Material Handling Information

Material Handling, also called freight handling or drayage, is the unloading of your shipment, transporting it to your booth, storing and returning your empty crates and cartons and reloading your shipment at the close of the show. This service is not included in the cost of your booth space. Avoid unexpected costs at show site and pre-order this service. 

Shipping/Logistics costs for the transportation of your materials to and from Orlando are separate and are not included in Material Handling rates.

See the Shipping Information page for information specific to shipping.

GES is the official and exclusive material handling contractor for IAAPA Expo 2026. GES offers warehouse space for advanced shipments and has the responsibility for on-site receiving and handling of exhibit materials, at the exhibitors' request. It is GES’s responsibility to supervise the Marshaling Yard, Loading Docks, and POV areas and to schedule all vehicles during move-in and move-out periods.

All exhibitor freight must be shipped prepaid. Collect shipments will not be accepted and returned to the delivery carrier. All freight shipped directly to show site must arrive on the day of the exhibitor's targeted move-in or during general exhibitor move-in dates. Early shipments should be shipped to the GES warehouse. Refer to GES's Shipping, Drayage and Material Handling section for information on shipments to the Advanced Warehouse and Marshaling Yard and Direct Deliveries information.

Shipments arriving at the Orange County Convention Center prior to Thursday, Nov. 12 will not be accepted. 

Targeted Move-In assignments are on Thursday, Nov. 12 and Friday, Nov. 13. Only those exhibitors who have been given a targeted move-in assigned are allowed to begin setting up on those dates. 

Vehicles checking into the Marshaling Yard before 8 a.m. Saturday, Nov. 14 without confirmed target dates will be prioritized only after those with confirmed target times.

All move-in times prior to Saturday, Nov. 14 at 8 a.m. are by targeted appointment only. GES will make every effort to accommodate the early move-in requests of exhibitors if it doesn’t impact the move-in of the rest of the show. 

General Exhibitor Move-In begins Saturday, Nov. 14. Please plan for your freight to be shipped directly to the show to arrive no earlier than 8 a.m. on Saturday, Nov. 14 unless you have received a Targeted Move-in assignment. 

If you would like to request a Targeted Move-in assignment, please submit the Target Variance Request Form to GES by Nov. 12. Your request will be reviewed to determine if GES can accommodate based on the entirety of exhibitor move-in. You must receive confirmation from GES prior to moving in early.

GES crews will unload all ‘for hire’ carriers. For security reasons, carrier drivers are not allowed on the trade show floor without proper badges.

Handling charges are based on the weight of the freight and if it arrives before or after your targeted assignment or general move-in date range. 

Shipments are billed per pound, starting at 25lbs or more. Standard material handling is billed at a flat rate of $.82 per pound. Non-standard material handling is billed at a flat rate of $.96 per pound.

Shipments of less than 25 pounds are a flat rate of $34.00 each.

All shipments totaling 8,000 lbs. per shipment will receive a material handling volume discount rate of $.60 per pound.

For safety purposes, GES personnel must escort large display pieces that must be towed or driven into position. Flat rates or hourly charges will apply for this service, as a substantial savings over material handling rates.

Please refer to the Hand-Carry Policy if you plan to deliver your materials and unload/hand carry your items directly to your booth.

Properly labeled empty shipping cartons will be picked up, stored, and returned after the show. Labels are available at the GES Exhibitor Service area and are for empty storage only. 

It can take from two to twelve hours to return empty crates. Do not store any items in crates marked "empty." GES has no liability for damage to crates or items sent to empty storage in crates.