Exhibitor FAQ's
Everything You Need to Know About Booking and Planning with GEL Events
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Pre Event
Yes, you must communicate your storage requirements pre-event. This is so we can accommodate your request. There is often a cost involved for storage and must be pre-paid prior to arriving onsite.
Yes, if not using GEL to transport your freight you must still communicate the following details:
– Carrier delivering your freight into the event
– Date and time they will be delivering your freight
– Carrier collecting your freight post event
– Date and time they will be collecting your freight
You only need to book a forklift if your freight cannot be carried into or out of the event by hand. A forklift is the safest way to unload pallets, crates, road cases and heavy machinery from a vehicle. It is also efficient, getting your freight to your stand sooner than it would if pallet jacked from the loading dock. There is often a cost involved for onsite forklifting and must be pre-paid prior to arriving onsite. The service can be purchased onsite at a premium.
Please contact your GEL Project Manager immediately, GEL will propose the most economical way to intervene with your carrier and to ensure delivery is guaranteed to the event – please note Next Flight Air Freight services are offered as a last resort as they can come with a rather large price tag to ensure your company has freight onsite for the event.
If transporting your freight with GEL, we will provide you with all the necessary documentation and instructions on how to affix this to your freight prior to its collection.
If using your preferred carrier, the organisers may have already provided you with a delivery label template. If not please follow this format:
NAME OF EVENT
C/O VENUE NAME
ADDRESS LINE 1
SUBURB STATE POSTCODE
STAND NAME
STAND NUMBER
YOUR CONTACT NAME & NUMBER
Ensure your freight is also itemised i.e. 1 of 10, 2 of 10, 3 of 10 and so on.
Oversized freight is categorised by anything over 3.0 metres in length or weighing more than 1800kg. If your freight is over these specifications, you may be required to have an earlier move in time. Please flag this with your GEL representative and they will liaise with you in consultation with the event organiser.
Transit time is calculated based on the number of days it takes to get your freight from point A to point B.
Please ensure you submit your request for transportation of your freight at least 2 weeks prior to the first day of move in of your event.
See Delivery Matrix
As a rule, 2 weeks prior to the first day of bump in for the event. For more specific information relating to your event please refer to the exhibitor manual issued by your event organiser or reach out to one of our team members.
Requesting a quote is easy, please call 1300 013 533 or email info@gelevents.com.au and one our experienced team members will be able to assist you.
These are emailed through to you at the time of confirming your booking with GEL. If you have misplaced them not to worry, contact the project manager you’ve been liaising with, and they will be able to share them with you.
Not a problem! We can collect from any address, so long as the freight is appropriately packaged for transportation.
Whilst we transport your freight door to door, it will pass through many hands by the time it reaches its end destination. It is for this reason we request you do everything possible to ensure your pallets, crates, road cases and/or boxes are reinforced and can sustain the vibrations of transit over both short and long distances.
At a minimum we recommend consignments of more than 10 items be palletised for transportation. Putting your freight on a pallet and using shrink wrap to secure it to the base reduces the risk of items going missing and when kept within the footprint of the pallet reduces the risk of anything moving or getting damaged during transit.
While we recommend maximum care for all items of freight, extra considerations must be made for machinery, product or equipment which is often fragile and valuable. Considerations towards bubble wrapping, packing with polystyrene, strapping and crating such items go a long way towards ensuring your freight can sustain the journey.
If you are ever unsure, have any doubts, or more questions on this you are most welcome to talk to one of our experienced team members who can provide guidance or recommend companies who can build bespoke crates for your display items.
GEL cannot be held responsible to lost or damage to your freight as a result of your freight being insufficiently packaged for transportation.
During Event
GEL have trolleys available to use for free, however we kindly request that you keep usage to 15 minutes at a time as there is often a high demand as soon as exhibitors have access to the venue to set up their stands. If you require exclusive use of a trolley, we highly recommend you bring your own.
Please see our team onsite located at our service desk during exhibitor bump in, they will be able to provide you with fluorescent storage labels. Please ensure all other old storage labels are removed to avoid confusion when your freight is to be returned and labelled with the stickers provided and your stand number clearly visible.
