Exhibits · Practical guide
Booth materials: coordinate move-in, handovers and move-out
A truck arriving at the venue does not mean materials have reached the booth. Move-out also needs responsible people, packaging and paperwork. Planning both journeys helps coordinate handovers with the program and providers.
Define where each transport leg ends
Separate transport, warehouse or venue receiving, and delivery to the booth according to the contracted service. Ask the organizer for that edition’s channel and rules. Confirm which provider covers each leg and what it needs to accept the delivery.
The ISC East 2026 manual distinguishes freight arrival from installation and links empty-case return to hall closing procedures. Use your event’s confirmed windows and process; do not assume immediate pickup when an activity ends.
Prepare a list that travels with the materials
Ask each provider for package IDs, declared contents and documented transport information. Where a route needs dimensions or mass, use information confirmed by its owner and retain units. These data support access coordination; they do not approve floors, lifts or structures.
Agree who receives, how discrepancies are recorded and who handles a mismatched package. Distinguish client equipment, rentals and other providers’ materials so each return has its own destination.
Record changes of custody
Scroll the table sideways. With a keyboard, focus it and use the arrow keys.
| Leg | Required confirmation | Proposed record |
|---|---|---|
| Before dispatch | Destination, window and recipient | Package list and transport reference |
| Receiving | What arrived and observed differences | Date, recipient and open item |
| Empty cases | Storage location and return process | Confirmed procedure and owner |
| Move-out | Recipient, packages and agreed transport | Recorded handover and open differences |
Arrange move-out before the last day
Identify official closing, provider access, empty-case return and carrier receiving deadlines. Technical dismantling is performed by its responsible teams under their procedures; coordinate documents and equipment handover with those teams.
Agree who retains custody until equipment is handed over and how each provider’s return is recorded. If transport or cases are delayed, the coordinator contacts event services and updates affected parties. Keep any receiving discrepancy open until the relevant handover is confirmed.
An example with separate return destinations
Conceptual example: the client supplies a product while the AV provider supplies displays. Both arrive at one booth but return to different recipients. Identify packages by owner and record two handovers rather than treating everything as one move-out.
Before closing the record, compare actual handovers with the expected list. Assign differences and next actions. Enter inspection, count and delivery results only after the responsible team has recorded them.
Planning worksheet
Move-in and return documentation worksheet. Providers confirm equipment and packaging information; enter results when handovers take place.
Common questions
Can materials enter through any access point?
Confirm authorized access points and methods with the event and relevant provider before arranging dispatch.
When do empty cases return?
That depends on the event procedure and contracted service. Confirm it when planning move-out.
Does a weight list approve the route?
It provides information for review. Access acceptance and technical conditions are confirmed by the venue and responsible specialists.
How do we close an incomplete return?
Record the discrepancy, who retains custody and the next action. Do not mark a complete handover without supporting records.
Sources and further reading
Accessed October 23, 2026
- ISC East 2026 — General Show Information — Pages 1–3 and Crate Removal, Storage & Return: a specific access and empty-container example. Confirm your event procedure.
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