock. Coverage includes both outbound and return freight.

Key Freight Rules

• ▶All US-origin freight requires Canadian customs clearance — allow 3 to 5 business days for CBSA processing.
• ▶A Canadian customs broker must be engaged; Calway coordinates broker services for all cross-border shipments.
• ▶Drayage at MTCC follows Canadian GSC rates — typically quoted in CAD; confirm currency and current rates.
• ▶Shipments over CAD $2,500 value require formal entry; ACI (Advance Commercial Information) filing mandatory.
• ▶Temporary Import Bonds (TIB/ATA Carnet) are required if exhibit materials will be returned to the US after the show.

Calway Advantage

Cross-border freight is a specialty, not an afterthought, for Calway. We handle all CBSA documentation, ACI filings, broker coordination, and Temporary Import Bond requirements for MTCC shipments. Our cross-border lane is established and reliable — we've navigated Canadian customs for numerous exhibitors shipping from California, Texas, and the Midwest.

Key Freight Rules

• ▶Vancouver is a Port of Entry — freight can enter via Vancouver port or via truck across the Pacific Highway or other border crossings.
• ▶CBSA customs clearance applies; allow 3 to 5 business days minimum for US-origin freight.
• ▶The convention centre has two buildings: East and West — confirm which section your show occupies.
• ▶BC has strict weight limit enforcement on provincial highways; oversized freight requires permits.
• ▶Temporary Import procedures (ATA Carnet or TIB) required if exhibit materials return to the US post-show.

Calway Advantage

Calway's Pacific Northwest and Canada coverage includes Vancouver-specific routing through established cross-border carriers familiar with BC regulations. We handle all CBSA documentation, broker coordination, and oversized permit coordination when required. Vancouver shipments are planned with customs buffer time built into the schedule.