Post Event
You are responsible for ensuring your freight at the end of an event is packaged appropriately for transportation, see ‘How do I pack my freight appropriately for transportation’.
Please ensure you bring your own shrink wrap to secure your pallet. If after stacking your pallet you realise you’ve forgotten to bring shrink wrap, please see our team onsite at the services desk, they have some available for purchase.
No problem! See our team onsite at the services desk, they have some available for purchase.
Yes, GEL have depots in Brisbane, Sydney, Melbourne, Adelaide and Perth. If you prefer the convenience of having your freight returned to one of our depots post event, we are happy to arrange this service for you. Once your freight returns to our depot you can arrange for it to be collected.
Transit time is calculated based on the number of days it takes to get your freight from point A to point B.
See Delivery Matrix
Every event has different parameters. Please refer to your exhibitor manual for specifics, alternatively you can reach out to your appointed project manager and coordinate a time with them.
International
International freight forwarding involves managing the shipment of goods across borders, including transportation, customs clearance, and compliance with international trade regulations. Freight forwarders act as intermediaries between shippers and carriers.
Air freight is faster and more suitable for high-value, time-sensitive goods but is more expensive. Sea freight is more cost-effective for bulk shipments but has longer transit times.
Common documents include the Bill of Lading (BOL), commercial invoice, packing list, customs declaration, and any relevant permits or certificates.
Customs clearance involves submitting required documentation, paying duties and taxes, and ensuring compliance with import/export regulations. Customs brokers or freight forwarders typically handle this process. GEL events is able to arrange for a temporary clearance specifically for exhibitions freight as long as temp import conditions are being met.
An ATA Carnet is a customs document that allows temporary importation of goods without paying duties and taxes. It is often used for trade shows, exhibitions, and professional equipment.
It serves as a customs document that simplifies the process of bringing goods into and out of Australia without requiring a bond or deposit. It covers temporary imports for up to 12 months and must be re-exported within that period. Goods must not be sold, leased, or disposed of while in Australia under an ATA Carnet. The Australian Chamber of Commerce and Industry (ACCI) is the issuing authority for Carnets in Australia.
International exhibitors bringing promotional materials incorrect ATA Carnets are not valid for promotional items only exhibits / stands, or technology for trade shows. Media crews transporting camera and production equipment. Musicians and performers moving instruments and stage gear for temporary performances. Sports teams bringing specialised equipment for competitions.
Incoterms are internationally recognised rules that define the responsibilities of buyers and sellers in global trade. They clarify who is responsible for costs, risks, and transportation.
Cost reduction strategies include consolidating shipments, choosing the right mode of transport, optimising packaging and negotiating carrier rates.
Delays may be caused by incorrect documentation, missing permits, or customs inspections. Avoid issues by ensuring paperwork is accurate, complying with regulations, and using experienced customs brokers.
Domestic
Common types include less-than-truckload (LTL), full truckload (FTL), express courier, rail freight, and air freight. The choice depends on shipment size, urgency, and budget.
Costs depend on factors such as distance, shipment weight and size, delivery speed, fuel prices, and service level (e.g., standard vs. express delivery).
Express freight ensures faster delivery, often within 24-48 hours, using priority transportation. Standard freight follows regular transit schedules and is more cost-effective for non-urgent shipments.
Proper packaging should protect items during transit. Use durable materials, secure pallets, and follow carrier-specific guidelines to prevent damage.
Dedicated freight services provide customized solutions, better handling for large or fragile shipments, and improved reliability compared to general courier services.
Most carriers use GPS and barcode scanning to track shipments in real-time, providing updates on location, estimated delivery time, and status changes.
On-Site
On-site logistics management involves coordinating the movement, storage, and handling of materials at an event venue. It ensures smooth setup, reduces delays, and enhances operational efficiency.
Coordination includes scheduling deliveries, managing storage, overseeing freight handling, and ensuring timely setup and breakdown of exhibits.
Challenges include limited loading zones, tight schedules, and last-minute changes. Solutions involve pre-planning, working with experienced logistics providers, and clear communication with venue staff.
