Copy-Ready Move-In and Move-Out Schedule
Copy this into your exhibitor manual and the documents exhibitors see after booking, then replace the placeholders with times agreed with your venue and general service contractor (GSC). The example assumes a three-day show with two move-in days; add or remove days to fit.
EXHIBITOR MOVE-IN AND MOVE-OUT SCHEDULE: [SHOW NAME] Venue: [VENUE, HALL] Dock address: [ADDRESS, DOCK NUMBERS] Marshalling yard: [ADDRESS] Official GSC: [NAME, PHONE] Show office: [LOCATION, PHONE] All times are [TIME ZONE]. Exhibitors may not enter the hall outside these times. MOVE-IN [DAY 1, DATE] [7:00 AM - 5:00 PM] Islands, split islands and exhibits of [400] sq ft or more [7:00 AM] Marshalling yard opens for targeted carriers [8:00 AM] Exhibitor service desk opens [DAY 2, DATE] [8:00 AM - 12:00 PM] Peninsulas and inline booths in aisles [100-500] [12:00 PM - 5:00 PM] Inline booths in aisles [600-1000] [8:00 AM - 5:00 PM] Hand-carry exhibitors (no carts or dollies) via [ENTRANCE] [12:00 PM] Last check-in at marshalling yard for direct-to-show freight [3:00 PM] Labeled empty crates out of booths for storage [5:00 PM] All aisles clear for aisle carpet [6:00 PM] Booths show-ready; freight not set up by now may be set by the GSC at exhibitor cost [6:00 PM] Fire marshal and show management walk SHOW DAYS [DAY 3-5, DATES] [7:00 AM] Exhibitor access each show day [9:00 AM - 5:00 PM] Show open No deliveries in aisles during show hours except by [EXCEPTION] MOVE-OUT [DAY 5, DATE] [5:00 PM] Show closes. No dismantling or packing before this time [5:00 PM] Outbound bills of lading available at the service desk [5:30 PM] Aisle carpet removed; empty crates begin returning [10:00 PM] Hand-carry and small booths out [DAY 6, DATE] [8:00 AM - 12:00 PM] Remaining dismantle [12:00 PM] Deadline for outbound carriers to check in at the marshalling yard [2:00 PM] Hall must be clear. Freight left after this time is shipped by the official carrier at exhibitor cost PENALTIES Early dismantle: [PENALTY, e.g. loss of priority points] Late move-in or move-out: [PENALTY OR LABOR CHARGES] QUESTIONS: [NAME, EMAIL, PHONE]
How Targeted Move-In Works
Targeted move-in gives each group of exhibitors its own arrival window. Without it, every truck arrives at opening time, the docks back up, freight sits in the marshalling yard, and booths in the middle of the hall are blocked by others still building. Targeting is usually set by the organizer with the GSC, by booth size, area or booth number.
| Target by | How it works | When it fits |
|---|---|---|
| Booth size or type | Islands and large exhibits first, then peninsulas, then inline | Most shows: big builds need the most time and the empty floor |
| Hall area or aisle range | Aisles 100-500 in the morning, 600-1000 in the afternoon | Large halls with several docks or a single long dock |
| Booth number | A window for each block of booth numbers | Busy shows with many inline exhibitors |
| Freight type | Exhibit-house trucks, van lines, then hand-carry | Shows with heavy machinery or many small exhibitors |
Build from the back of the hall and the inside of the floor outward where you can, so finished booths aren't in the way of later deliveries. Machinery and very large exhibits may need to be placed before neighboring booths' drape goes up, so give them the earliest slot.
Marshalling Yard, Dock, Empties and Show-Ready
- 1
Marshalling Yard
Trucks arriving direct to show check in at a marshalling yard and wait to be called to the dock in their target order. Drivers need the show name, exhibitor name and booth number, and the yard has a check-in cutoff.
- 2
Dock and Delivery to the Booth
Freight is unloaded at the dock and delivered to the booth by the GSC's crew. Freight shipped to the advance warehouse is typically delivered to booths early in move-in. Our trade show logistics guide explains advance vs direct shipping and drayage charges.
