Choose the receiver before printing the label

Ask the organiser or exhibitor whether goods should go to a Calgary office, a nominated advance-receiving location or the venue during an authorised window. Do not use a public venue address without confirming that someone there will accept the shipment.

Put the exhibitor name, event reference and receiver on the consignment. Include a contact available during delivery. A driver arriving outside the goods-in window cannot assume permission to use a public entrance or leave cartons with an unrelated exhibitor.

Count finished cartons rather than marketing items

Describe the transport load by boxes, dimensions and gross weight. Brochure cartons can be unexpectedly heavy, while sample packs may occupy more space. Give both kinds separately and explain whether a hand trolley, dock or other handling arrangement is needed.

Keep liquids, food or temperature-sensitive samples out of an ordinary ambient booking unless their requirements have been disclosed and accepted. For chilled samples, request the corresponding refrigerated service instead of treating every promotional item as a standard parcel.

Allow the event team time to prepare

The delivery deadline should precede the moment the materials are needed on the stand. The receiving team may have to sort packs, register goods or move them internally. WTM confirms transport to the agreed handoff point, not booth setup unless separately arranged.

For example, a Lethbridge exhibitor can send prepared visitor packs to its Calgary representative ahead of setup. The representative can then check quantities and deal with the event’s own admission and internal handling arrangements without a last-minute intercity collection trip.

Separate missing-item emergencies from the main consignment

A small omitted carton may warrant a second courier request or a direct hotshot if the deadline is critical. State what is missing, where it is ready and the latest useful arrival. Do not imply that the original shipment automatically reserves another vehicle.

Keep each transport reference with the event’s shipment records. A POD helps locate the completed handoff, while the exhibitor remains responsible for reconciling the delivered contents with its event checklist.

Event courier questions

Can WTM deliver directly to the exhibition venue?

Provide its authorised receiving instructions and contact so that delivery can be quoted to the correct point.

Is collection of leftover literature included?

Only when booked. Confirm the post-event carton count, pickup window and destination for the return movement.