A freight marshalling yard is a designated area where shipments are staged before being transported to the event venue. It helps organize deliveries efficiently and prevents congestion.
Proper handling minimises damage, speeds up setup, and ensures exhibitors receive materials on time. Using professional logistics teams improves overall event success.
Best practices include using GPS tracking, coordinating with venue staff, scheduling deliveries during off-peak hours, and ensuring proper documentation for seamless entry.
Planning ahead, working with specialized event logistics providers, and using express freight services help ensure timely deliveries to event venues.
General
Freight forwarding is the transportation of your product or stand from its origin to/from the event site.
Yes, GEL have a team of international freight specialists who can assist you with:
– Venue to venue logistics (air & sea freight)
– Temporary import permits / ATA Carnet services
– Customs Clearance
– Advanced warehousing and storage
When your freight arrives onsite at the event, it may require forklift handling to unload it and take it to your stand, into storage and vice versa. Forklift handling of freight is the safest and most efficient way to get your freight to your stand and back to the loading dock post event.
Most events have accessible storage space where you can place consumable products, when booking your onsite storage requirements please indicate whether you need dry, refrigerated or frozen accessible storage.
Storage is for the duration of the event; our storage rates include the labour involved to take and place your product into storage.
It is important to provide us with accurate dimensions and weight of your freight, as this is how we determine the cost to transport your freight to and from an event. The quote you are issued will be based on the dimensions and weight you provide. Your freight once in our care will be remeasured and reweighed, and in turn our rates may need adjusting based on this information.
Not a problem, for items of freight no longer than 2.4m and weighs no more than 400kg we can coordinate collection of your freight via a tailgate vehicle, this is a vehicle with an operable platform that can be lowered to the ground and reelevated to maneuverer the freight onto the vehicle.
Yes, it is essential that you or someone from your organisation is present at time your freight is due to be collected. If you aren’t present a futile pick-up charge will apply. If this happens your appointed project manager will be able to reschedule the pick-up for the next available timeslot, however this may impact when your freight is delivered to the event.
No, we do not offer insurance. If you require your freight to be insured, you must take out insurance with a third-party insurance organisation or claimed on your current business insurance if your policy allows.
GEL will not sign for external deliveries unless the freight has been transported by GEL.
If using an alternative carrier to deliver your freight, please instruct them to do so without a signature.
Yes, GEL have depots in Brisbane, Sydney, Melbourne, Adelaide and Perth. We can provide turnkey freight solutions for all your events.
Quite often our team will identify your freight as having been damaged before you arrive onsite, they will document it through photos and delivery/consignment note.
If it’s not apparent at first glance that damage has occurred and it’s only after you have opened up the crate or unwrapped your pallet, please take photos and immediately let the appointed project manager or the GEL team onsite know.
If not using GEL to transport your freight and your freight was damaged during transit, you will need to raise this directly with your carrier/courier company.
Not a problem! Please reach out to your appointed Project Manager, call 1300 013 533 or email info@gelevents.com.au with the actual details for your consignment so the necessary updates to con notes and labels can be made.
Customs clearance is the process of ensuring that goods being imported or exported meet all legal and regulatory requirements set by the customs authorities of the country. This process involves the submission of necessary documents, such as invoices, bills of lading, and declarations, to customs officials, who then assess the goods and ensure that all applicable duties, taxes, and regulations are adhered to before the goods can cross any border for export or import. Customs clearance ensures that goods comply with national laws, protecting both the importing/exporting parties and the country’s economy
2 x different types of clearances are required 1. being customs and the second being quarantine / DAWE . The time it takes for customs clearance can vary depending on several factors, including the country of import/export, the complexity of the goods, the accuracy of the documentation, and whether the goods are flagged for inspection. Generally, customs clearance can take anywhere from a few hours to several days.
Standard Customs Clearance: For straightforward shipments with proper documentation, clearance can often take between 1 to 3 days.
Delayed or Complex Clearances: If there are issues with the documentation, additional inspections are required, or if the goods are subject to special regulations (e.g., restricted items, high-value goods, or hazardous materials), the process can take several days to a week or more.
