1. Ship Booth Hardware Separately from Consumables

One of the most common mistakes exhibitors make is mixing booth hardware with giveaways, brochures, or consumables. Booth structures and graphics should always ship together, but non-returning items such as swag, prizes, and edible samples should go by courier.

Here’s why it matters

Customs classifies booth hardware and consumables under completely different codes. If they’re packed together, your entire shipment could be rerouted for reinspection, even if only one item triggers the hold.

Pro tip: Label each crate clearly (“booth structure,” “marketing materials,” “giveaways”) and keep your manifest organized. A few minutes of preparation can save days of delay.

2. Use the Proper HS Codes and Label Clearly

Approximately 70–75% of booth delays at the border stem from incomplete or incorrect HS (Harmonized System) codes. These numeric classifications determine how your shipment is taxed and cleared, and even a small error can trigger delays.

If you’re unsure of which codes to use, consult your customs broker before finalizing your commercial invoice. Avoid vague descriptions like “exhibit materials” and instead specify details such as “modular aluminum frames,” “vinyl graphics,” or “backlit signage.” It's essential to clearly label aluminum or steel accurately. 

Every shipment should also be clearly marked “Exhibition Goods, Not for Resale” to prevent misclassification. This one step can help you avoid unnecessary tariffs and speed up customs clearance.

Pro Tip: Keep a master list of your product HS codes and update it annually. Regulations and classification codes can change each year, especially for aluminum and steel components.

3. Work with a Customs Broker Who Understands Trade Shows

Customs paperwork can be complex, and general freight brokers may not have the experience needed for exhibitions. A custom broker who specializes in trade shows understands the documentation, can pre-clear your booth materials, verify HS codes, coordinate timing with the carrier and the venue, and catch mistakes before they cause problems.

Experienced brokers also handle temporary import bonds or ATA Carnets, which let you bring goods into another country for display and then return them without paying full import duties.

In our experience, a knowledgeable customs broker is often the difference between a seamless border crossing and a major shipping disaster.

Pro Tip: Choose a broker familiar with the ports of entry and convention centers your shows use most often. Experienced brokers know the customs procedures, inspection workflows, and event contractors that can help your booth clear faster, arrive on schedule with a smooth hand-off to show services.

4. Build Extra Time into Your Shipping Schedule

Even when every document is in order, inspections can still happen at random. That’s why padding your shipping timeline is essential. It’s always better to have your booth arrive a few days early and wait in pre-show storage at the warehouse than to cut it close and hope customs clears it in time.

Factor in an additional 5–7 business days beyond your carrier’s quoted delivery window. This buffer protects you from weather delays, carrier backlogs, or customs inspections that can add unexpected days to transit. When planning your show, build in enough breathing room so every step, from shipping to setup, stays on schedule.

Pro Tip: If you exhibit often, work with a display partner who understands logistics timelines and can help you map key milestones from start to finish. A shared project calendar helps everyone stay coordinated and ensures your booth, paperwork, and shipping all move in sync.

5. Include All Required Documentation

Every international shipment must include a commercial invoice, packing list, and certificate of origin. If your shipment qualifies under the USMCA (formerly NAFTA) agreement, ensure all details are consistent, including product descriptions, weights, quantities, and declared values. Customs agents frequently cross-check this data, and even minor mismatches can trigger inspections or delays.

For booths travelling frequently between Canada and the U.S., consider using an ATA Carnet. It's essentially a passport for your exhibit materials. Carnets allow you to move displays, equipment, and graphics across borders duty-free, provided they return to their country of origin. When completed and validated correctly, they can save exhibitors thousands in duties and streamline temporary imports for trade shows and events.

Pro Tip: Keep both physical and digital copies of your paperwork and include a copy inside a waterproof pouch labelled “Customs Documents: Open First.” If you ship often, ask your logistics or display partner whether your next show qualifies for an ATA Carnet; it can simplify your entire customs process.

6. Consider Cross-Border Distribution and Storage Options

One of the smartest ways to simplify international exhibiting is by keeping your booth closer to where it will be used. Whether you’re an American brand exhibiting in Canada or abroad, or a Canadian exhibitor attending U.S. shows, working with a partner that offers strategic warehousing on both sides of the border can save time, money, and stress.

Cross-border storage solutions reduce the need for repeated international shipments, minimize customs paperwork, and provide faster turnaround between events. Many exhibitors now stage or store their displays in key show regions so materials can move directly between venues without re-crossing borders, a major advantage for those with back-to-back events.

Pro Tip: When evaluating exhibit partners, ask whether they offer both U.S. and Canadian storage options or global warehousing through their logistics network. This flexibility keeps your booth closer to your audience and helps you stay show-ready all year round. 

7. Protect Your Booth Investment with Exhibit Insurance

No matter how carefully you plan, international shipping carries risk. Exhibit shipping insurance is an inexpensive way to protect your investment and give you peace of mind.

Not all shipping insurance covers international or temporary event use. Before sending your display across the border, confirm that your booth hardware, graphics, and accessories are insured for the full replacement value, not just the freight cost.

If you’re using a logistics partner or general service contractor, clarify who carries responsibility once the shipment reaches customs or the advance warehouse.

Pro Tip: Take photos of all crates before shipping. They provide documentation in the rare case of damage or tampering with inspections.