Current indicators for Q1 2024 point to a positive shipping climate with relatively stable pricing and no port congestion. While this is great news for the industry, we're concerned about less knowledgeable international exhibitors who may struggle with mismanaged shipments. 

This year we've observed exhibitors — and even country pavilions — become fearful that their booths would not arrive in time to meet move-in dates due to customs delays or late-arriving shipments. To be clear, this most often occurs when exhibitors forego using the services of the trade shipping specialist appointed by show management.

PIBL had a record year of “rescue shipments” — circumstances where show organizers turned to us to assist a frantic exhibitor encountering problems when our company was not the original freight forwarder or broker on record.

After 25+ years in the industry and one long, difficult pandemic, we want to see international exhibitors succeed. To that end, we share some of the common mistakes made by exhibitors and their freight management companies.

1. Inaccuracies. Inaccurate information appearing in required import documents will cause customs delays and possibly physical examination of a container.

2. Late filing. A late Importer Security Filing for sea freight shipments can trigger a customs inspection.

3. Shortcuts. Taking shortcuts with shipping-related documents will increase the likelihood of a customs cargo hold — whether it’s not filing every form or not filling in documents completely, such as failing to report the company name and address of each manufacturer on the invoice. Some exhibitors and some less diligent brokers choose shortcuts and then experience customs delays.

4. The least expensive shipping option is not always the best. Show managers have specific timing for move-in and move-out of booths. The official freight forwarders for the shows adhere to their schedule. However, common carriers, which can appear to be less expensive, may not operate in accordance. 

5. Thinking food samples at shows aren’t subject to the same requirements as other imported food. The FDA strictly regulates the import of food to the U.S. and that includes food samples destined for trade shows. Certain food categories require longer lead times for customs clearance or specialized handling. All food importers must appoint a U.S.-based Foreign Supplier Verification Programs (FSVP) Importer to verify that food entering the country meets food safety standards. Exhibitors need to be aware of the additional time involved with these processes.

6. Not knowing or failing to report to a customs broker. Products being imported are subject to antidumping or countervailing duties (AD/CVD). According to U.S. Customs and Border Protection, “These duties are intended to offset the value of dumping and/or subsidization, thereby leveling the playing field for domestic industries injured by unfairly traded imports."

We believe there is a continuing — perhaps expanding — need for education on these matters as more international exhibitors seek a presence at shows in the U.S. We're working closely with show management to inform international exhibitors about shipping and customs issues and urge that related conversations occur soon after confirming show participation.