Loading docks: check-in, EAC access and event booking

Marshalling yard: check in and wait for the dock call

A marshalling yard provides vehicle check-in and holding when the show organizes receiving that way. Request your show’s instructions: location, check-in hours, freight documents, planned slot and dispatch method. Confirm whether the process covers your vehicle type and applies again for pickup.

Prepare a carrier worksheet with show, exhibitor, booth or room, building, number of deliveries and receiving contact. List documents required by the manual, such as a bill of lading (BOL) or weight ticket where applicable. Sending this information does not mean check-in has been completed.

IAAPA Expo 2026, OCCC South and West: GES requires separate deliveries for booths in both buildings and a return to the marshalling yard to re-queue after the first delivery. This applies to that edition, not every OCCC event.

If freight has two destinations, coordinate both before contracting the truck’s day. Holding, receiving each group and internal movement can affect the plan. Do not treat the yard as a freight warehouse or parking for the entire show: separately confirm where the vehicle goes after unloading.

If video cases need to reach two booths, compare a show-approved sequence with two contracted deliveries, including receiving and costs at each destination. A preliminary sketch can start the discussion before the final manifest is ready.

Credentials and EACs: identify who enters and for what work

An EAC—Exhibitor Appointed Contractor—is a provider hired by the exhibitor outside the general or official contractor, under the show’s definition. For an AV crew, ask how the company registers and what access applies to each role: driver, delivery, installation, operation or dismantling.

Separate vehicle access, individual credentials and service authorization. An exhibitor badge does not replace a dock booking or automatically authorize freight movement or forklift operation. Also establish whether the driver delivers only to receiving or needs access to the room.

IAAPA Expo 2026 example: GES assigns the EAC notice to the exhibitor; the provider completes its documentation. The show agreement keeps exclusive services, including drayage, outside general EAC authorization. Review those documents for your booth’s scope.

• Company and role of each working team, exhibitor relationship and freight destination.
• Requested registration, receipt and acceptance confirmed through the show’s channel.
• Credentials, work windows and permitted areas for setup and dismantling.
• Services ordered from the official provider and AV services assigned to the outside team.

Ask the organizer or exhibitor contact for applicable deadlines and documents before confirming crew. If a certificate of insurance (COI) is required, coordinate it with the provider and its agent; sending a certificate does not automatically establish acceptance. Exchange personal details and access documents through the designated private channel, not a public inquiry.

If the truck delivers the cases and a different crew handles installation, prepare both access arrangements and the handover. If authorization is missing, review delivery to an approved receiving point or the necessary official service, without assuming internal movement is allowed.

Dock booking: confirm what is included and the terms

Before finalizing transportation, ask whether the show uses individual dock appointments, booth target times or dispatch from a marshalling yard. Record who assigns access and how receiving is confirmed for your vehicle. General move-in hours help frame the request but do not replace a response for that delivery.

Request transportation, check-in or booking, unloading, internal movement or material handling, equipment, operator, waiting and parking separately. Do not assume the dock is free or an unloading rate covers all logistics. If a quote is still needed, start with photos, a package list and a tentative window.

If a liftgate truck can reach the property but receiving labor is unavailable in the requested slot, compare another time or the required service before confirming the truck. Its liftgate does not replace venue authorization or establish which tasks each provider may perform.

Prepare pickup as well: freight release time, carrier access and outbound receiving point. Keep a worksheet version that the organizer, setup team and carrier can follow when the schedule changes.