Customs Backlogs or Busy Seasons: During peak times (like holidays or major events), customs processing times may be longer due to higher volumes of shipments. To avoid delays, it’s crucial to ensure that all necessary documents are complete and accurate before submission. Additionally, working with a knowledgeable customs broker or freight forwarder can help streamline the process. quarantine clearance is a vital part of international trade that ensures imported goods are free of harmful organisms, thus protecting ecosystems and economies. It requires thorough preparation and understanding of the importing country’s rules to avoid any disruptions
The time it takes to deliver goods after customs clearance depends on several factors, including:
Availability at the Airport or Co-Loader Depots:
Once customs clearance is complete, the goods need to be released from the airport or depots for final delivery.
If the goods are readily available at the airport or a co-loader’s depot, it could take anywhere from a few hours to a day to arrange the final delivery, depending on local transport availability and scheduling.
Delivery Location:
The proximity of the destination from the clearance point (airport or depot) plays a role. If the final destination is local, delivery could be completed within the same day or next day.
For longer distances or remote areas, it may take 1-3 days after clearance.
Transport Type and Scheduling:
Air Freight: After clearance, if the goods are in the airport and transport is available, delivery could be fairly quick (same day or next day).
Ocean Freight: If the goods are being transported from a co-loader’s depot after customs clearance, it might depend on the shipping schedule, available transport, and unloading times, which could take 2-3 days or longer depending on the distance.
Local Delivery Conditions:
Traffic and Local Logistics: Local factors, like traffic, availability of local transport, and even weather conditions, could affect how quickly the goods are delivered.
Weekends and Holidays: Public holidays or weekends may delay the delivery by a day or more if there are no active operations.
Co-loader/Forwarder Operations:
Some depots and freight forwarders may have specific schedules for when goods can be picked up or delivered, potentially affecting the timeline.
General Estimated Delivery Time after Customs Clearance:
Local Deliveries (near airport or depot): Same day to next day.
Long-Distance Deliveries: 1-3 days.
Remote Locations or Complex Deliveries: It could take longer, depending on the access to transport and infrastructure.
To ensure smooth delivery, it’s a good idea to confirm with the forwarder or co-loader about their timelines and transport availability once customs clearance is complete.
Freight handling is a crucial part of the logistics and transportation industry, focusing on the physical movement of goods.
– Loading and unloading: This involves safely loading goods onto trucks, and unloading them at their destination.
– Freight Management: Freight handlers also organise freight within warehouses or storage facilities, ensuring efficient storage and retrieval.
– Inventory management: They may be involved in updating inventory records and ensuring accurate tracking of goods.
– Equipment operation: Freight handlers often use equipment like forklifts and pallet jacks to move goods.
– Safety: Ensuring the safety of goods and workers is paramount, requiring adherence to safety protocols and procedures.
Cubic weight is a way of calculating the weight of a pallet or a loose item of freight by its size rather than its actual weight.
This is due to transport companies need to account for the amount of space that an item of freight takes up in a vehicle,
as well as its weight, when calculating the cost of shipping and safety of load travelling.
When calculating the cost of freight, cubic uses the greater of the freights cubic weight or actual weight.
AIR Freight Volumetric Weight / Chargeable weight is 1 CBM = 167 KGS / LCL Sea Freight is 1 x CBM / 1.000 KGS
Logistics involves the planning, implementation, and management of the efficient movement and storage of goods, services, and information. It is crucial for businesses to optimise supply chains, reduce costs, and ensure timely deliveries.
Freight forwarding focuses on organizing shipments on behalf of clients, handling transportation, customs clearance, and documentation. General logistics encompasses broader supply chain activities, including warehousing, inventory management, and distribution.
Key factors include experience, service coverage, technology integration, pricing, reliability, and customer service. Businesses should also assess the provider’s ability to handle international shipping and regulatory compliance.
Businesses can improve efficiency by leveraging technology, optimizing inventory management, streamlining transportation routes, and working with reliable logistics partners. Forecasting demand and automating processes also help.
Challenges include delays, regulatory compliance, capacity constraints, and cost fluctuations. Solutions involve proactive planning, strong supplier relationships, real-time tracking, and contingency strategies.