I'm not on site for a lot of my shows, and I'm tired of exhibitry coming back damaged because it wasn't repacked properly. What can I do to make sure my booth makes it back from its destination unscathed?

Based on our experience at EDE Corp., more than 70 percent of damage to a trade show exhibit is the result of improper dismantling and packing. Most show organizers only allow about half as much time for teardown as they do for install, which creates a chaotic scene from the get-go. Recent staffing shortages mean labor crews are stretched thin, and booth staffers are usually anxious to split when the show ends, meaning that the careful dismantle and recrating of the exhibit is not top of mind. This creates a recipe for disaster when it comes to your precious cargo. That said, there are steps you can take to increase the odds that your exhibit returns in as pristine condition as you sent it, even if you cannot be there to oversee the process.

Document and Designate
Be thinking about dismantle when you prep your exhibit for shipping and create a packing list for each crate along with photos of the filled containers for a visual reference. If possible, include a Tetris-like diagram showing precisely where each component goes. Slip these documents into a plastic sleeve and attach them to the underside of the lid so they'll be easy to locate during teardown. It's also important that your on-site lead has an extra set of these instructions in case any go missing during install. Finally, pack extra bubble and foam wrap, since the original will likely be discarded during setup. The most successful exhibitors we've seen pack these materials in a separate box labeled "Save for Repacking."

It's a good idea to try to get the same crew that set up your exhibit to dismantle it, as these workers will be more familiar with how the components were packed when they arrived. Make that request when you place your labor order before the show. If the accommodation can be made, get it in writing and be sure to email it to your on-site captain, which leads to the next point: Be sure you designate a dismantle supervisor. If you don't, the general contractor will appoint one (and charge you for it), which is never ideal since that person doesn't have to directly answer to you for any damages. If you're a small exhibitor, you'll likely be designating one of your own staffers, but it could also be your exhibitor-appointed contractor (EAC). Let that person know in no uncertain terms that they are responsible for the well-being of your company's cargo.

Confirm and Coordinate
Even if your supervisor is only in charge of dismantle, their work begins before the show by heading over to the service desk and asking to speak with the foreman or supervisor in charge of labor in your booth's area. They should confirm that the install team will also be handling dismantle – if that was agreed to earlier. If that wasn't something preplanned, it's a good idea to make the request at this time. It's not always possible to secure the exact same labor team, but they can ask if at least one or two laborers from install can help with dismantle. Regardless of whether either option is available, this is a great time for your point person to explain your packing system and expectations to the foreman and let them know of any fragile or brand-new exhibitry you have that requires extra care. Foremen generally prefer to have this information up front so they can pass it on to the labor crew, plus relaying this info before the fact sets the tone that your team will likely cause a ruckus if things are dinged up.

This is also the time for your supervisor to pick up priority labels (located at the service desk) for your exhibit, which are a relatively new offering from many show organizers and general service contractors. Most shows allow you to get priority labels for up to five crates for about $150 each. Priority crates are stored separately and are the first to be delivered to the show floor after the event. This ensures you can start dismantle right away when teardown crews are still fresh, which will cut down the chances of shoddy repacking. Your supervisor should also preemptively grab any "Fragile" and "Do Not Stack" labels for protecting your shipment. If you have show or EAC labor, hand the labels off to them, and they'll adhere the labels to the sides of the appropriate crates so that forklift drivers can clearly see them. If your own team is responsible for setting up the booth, then your supervisor needs to affix the labels.

If possible, have your supervisor on hand during setup to ensure any original packing materials (e.g., monitor boxes, foam packing, and cardboard corner guards) are saved and placed back in your crates before they are transported to the boneyard. These materials are critical for making sure fragile items are properly protected during transit, and they have a habit of being thrown away during install if someone isn't there to make sure they don't disappear. If your point person can't be present, designate someone on your team to keep watch.

Finally, before your crates are whisked away to the boneyard, have your supervisor prep them to sit outside for a few days, where they may exposed to the elements. For instance, if you have a crate without a lid, be sure to shrink wrap it so the interior doesn't get wet in the event of rain. Besides shortening the life of the crate, any moisture inside can ruin exhibitry when it's later repacked.

Monitor and Manage
Expect your supervisor to be in the booth the minute the show closes to connect with the dismantle crew and set the right tone for teardown and packing. Your point person should again highlight components that must be handled with care and need special packing materials. Have them pull out your box of bubble and foam wrap that you had the foresight to ship to the event so there's no temptation to stuff unprotected items into crates.

You will likely have some empty cavities inside your crates because of literature, samples, and giveaways that have been distributed throughout the show. Fill these spaces with empty boxes and extra packing material to ensure nothing shifts during shipping. There will be plenty of debris around the show floor to scoop up as filler.

Communication is key during this phase. Ask your supervisor to send photos of each repacked crate so you can catch any mistakes before the lid is put on. If it's a multiday teardown, request progress photos at the close of each day. Have your point person share a copy of the completed outbound bill of lading with you before it's submitted so you can verify each crate is headed to the right destination.

If, after all your careful planning, you're still having trouble with damaged shipments, consider upgrading your crates. A Class A crate is the cream of the crop, i.e., it's made entirely of wood with a heavy lid or swinging door. You can work with your exhibit house to modify the interior with grooves for your exhibitry and add custom padding to ensure things aren't jostled during shipping. A roughly 128-cubic-foot crate will cost you about $2,000 (subject to local material and labor prices), but it will more than pay for itself if it means you don't need to refurbish or replace your exhibitry after each outing.