Back-to-back weekends. Two cities. Two major trade shows. Recently, I had the opportunity to supervise booth setups for INTERPHEX in New York City and MRO Americas in Atlanta. These two events couldn’t be more different—one caters to pharmaceutical and biotech industries, the other to aviation maintenance—yet they shared a common thread: no matter the industry, trade show logistics can test even the most experienced teams.
As always, these trips offered a few good reminders about how even the best-laid plans can be challenged by venue policies, regional union rules, and unexpected shipping hiccups.
Shipping: Why the Details Matter
New York City – Plan for Congestion and Costs
Shipping into the Javits Center comes with built-in complexity. It’s New York, one of the busiest and most expensive cities to ship freight into. From surcharges to drayage rates, everything costs more and takes longer.
Even with careful planning, we encountered delays tied to volume and the difficulty of navigating city logistics. It was a clear reminder to keep your booth design as lean and modular as possible—with lightweight frames, tension fabric graphics, and rented furnishings when appropriate. Instead of shipping heavy equipment, consider monitors to display product visuals or demos.
Atlanta – Weather and Timing Can Still Derail You
Atlanta may be easier on the budget, but it has its quirks—especially in spring. Shipping small packages last-minute via FedEx or UPS? Be prepared for weather-related delays.
Our team has seen it time and again: small but critical items like last-minute graphics, promotional giveaways, or brochures get held up, arrive late, or end up buried in the decorator’s queue for hours.
Best practice:
- Ship these smaller, essential packages to your hotel a few days before you arrive, or
- Ship them to the advance warehouse, even if it means a late fee.
These options give you time and flexibility—two things you won’t have if your box gets delayed or misplaced at show site.
Union Rules: A Regional Reality Check
Northeast – Strict and Specific
At INTERPHEX, we encountered the expected—but often overlooked—strict union regulations that are standard in cities like New York, Boston, and Chicago. Even simple tasks like plugging in a monitor or light box must be performed by licensed union labor.
While we didn’t run into trouble this time, it’s something every exhibitor needs to plan for—especially if your booth includes integrated lighting, backlit signage, or AV components. Budget accordingly for electrical labor, and, when possible, design your booth so that lighting is structurally integrated. That way, your labor team can handle most of the setup, leaving only plug-and-play connections to the electricians.
The South – More Hands-On Flexibility
In contrast, MRO in Atlanta allowed for far more flexibility. In many southern cities, exhibitors or their hired EAC labor can often set up the full booth—including lighting, AV, and graphic installs—without needing union involvement.
This kind of regional contrast highlights the importance of knowing the rules before you show up. Planning ahead helps you avoid surprise labor costs and delays on-site.
Getting Around the City: Local Tips That Make a Big Difference
- New York City: If your hotel isn’t within walking distance of the Javits Center, avoid the steep cost of Ubers or taxis and take the #7 subway to Hudson Yards. It drops you just a block from the venue—for under $3.
- Atlanta: The Georgia World Congress Center is well-placed near hotels, many within easy walking distance. For those further out, rideshare apps typically run $20–$30 during non-peak times.
Final Thoughts: The Show Isn’t Just the Booth
Once the booth is built and the team is briefed, it’s tempting to relax—but that’s when things can go sideways. From union labor limitations to last-minute shipping delays, it’s the smaller details that often become the biggest headaches.
Having a clear understanding of the venue, union rules, regional nuances, and shipping logistics can dramatically reduce stress and keep your event running smoothly. After 25+ years in the industry, I can say this with confidence: knowing your surroundings is just as important as knowing your booth design.
Need Help Navigating Your Next Trade Show?
Whether you’re exhibiting in New York, Atlanta, or anywhere in between, the Xibeo team is here to help you plan, adapt, and show up with confidence.
