Trade Show Shipping Labels: Don’t Let Your Booth Get Lost
Last updated: November 2026
A trade show shipping label is the one-page instruction sheet from your show’s service contractor that tells the warehouse exactly whose booth this is, which booth it goes to, and when it is allowed to arrive. Without it, your display is just another unmarked box on a loading dock.
Most first-time exhibitors have never heard of show labels, and most lost booths trace back to a missing or wrong one. This guide covers what goes on the label, where you get it, which of the two label types to use, and the four steps to get your display to your booth on time.
What is a trade show shipping label?
A trade show shipping label (or “show label”) is a label issued by the show’s general service contractor that routes your freight to your booth. It goes on every box, case, and crate you ship, and the warehouse uses it to match your shipment to your booth number.
A show label typically includes:
- Show name — so the warehouse doesn’t confuse your freight with another event in the same building.
- Exhibitor (company) name — the name you registered under, exactly as registered.
- Booth number — where the freight is delivered on the show floor.
- Delivery address — either the advance warehouse or the show site, usually “c/o” the service contractor.
- Allowed delivery dates — the receiving window. Freight outside it can be refused or charged extra.
- Piece count — “1 of 3, 2 of 3, 3 of 3” so the warehouse knows when your shipment is complete.
Where do I get my trade show shipping labels?
You get show labels from your exhibitor kit (also called the exhibitor service manual), which the show organizer or its service contractor sends after you book your booth. They are usually a downloadable PDF in the shipping or material-handling section. If you can’t find them, email the show organizer and ask — it takes one sentence:
“Hello, I’m exhibiting at [Show Name] in booth [Number] on [Dates]. Could you send me the official shipping labels and the shipping instructions for the advance warehouse and show site? Thank you.”
Should I ship to the advance warehouse or directly to the show?
Ship to the advance warehouse if you want a cushion; ship direct to show only if you can hit a tight delivery window. Every show issues two labels, and they are not interchangeable — put the wrong one on and your booth goes to the wrong building.
| Label type | Where it goes | Best for | Watch out for |
|---|---|---|---|
| Advance warehouse | The contractor’s warehouse, which holds freight and delivers it to your booth before move-in | First-time exhibitors, anyone flying in, anyone who wants proof the booth arrived before they travel | Has a receiving window that opens weeks out and closes days before the show; often carries extra handling charges |
| Direct to show site | The convention center loading dock during move-in | Exhibitors with a reliable carrier and a firm arrival date | Only accepted during the assigned move-in dates; a delay means your booth may not be there when you are |
Either way, freight is moved from the dock to your booth by the show’s contractor and billed as material handling (drayage), generally by weight. Your exhibitor kit lists the rates. If you’re budgeting a show for the first time, the cost and planning resources at Trade Show Event Directory are a good place to start.
How to use trade show shipping labels: 4 steps
Get the labels early, check them, send them to your display vendor, and keep copies. That’s the whole process.
- Step 1: Get the show labels as soon as you book
Download both labels from your exhibitor kit, or request them from the show organizer. Don’t wait until your display is printed — the receiving window may already be closing. To see how much time to allow, read our guide to trade show production timelines. - Step 2: Choose your label and check every field
Decide on advance warehouse or direct to show, then confirm the show name, your company name, booth number, delivery address, and dates. A wrong booth number is the most common reason freight sits unclaimed. - Step 3: Send the label to your display vendor
If your display is shipping straight from the vendor to the show, the vendor needs the label to attach it before pickup. At APG, we ask every customer shipping to a show for their label and attach it to each box ourselves. Here’s how we explained it to one customer recently:“Hi [Name], I’ve attached the show label from your show as an example of what I mean. Every show usually has something similar. It tells the warehouse where to send your booth when it arrives. This ensures nothing gets lost in their custody. We affix these to the boxes before we ship anything out.”
If you ship the same display to several shows a year, a hard shipping case holds up trip after trip, and the label goes right on the case. Some cases even open into a counter for your booth.
- Step 4: Keep copies and your tracking numbers
Save a PDF of the label and print a few extras. Bring them to the show with your tracking numbers — if a box goes missing on the floor, that’s what the service desk will ask for. Keep a spare label for the return trip, too.
Tips for planning trade show shipping label logistics
What happens if my booth ships without a show label?
It can be delayed, misdelivered, refused, or charged extra handling while the warehouse figures out whose it is. Warehouses receive freight for many exhibitors at once. A box with no label, or the wrong label, has no booth to go to, and you find out at move-in, when there is the least time to fix it.
Trade show shipping label FAQs
Who provides trade show shipping labels?
The show’s general service contractor provides them, usually inside the exhibitor kit. If you can’t find them, the show organizer can send them.
Do I need a separate label for every box?
Yes. Put a label on every box, case, and crate, and number them (“1 of 3”) so the warehouse knows the shipment is complete.
Can my display company ship straight to the show?
Yes. APG can ship your display directly to the advance warehouse or the show site — send us your show label and we attach it before it leaves.
What’s the difference between advance warehouse and direct to show?
Advance warehouse freight arrives early and is held, then delivered to your booth before move-in. Direct-to-show freight goes to the convention center and is only accepted during move-in.
Do I need a show label for the return shipment?
You need an outbound shipping label and a bill of lading for your carrier. Check the exhibitor kit for outbound instructions and keep a spare label in your booth.
We handle the label so you don’t have to:
APG Exhibits has been a family business for over 50 years, and a show label is one of the small details we never skip. When you order a trade show booth display from us, send your show label with your artwork and we’ll take it from there. You can see every step in our ordering process.
Not sure which label to use or how much time you have? Contact us, a real person will answer.
