Exhibition empty-case storage and return

Part 1. Exhibition and operations lead

“Do not assume empty-case storage is an accessible stockroom. Separate needed supplies and check the actual service conditions.”

• Distinguish empty and accessible storage: Freeman’s CattleCon 2025 guidance stores collected EMPTY-labelled containers where exhibitors cannot access them during the show. Separate promotional items, gifts and spare parts needed during the event; if accessible storage is needed, confirm availability and terms for the actual exhibition in advance.
• Verify access and responsibility: Accessible storage does not automatically mean unrestricted direct access or secure storage. As in GES’s Pittcon 2024 guidance, handling labour may be needed and storage may not be secure. Check access hours, labour, charges, permitted valuables or critical equipment, and responsibility terms in the show order.
• Allow for delayed returns: Depending on the event, empty returns may take several hours and cases collected together can return at different times. Do not assume every item can be packed as soon as the show closes. Include a return window and contact in the labour and transport plan.
• Confirm this show’s terms: Do not assume a priority service or return timing from a previous exhibition applies here. Ask the organiser and official provider about availability, eligible cases, the timing trigger and charges.

Part 2. Stand installation and on-site logistics

“Empty every case before labelling it and remove identification from previous shows.”

• Check for remaining contents: Before attaching an EMPTY label, check for chargers, spare cables, tools, consumables and literature for the next day. Keep supplies needed during the show in permitted stand space or separately approved storage.
• Replace old labels with official identification: As in the cited GES show guidance, remove old EMPTY stickers and booth information from reusable cases. Apply the current event’s official label and write the assigned booth number correctly.
• Record each case and its label: Before handing cases to the provider, photograph each identifier and label and record the total count. Assign an owner and enquiry contact for matching returns and missing cases.
• Do not use aisles or the back of the stand as storage: IAAPA Expo 2026 warns that unlabelled containers may be moved regardless of their contents. Follow the actual show’s collection timing and official storage procedure rather than placing items in an unauthorised area.

Part 3. Move-out and packing review

“Case return and freight handover are separate. Match the physical cases and adjust the packing sequence.”

• Compare returns with the installation record: As cases arrive, compare identifiers, count and condition with the handover record. Mark returned cases separately from those still missing.
• Report missing cases through the designated channel: Give the storage provider the case identifier and booth number. Record the last check, responsible person and response.
• Adjust work to the order of arrival: Cases may not return together. Pack equipment for which cases have arrived and track tasks and labour that depend on missing cases separately.
• Separate return from carrier handover: Return of an empty case does not establish that freight is packed or handed to the carrier. After packing, use the separate outbound process to confirm carrier check-in and evidence of actual freight handover.

Use the form for the next handover

Use the [Empty-case storage and return register](/en/templates/empty-case-custody.html) for the records described here. The XLSX contains Blank, Example and Instructions sheets. Write your event in Blank; the fictional example is a guide to what to enter.

Empty each case and record its current label and photo. Record collection and actual return separately using case IDs.

Installation hands labels, photographs and collection records to load-out. Load-out hands unresolved cases and enquiry results to the next owner.

Final check before use: Before ordering empty-case storage and starting move-out packing, cross-check the separation of show-time supplies, removal of old labels and case records, and the packing sequence for delayed returns.