Booth shipping and setup: weight, cases and who lifts what

What does booth hardware actually weigh?

Published weights vary by model, so use the specification on the product you are ordering rather than a category average. The figures below are from our own product pages and give a sense of the range.

The pattern is that fabric systems are light and anything designed to resist wind or hold weight is heavy. A 10 x 10 built from a fabric wall, a counter and two roll up banners typically lands under 100 pounds in three or four cases. The same booth with rigid panels and a weighted base can double that.

Why does case count matter more than total weight?

Because you carry cases, not totals. Four 25 pound cases are manageable by one person with a trolley. One 100 pound crate is not, and it usually triggers material handling charges at the venue.

Plan a case list before you order.

• One wheeled bag for the back wall system.
• One case for banners, ideally the hard tube each banner ships with.
• One collapsible case for the counter.
• One soft bag for fabrics: table covers and tent walls fold small.
• One box for print, giveaways and tools.

Label every case on two sides with your company name, booth number and a case number such as 2 of 5. Cases get separated, and a case labelled only on the lid is invisible in a stack.

Should you ship to the advance warehouse or direct to the show?

Most shows offer both, with different deadlines and different pricing. The choice is about risk, not cost.

Shipping to the advance warehouse means your freight arrives weeks early, is checked in, and is waiting in the booth when you arrive. It usually costs more per pound and has an earlier deadline, often around two to three weeks before the show.

Shipping direct to the show floor means delivery inside a narrow window on specific dates. It is cheaper and later, but a late truck or a queue at the dock can leave you setting up with no materials.

For a first show, or any show where the booth is the entire reason for the trip, the advance warehouse is worth the premium. For a small, light booth you can carry, hand carrying may be allowed for limited items: check the show's own rules, since many halls restrict what an exhibitor may bring in without labour.

How do you plan a setup one person can finish?

Write the setup as a sequence and time it in your own office before the show.

Start with the back wall, because it needs the most floor space and everything else references it. Then place the counter, then banners, then the table and cover, then print and giveaways. Finish with a walk out to the aisle to look at the booth the way a visitor will.

Time each step honestly. If the back wall takes 25 minutes at home with good light and no noise, budget 40 on site. Tool free systems that use hook and loop or spring frames remove the step where you cannot find the right screwdriver, which is most of the lost time in a small booth.

What should go in the tool kit?

A small kit prevents most setup emergencies and weighs very little.

• Scissors, a utility knife and spare blades.
• Wide clear tape, gaffer tape and double sided tape approved for the venue's floors.
• Zip ties and a few S hooks.
• A tape measure and a small level.
• A multi tool and a screwdriver with interchangeable bits.
• Lint roller and a microfibre cloth for fabric and acrylic.
• Spare business cards and a marker.

Add the flame resistance certificates for your fabrics, covered in the guide to booth fire retardancy rules, and a printed copy of your booth plan.

How do you get everything home again?

Most damage happens at teardown, when people are tired and the hall is being dismantled around them. Pack in the reverse order of setup, put graphics back in their own sleeves rather than loose in a case, and never roll a fabric graphic around hardware.

Before you leave, photograph the packed cases and note anything that needs replacing. A banner with a bent foot or a scuffed panel is a small purchase now and a visible problem at the next show.

What is the logistics checklist?

• Add up hardware weight and case count before choosing a display system.
• Keep individual cases light enough for one person to move.
• Label every case on two sides with company, booth number and case number.
• Choose advance warehouse for anything you cannot afford to be late.
• Write and time the setup sequence at home before the show.
• Pack a small tool kit and the fabric certificates in the same case.
• Pack down in reverse order and photograph the result.