Describe panels, rolls and boxes separately
Give the dimensions and quantity of each packed format. Rigid panels can be light but take up substantial vehicle space; long rolls need protection from crushing and projecting ends. Include support frames, feet and other accessories as separate items rather than assuming they are part of the graphic itself.
Explain which items must stay flat or upright and how finished surfaces are protected. Ask the printer to confirm that the materials are ready for transport. Our print and signage courier page explains the information needed to assess the actual load.
Confirm when the printer can release the order
A print completion estimate is not always a collection-ready time. Finishing, packing and order release may still need to happen. Confirm the reference, number of handling units and person who can hand them over. Tell the courier promptly if production timing changes rather than letting a driver arrive against an assumption.
Compare the ready time with the venue receiving deadline. If the graphics are replacing a missing or damaged panel during an event, explain when the stand team can meet the driver. Time critical transport needs both ends of that window to be workable.
Give the loading instructions and stand contact
Supply the event name, hall, stand number, loading entrance and any vehicle booking reference. A venue visitor entrance can be unsuitable for freight. Share the organiser instructions relevant to the delivery and identify the person who will be on site to accept the goods.
Agree whether the handover is at the loading bay or involves another point inside the venue. Include parking restrictions and assistance for awkward panels. Transport does not automatically include stand construction, mounting graphics or unpacking. See the events and exhibitions service for related planning.
Include the full movement in the quote
The route, vehicle size, timing and handling affect the quote. Tell the team about additional collection points, waiting and any return movement. A panel collection from the printer and a separate hardware collection form a different job from a single direct pickup, even if everything goes to one stand.
Send photographs and packed measurements with the quote request. Live tracking and electronic proof of delivery help record the handover. If the consignment includes a larger display or a full stand, use the exhibition stand delivery guide to prepare the additional details.
What if the graphics are ready but the stand is not?
Confirm a receiving person and a safe agreed handover point before the vehicle leaves the printer. A stand number is useful identification, but it does not prove that someone will be there. Ask the event team how the goods should be received if stand construction is still taking place.
Keep the panel and tube count with the order reference, and tell the recipient about any orientation or handling requirements. If venue access or the stand contact changes, update the courier team promptly. Waiting, redirection and an alternative handover may affect the arrangement; transport should not be planned on the assumption that goods can simply be left at an unattended stand.
Your booking brief
Check the details you have ready. The team can help with anything still to confirm.
Common questions
Can a lightweight panel need a larger van?
Yes. Vehicle fit depends on packed dimensions and handling, as well as weight.
Is stand installation included?
Transport does not automatically include mounting graphics or building the stand. Agree any extra work separately.
What if printing is delayed?
Tell the team as soon as the collection-ready time changes so the route and receiving window can be reassessed.
Can graphics be delivered directly to the stand?
Explain the requested receiving point and the venue access rules when enquiring. A carry from the loading bay to a stand must be assessed and agreed; it is not automatic. Supply the hall, stand reference and a named person who will meet the delivery.
How should flat panels be packaged?
Use protection suitable for the finished faces, edges and corners, and state whether panels must remain flat or upright. Provide the packed dimensions and weight. Discuss inadequate or damaged packaging before acceptance rather than assuming a van journey removes the need for protection.
Can you collect printed material and hardware separately?
Provide both collection addresses, package details and ready times. Multiple pickups change the route and may affect space and the arrival plan. The team confirms whether the complete movement fits the venue receiving window and supplies the corresponding quote.
RGP Trans provides dedicated courier transport across mainland UK. This guide helps you prepare an enquiry; the vehicle, timing, handling and price are confirmed for your booking. Speak to the team about your requirements.