- 3
Hand-Carry
Many venues allow exhibitors to carry in what they can manage themselves through a set entrance, often without carts or dollies. Rules vary by venue and labor agreements, so publish the venue's exact hand-carry rule.
- 4
Empty Crate Storage
Exhibitors label empty crates and cases with stickers from the service desk; the GSC removes them to storage before the show opens and returns them after close.
- 5
Aisles Clear and Show-Ready
Aisles must be clear by a set time so aisle carpet can go down, often the evening before opening. The booth must be finished, with freight unpacked and empties out, by the show-ready deadline.
The Move-Out Schedule
Move-out is faster than move-in and more chaotic. Everyone wants to leave at the same time, empty crates take time to come back, and tired teams leave freight without paperwork. A clear move-out schedule prevents most of it.
- No dismantling before the official close: say it in the agreement, the manual and a final-day announcement, with the penalty
- Aisle carpet comes up first, then empties return; tell exhibitors this can take a few hours on a large floor
- Hand-carry and small booths leave first, while freight is sorted
- Every outbound shipment needs a completed bill of lading at the service desk and a carrier booked before the carrier check-in deadline
- Freight left after the deadline is typically shipped by the official carrier at exhibitor cost; say so plainly
- Ask exhibitors not to leave booths unattended during dismantle: theft is most common in the hours after close
Coordinating With the General Service Contractor
The GSC runs the docks, labor and freight, but the schedule is a joint decision with the organizer and the venue. Agree on it early, because it drives the exhibitor manual, the labor order and the venue contract.
- Venue: when the hall is available, dock count, freight elevator, curfews and overtime charges
- GSC: how many trucks and how much labor each window can handle, aisle carpet timing, empty storage, marshalling yard location
- Organizer: booth mix, which exhibitors need early access, sponsor and feature builds, registration and AV setup
- Fire marshal or venue safety: inspection timing and what must be finished by then
- Exhibitor-appointed contractors: forms and certificates of insurance due before move-in
Send the GSC the final floor plan with booth numbers, sizes and aisle widths, and a list of which exhibitors are in each target window. Any booth moved after that should be sent to them the same day.
Communicating the Schedule to Exhibitors
| When | What to send | How |
|---|---|---|
| At booking | Move-in and move-out dates, so they can book travel and labor | Confirmation email and exhibitor manual |
| About two months out | Full schedule, target window by booth, shipping addresses and deadlines | Exhibitor manual and portal documents |
| Two to three weeks out | Reminder of their target window, marshalling yard check-in, hand-carry rules | Email with their booth number |
| Week of show | Final schedule, parking and entrance, service desk hours, any changes | Email and app or portal notice |
| Final show day | Move-out timing, no early dismantle, bill of lading and carrier deadlines | Onsite announcement and email |
Put the target window next to the booth number in every message. Exhibitors read 'your window' far more reliably than a table of every window. For wording, see the exhibitor email templates, and for where the schedule sits among the rules, the exhibitor manual template.
Common Move-In Problems and How to Prevent Them
| Problem | Cause | Prevention |
|---|---|---|
| Docks jammed at opening time | No targeted windows, or windows not communicated | Target by size or area; send each exhibitor their own window |
| Island builds unfinished at show-ready | Large exhibits moved in too late | Give islands and machinery the first day |
| Freight missed the target window | Carrier not given the marshalling yard address and cutoff | Put yard address, cutoff and booth number in every shipping instruction |
| Aisles blocked when carpet goes down | Crates and freight left in aisles | Set an aisles-clear time and walk the floor an hour before |
| Empty crates not labeled | Exhibitors didn't collect stickers | Hand out stickers at check-in and announce the empty deadline |
| Early teardown on the last day | No penalty, or one nobody believed | Publish the penalty and enforce it |
| Forced freight disputes | Exhibitors didn't know the deadline | Repeat the outbound deadline in the manual, the final-day email and onsite |
For the organizer's own setup tasks on the day, such as registration, signage and the safety walk, use the day-of event checklist.
