Build a complete list of what is travelling
List flight cases, display panels, counters, printed graphics, AV equipment, lighting and boxed stock. Give quantities, packed dimensions and weights. Tell us which cases have wheels, which items need to remain upright and which surfaces need particular protection.
For flight cases, stand materials and event equipment, see our events and exhibitions courier service.
A photograph of the packed load is useful, especially when stands break down into several awkward components. The fleet guide helps compare vehicles; the team then confirms whether the load and handling suit the planned transport.
Use the venue's delivery instructions
Send the event name, hall, stand number, loading entrance and booking reference. Include any vehicle booking procedure, access window or restriction supplied by the organiser. A venue's public postcode may take the driver to a visitor entrance rather than the loading area.
Provide a reachable on-site contact who can meet the driver and receive the goods. Confirm whether the handover is at a loading bay or involves an agreed carry to another point. If extra assistance is needed, discuss a two-person crew before booking.
Separate the arrival deadline from stand installation
Tell us when the equipment must be received so the build team can work, and when venue access closes. These may be different times. A delivery arriving just before closure may leave too little time for the agreed unloading arrangement.
Our time critical delivery service can be planned around event deadlines. Transport does not automatically include stand construction, equipment installation or unpacking. Specify the tasks required and have the scope confirmed.
Plan post-show collection before the doors open
Confirm when the goods will actually be packed and available after the show. Share the breakdown window, collection entrance and contact for the return movement. Venue traffic and other exhibitors can affect access, so the collection plan needs a workable receiving point and communication.
Tell us if a tail lift is needed for wheeled flight cases or if unloading equipment will be available. Include the return destination and its opening hours. A late-night venue collection is only useful if the goods can then be received or another agreed plan is in place.
Keep the outbound and return instructions separately. A loading entrance available during build-up may have different arrangements during breakdown, and the person receiving the equipment may leave before collection. Confirm who will stay with the packed goods and what happens if packing finishes later than planned.
Quote the full event movement and keep a handover record
Outbound and return movements can differ in timing, load and handling. Include both when asking for the quote, along with waiting, additional stops and any access restrictions. Declare valuable equipment so the relevant goods-in-transit cover can be checked.
Collection photos, tracking and electronic proof of delivery help identify which goods have moved. Agree any case references or customer notification requirements before dispatch. For bulky displays, read the large item courier guide; for the price factors, see same day courier cost.
Keep the outbound and return briefs separate
The stand load at collection may include graphics, cases and promotional stock, while the post-show return may have fewer cartons or extra loose items. Count the packed units for each movement and explain who releases them. Do not rely on the outbound list after a show if the actual return load is different.
Check the venue instructions for each phase: build-up and breakdown can use different times or entrances. Agree where packed goods can wait and who stays responsible until the handover. If packing finishes late, tell the transport team immediately. The receiving destination also needs to be available, so a late venue collection should not be planned without confirming the return arrangement.
Your booking brief
Check the details you have ready. The team can help with anything still to confirm.
Common questions
Can you collect flight cases after the show closes?
Yes, subject to availability and an agreed collection plan. Provide the breakdown window, loading entrance, packed load details and on-site contact.
Can a tail lift be supplied for event equipment?
A suitable Luton tail-lift vehicle can be assessed. Confirm the case weights, dimensions, access and handling arrangement before booking.
Does exhibition delivery include building the stand?
No such task should be assumed. Transport, carrying, unpacking and installation need separate confirmation in the agreed scope.
What venue details should I supply?
Send the event name, hall, stand number, loading entrance, access window and any vehicle booking reference. Include a mobile contact for the person meeting the driver. The public visitor postcode alone may not identify the freight receiving point.
What if breakdown is later than expected?
Contact the team as soon as the revised ready time is known. Venue access, waiting and the return receiving window may need reassessment. Keep an authorised person with the goods and agree the updated arrangement rather than leaving an unconfirmed unattended collection.
Can you move only part of a stand?
Describe the exact panels, cases or other components, including packed dimensions and weight. A partial stand can still contain awkward or fragile pieces. The vehicle and handling are assessed from the actual consignment rather than the total size of the original exhibition stand.
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.
