Shipping Information

Address for all exhibitors

The advance warehouse is available to receive shipments beginning Oct. 9 through Nov. 4. Any shipments arriving at the Advance Warehouse after Monday, Nov. 4, will incur additional charges. 

The GES warehouse does not accept:

• Pad-wrapped materials
• Uncrated materials
• COD shipments
• Hazardous materials
• Freight requiring refrigeration or frozen storage
• Any single piece of freight weighing more than 4,400 pounds (1,995 kg)
• Any single piece of freight with a height greater than 100 inches (2.5 m)

• Any single piece of freight with a width greater than 96 inches (2.4 m)

Materials are accepted at the warehouse Monday through Friday between the hours of 8 a.m. – 11:30 a.m. and 1 p.m. – 4:30 p.m. (closed on holidays). All inbound carriers must check into the warehouse by 2 p.m. to be guaranteed unloading on the same day. Certified weight tickets must accompany all shipments. If required, provide your carrier with this phone number: (407) 370-6200.

Hanging signs/banners must be sent to the GES Advance Warehouse and arrive by the Nov. 4 deadline. Please print and use the labels specific to hanging sign shipping found in the Print Address Labels section of the GES Expresso site.

Address for South Building Exhibitors

Address for West Building Exhibitors

If you have been given a Targeted Move-in assignment, any direct to show site shipments should arrive on your assigned Targeted Move-in date on either Thursday, Nov. 12 or Friday, Nov. 13.

If you have not been given a Targeted Move-in assignment, any direct to show site shipments should arrive should arrive during the General Move-in dates of Saturday, Nov. 14 through Monday, Nov. 16.

Please review the Inbound Targeted Floor Plan to determine your assigned move-in date(s).

If you send your freight to the GES advance warehouse and have been given a Targeted Move-In assignment, your freight will be delivered to your booth by your Targeted Move-In Date, Thursday, Nov. 12 or Friday, Nov. 13, and ready for your arrival to begin setup. 

If you send your freight directly to show site at the Orange County Convention Center and have been given a Targeted Move-In assignment, your freight delivery should be scheduled to arrive at the convention center on your assigned Targeted Move-In date, Thursday, Nov. 12 or Friday, Nov. 13. Upon arrival, your delivery vehicle will need to check-in at the marshaling yard. As space to unload at the convention center becomes available, vehicles will be dispatched to the convention center in the order they checked in. Upon arrival at the convention center, GES will unload the delivery vehicle and deliver the freight to your booth so you can begin setup. The truck will be weighted upon arrival and again upon exiting to determine the weight of the unloaded shipment. There are many variables in place with direct deliveries so it is impossible to know exactly when the freight will arrive at your booth.

If you send your freight to the GES advance warehouse and are scheduled for General Move-In, your freight will be at your booth by 8 a.m. on Saturday, Nov. 14 and ready for your arrival to begin setup. 

If you send your freight directly to show site at the Orange County Convention Center and are scheduled for General Move-In, your freight should be scheduled to arrive on Nov. 14-16 and not before. Upon arrival, your delivery vehicle will need to check-in at the marshaling yard. As space to unload at the convention center becomes available, vehicles will be dispatched to the convention center in the order they checked in. Upon arrival at the convention center, GES will unload the delivery vehicle and deliver the freight to your booth so you can begin setup. The truck will be weighted upon arrival and again upon exiting to determine the weight of the unloaded shipment. There are many variables in place with direct deliveries so it is impossible to know exactly when the freight will arrive at your booth.

Some exhibitors, due to booth size and/or location, are assigned a Targeted Move-In Date on Thursday, Nov. 12 or Friday, Nov. 13. This assignment does not mean that you need to begin set-up on your assigned Targeted Move-In Date, only that any direct shipments being delivered to the Orange County Convention Center should arrive on your Targeted Move-In Date. Exhibitors with an assigned Targeted Move-In Date will find all shipments sent to the GES advance warehouse at their booth by this day. Shipments delivered outside of your Targeted Move-In Date could result in off-target fees.

Exhibitors that have not been assigned a Targeted Move-In Date are scheduled for move-in during the General Move-In dates of Saturday, Nov. 14 through Monday, Nov. 16. Exhibitors scheduled for General Move-In will find all shipments sent to the GES advance warehouse at their booth by Saturday, Nov. 14. For shipments sent directly to the Orange County Convention Center, shipments should be scheduled to arrive during General Move-In dates. Shipments delivered prior to General Move-In dates could result additional fees.

Exhibitors that wish to change their Targeted Move-In Date assignment or that want a Targeted Move-In Date assignment may request this by completing and submitting the Target Variance Request Form to GES by Nov. 12. After your request is reviewed, you will be notified of the decision. Requesting a target change or assignment does not guarantee your request. 

Please be sure to review the Targeted Move-In Schedule.

