Shipping Information

There are two ways to ship your materials, either to the Advance Warehouse or Direct to Show Site. Each will accept shipments based on specific dates, outlined below. Advance Warehouse freight will be delivered to the booth prior to exhibitor setup. Either way you ship, you will pay Material Handling fees to have your shipment delivered to your booth. Shipping costs are additional and will be charged by the company that you arrange your shipment.

Shipping to the Advance Warehouse

Available Oct. 10 – Nov. 10

GES
IAAPA
EXHIBITOR NAME / BOOTH # _____
7945 Mandarin Drive 
Orlando, FL 32819-8706
United States of America

Any shipments arriving at the Advance Warehouse after Monday, Nov. 10, will incur additional charges. Please note that the GES warehouse does not accept uncrated freight (loose, pad-wrapped material and/or unskidded machinery), COD shipments, hazardous materials, freight requiring refrigeration or frozen storage, a single piece of freight weighing more than 4,400 pounds, or a single piece of freight beyond the dimensions of 100" in height and/or 96" in width.

Materials are accepted at the warehouse Monday through Friday between the hours of 7:30 a.m. - 12 p.m. and 1 p.m. - 4 p.m. (closed on holidays). 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. 10 deadline. Please print and use the labels specific to hanging sign shipping found in the Print Address Labels section of the GES Expresso site.

Shipping Direct to Show Site

Shipments cannot arrive prior to your Targeted Move-in and/or General move-in; please review the Schedule.

GES
IAAPA
EXHIBITOR NAME / BOOTH # _____
Orange County Convention Center - South Concourse
9899 International Drive 
Orlando, FL 32819-8706
United States of America

• Targeted Move-in will begin at 8 a.m. on Thursday, Nov. 13.
• Submit the Target Variance Request Form to GES by Oct. 23 to request an earlier move-in date/time than what your booth has been assigned.
• General exhibitor move-in will begin at 8 a.m. on Saturday, Nov. 15.
• Hanging signs/banners cannot be sent direct to show site. Follow the instructions under the Shipping Address - Advance Warehouse section above.

Advance Warehouse Deliveries vs. Show Site Deliveries

If you send your freight to the GES advance warehouse and are scheduled for a Targeted Move-In Date, your freight will be delivered to your booth by your Targeted Move-In Date 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 a Targeted Move-In Date, your freight delivery should be scheduled to arrive at the convention center on your Targeted Move-In Date. 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. 16 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. 16-18 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.

Shipping Companies

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. Also, please be aware that all carriers (trucking companies) must check in no later than 8 a.m. on Sunday, Nov. 23 for outbound freight pickup. 

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

Outbound Shipments

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.

All carriers must be checked in at the Marshaling Yard by 8 a.m., Sunday, Nov. 23. All exhibit material must be removed from the OCCC by 12 p.m., Sunday, Nov. 23. If your designated carrier fails to pick-up by 8 a.m. or refuses to accept your shipment, GES will re-route such shipment at the exhibitor’s expense.