Exhibition move-out and carrier collection verification

Part 1. Exhibition and move-out lead

“A transport booking and submitted documents do not complete move-out. Separate on-site handling from off-site transport and check replacement conditions in advance.”

• Separate material handling from off-site transport: As Freeman’s freight guidance explains, material handling within the venue and transportation beyond it are different services. A carrier booking alone does not establish that the show contractor is ready to release the freight. Track progress from document acceptance through physical collection.
• Check replacement authority and cost approval: If a designated carrier misses the show’s check-in deadline, the event’s conditions may allow replacement transport and additional charges. Do not treat this as a universal rule. Check who can arrange replacement transport, any prior consent under the contract, who bears the costs and when notice is given, and inform the exhibitor.
• Use the show’s official instructions and forms: Do not generalise one venue’s or logistics provider’s procedures to all exhibitions in Korea. Establish the actual show contractor’s MHA form, submission and check-in deadlines, and uncollected-freight conditions.
• Arrange handover for delays and uncollected freight: Assign the person remaining on site and the carrier contact before move-out. If collection is delayed, hand over the holding location, outstanding package count, last confirmation time and remaining actions to the follow-up owner.

Part 2. Exhibitor packing and outbound lead

“Match package counts to the paperwork, and record on-site acceptance separately from the submission click.”

• Reconcile packed goods and documents: If the count changes after packing and labelling, update the physical inventory, labels and MHA together. Check the show’s instructions for separating destinations and preparing any required bill of lading and labels.
• Separate online submission from on-site confirmation: Submitting online is a different stage from physical verification or acceptance on site. Where the show requires an on-site check, as in the GES event guidance reviewed, confirm the freight and location with the contractor and record submission and on-site acceptance or verification times separately.
• Obtain independent checks from all three parties: Confirm progress separately with the exhibitor who checked packing and labels, the contractor who accepted the paperwork, and the collecting carrier that checked in. Do not use one party’s response to mark the other stages complete.
• Distinguish booking numbers from collection: Do not treat a vehicle booking number alone as completed move-out. Record document acceptance, carrier check-in and physical collection separately, and identify freight still on site. If the show permits departure, assign an owner for the remaining checks.

Part 3. Show freight contractor and collecting carrier

“A vehicle booking is not proof of check-in. Close the handover using the deadline check and actual collection records.”

• Compare check-in deadlines with actual arrival: A vehicle booking does not prove on-site check-in. The carrier should verify the event’s check-in and document deadlines, while the contractor and exhibitor’s lead confirm the actual check-in status.
• Agree collection evidence and the response route: Decide in advance whose written or electronic response will establish physical collection. Record the items and quantities actually collected and send confirmation to the exhibitor’s outbound lead. Track collection, departure from the venue and arrival at the final destination as separate states.
• Hold completion when accounts differ: If the show contractor’s outbound record differs from the carrier’s collection list, do not mark the handover complete by assumption. Ask both parties to explain the difference and keep completion on hold until it is resolved.
• Track freight location and collecting carrier: Link the holding location, package units, intended carrier and confirmation time in the record. Maintain the information so that the designated freight can be identified and released when the carrier checks in.

The accompanying EVENTODIT outbound handover register is an internal management aid, not an official MHA or bill of lading. Obtain the actual show’s required forms and conditions from its contractor.

Final check before use: Before exhibition move-out, cross-check destination-level package counts, MHA acceptance, carrier check-in and evidence of physical collection.