IAAPA recommends that you use our preferred service providers to ensure the timely delivery of your booth materials. However, you are free to use any carrier you choose. If you use a different carrier (UPS, FedEx, etc.) make sure to keep all records and tracking numbers in case you need to track your shipment on-site. 

For outbound freight pickup, all carriers (trucking companies) must check in at the Marshaling Yard no later than 8 a.m. on Sunday, Nov. 22 for exhibitors in the West Building and no later than 8 a.m. on Monday, Nov. 23 for exhibitors in the South Building.

International exhibitors are advised to arrange shipment through our official International Freight Forwarder and Customs Broker, DSV Fairs and Exhibits.

To ensure smooth trade show shipping, plan meticulously and ship early to the advance warehouse. Use durable, sturdy crates for protective packaging and create a detailed packing list with clear, accurate labels on every item. Verify deadlines, venue restrictions, and delivery schedules in the Exhibitor Manual, and use the GES-provided shipping labels to prevent forced freight charges and mix-ups. 

Planning & Preparation

Plan Ahead: Start planning logistics weeks in advance and aim to ship to the advance warehouse. 

Know Your Dates: Confirm all shipping, delivery, and move-out deadlines in the Exhibitor Manual. 

Work Backwards: Calculate your timeline by working backward from your setup day to determine when to ship. 

Consolidate: Pack related items together in fewer, consolidated pieces or crates to simplify tracking. 

Take Photos: Document your outgoing shipments with photos for future reference or potential claims. 

Packaging & Labeling

Use Durable Packaging: Invest in sturdy crates, reinforced boxes, and ample padding to protect your materials. 

Label Clearly: Each crate and package needs clear, legible labels with your company name, booth number, the trade show name, and the destination (advance warehouse or show site). 

Color-Code: Use different colored labels for items going to different locations to further enhance security and setup. 

Create Packing Lists: Keep a packing list for each crate to ensure nothing gets lost and to aid in inventorying items. 

Choosing a Carrier 

Choose a Specialist: Select a carrier with extensive experience in trade show shipping, not just general freight services.

Prioritize Communication: Look for a provider offering 24/7 communication with a live person to quickly resolve any issues.

Research Options: IAAPA recommends using GES to ensure a timely delivery of your booth materials, but you are free to research all carrier options and choose the carrier best works for your needs.

At the Show

Revisit Your Checklist: Before the show ends, use your initial checklist to ensure all items are packed and accounted for before departure. 

Start Repacking Early: Begin repacking your exhibit before the move-out deadline to avoid a last-minute rush. 

Schedule Pickups: Arrange post-show pickups for efficient takedown and return shipping. 

All booths must remain staffed and intact until 4 p.m. on Friday, Nov. 20 to avoid an early tear-down violation. 

Exhibitor Appointed Contractors (EACs) and those who will be accessing the hall to assist with exhibitor move-out on Nov. 20 will not be permitted on the show floor until 5 p.m. to allow attendees to exit the show and GES to roll up the aisle carpet so please schedule labor accordingly.

Note that IAAPA Expo has implemented a targeted move-out so there are different move-out times based on booth size and location. Please review the Outbound Targeted Floor Plan to see when you need to have all materials packed and ready for removal from the exhibit hall.

West Building – Halls WA1, WA2, WA3, WA4, WB1

• Carriers MUST check in at the Marshaling Yard by 8 a.m. on Sunday, Nov. 22

• All exhibitor materials MUST be removed from the convention center by 12 p.m. on Sunday, Nov. 22

South Building – Hall NA

• Carriers MUST check in at the Marshaling Yard by 8 a.m. on Sunday, Nov. 22

• All exhibitor materials MUST be removed from the convention center by 12 p.m. on Sunday, Nov. 22

South Building – Halls SA, SB, NB

• Carriers MUST check in at the Marshaling Yard by 8 a.m. on Monday, Nov. 23

• All exhibitor materials MUST be removed from the convention center by 12 p.m. on Monday, Nov. 23

All outbound shipments require a GES material handling agreement, which can be picked up at the GES Exhibitor Service Desk on-site. Once all your materials have been packed, labeled and ready to be shipped, return the agreement to the GES desk. Pre-printed Outbound Shipping Labels can be requested online in advance or using the self-service label printing using the kiosks at the exhibitor service desk after creating a QR code in advance.

As part of the material handling service provided, GES will move any packed materials from the booth to the loading area when the carrier vehicle arrives to pick up the outbound shipment. Shipping information, outbound forms, and labels will be available at the GES Exhibitor Service Center. Exhibitors can save time by completing the Request for Pre-Printed Outbound Labels form found in the GES IAAPA Site by Nov. 12.

If your designated carrier fails to pick up your materials by the designated time or refuses to accept your shipment, GES will re-route such shipment at the exhibitor’s expense.