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Understanding Exhibit Drayage
To many exhibitors, drayage costs are a mystery. What is the formula to arrive at the billed costs and really, what exactly is “drayage”?
Wikipedia defines drayage as “the transport of goods a short distance”. At a trade show, drayage service is employed due to the sheer volume of displays and goods being brought into a show hall. Can you imagine the mass confusion if we could each hire our own manpower to move exhibit freight from incoming trucks to our designated booth space?
All drayage costs are based on CWT (weight per 100 pounds, in the US) multiplied by an established rate. Rates vary amongst show halls and for specific trade shows. Additionally, established rates per show vary by type of freight being moved as determined by the timing and difficulty of handling. 2011 average rates as reported by Event Marketing Institute (EMI) and the Exhibit Designers and Producers Association (EDPA) were:
$83.51 Advance shipment to warehouse
$76.72 Crated shipments directly to exhibit hall
$99.78 Direct shipments with special handling (such as glass and scientific equipment)
$112.19 Direct shipment, uncrated
As an example, using the above rates, your crated booth will ship directly to the exhibit hall and weighs 3500#.
Rate 76.72 established trade show rate
Factor 35.0 3500# divided by 100
Result $2,685.20 drayage charges for your display
What does your drayage charge cover? More than you may realize.
- Completion of inbound freight receiving document;
- Unloading your freight from dock and delivery to your booth space;
- Removal of empty crates from trade show floor and crate storage during show;
- Return your empty crates at end of show;
- Transporting full crates from your booth dismantle to the freight dock once you turn in paperwork;
- Loading your freight onto designated carrier.
Your exhibit house is a professional at navigating the drayage maze and is instrumental in scheduling your display to arrive at your booth space in time for scheduled set up labor (upcoming blog). The EDPA 2011 Economic Survey reports that the average exhibit house gross margin rate for drayage is 25%.
At 2-Scale, we offer two different programs for trade show coordination. We adhere to the average rate of 25% for all our clients that wish us to coordinate the complete project- forms, scheduling and prepayment for show services as well as coordination with all show service entities.
We also offer our client partners a 10% of costs coordination fee program. This program encompasses completing all show service forms and scheduling freight/labor. Under this program, our clients take on the responsibility for all payments to show service entities and coordinating with those show service entities past contract.
Let 2-Scale apply their years of expertise to your next event or trade show - experience top level service.
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