Coordinating exhibition transports and logistics

Our experienced exhibition freight forwarders coordinate worldwide logistics and transport to and from exhibitions in close cooperation with trusted agents

Services before, during and after trade shows

Blue Water is a leading exhibition forwarder with more than 50 years of experience in handling and transporting exhibition cargo. We handle cargo to more than 1,000 trade shows worldwide every year.

Our close cooperation with the Danish Export Association and our IELA membership (International Exhibition Logistics Association) secure a position of strength within this specific area.

Our exhibition logistics services include collection of exhibition goods to/from any worldwide destination, customs clearance and transport directly to/from the show area.

All risk cargo insurance is offered at favourable rates. Blue Water's specialists on-site provide services such as unpacking of materials as well as storage of empties during exhibitions and shows. Upon closing of trade shows, we offer packing assistance and return transport.

Present at major exhibitions worldwide

Our exhibition logistics team offers solutions for trade shows all over the globe. Together, our specialists have more than 30 years of experience and they are present at all major exhibitions and trade shows around the world - including ANUGA, SMM, Marintec as well as at many other exhibitions within industries like oil & gas, reefer, wind, food, cruise and general transport and logistics.

Through our vast experience and knowledge of local conditions and venues, we are well prepared to plan the perfect exhibition for you.

Arranging all practical tasks

Upon arrival our exhibition logistics team coordinate the unloading and take care of your cargo. When it is time for you to meet and talk with the visitors at your stand, why not let us handle the practical matters so that you can concentrate on your visitors. We can cater for you and your visitors, provide storage of your luggage during trade shows or arrange any kind of equipment that you may need to give your visitors the best experience.

When it is time to go home, we will dismantle your stand and return your cargo safely.

Cargo insurance with better coverage

We always do whatever we can to deliver your shipments in good condition. However, it is better to be on the safe side, if an unforeseen event or accident should occur, saving you for losing the value of your cargo.

You can protect your investment by taking out a cargo insurance. With our all risk insurance, you will have better coverage than the general insurance possibilities on the market provide – at a competitive premium.

Coordinating exhibition transports and logistics

Exhibitions and trade shows provide businesses with a vital platform to showcase their products, strengthen partnerships and connect with new audiences. Every successful stand relies on careful logistics planning to ensure that equipment, promotional materials and displays arrive on time and in perfect condition. At Blue Water, we specialise in coordinating exhibition transport and logistics worldwide, so our clients can focus on their event and not worry about the challenges of international freight forwarding.

We offer end-to-end exhibition logistics solutions

With decades of experience, our dedicated exhibition freight forwarders manage every step of the transport chain. We offer door-to-stand delivery, covering everything from pick-up at your company, warehouse or supplier to final positioning at the venue. Our flexible, customisable solutions cater for exhibitions of all sizes, whether you are shipping a single crate of marketing materials or an entire pavilion.

Blue Water works closely with a trusted network of local agents who are experts in on-site handling, customs clearance and venue regulations. This means that, no matter where your exhibition takes place, you benefit from local expertise combined with a global reach.

We guarantee on-time delivery and secure handling

Timing is everything in the world of exhibitions. Delayed deliveries can impact stand construction, marketing campaigns and meeting schedules. That’s why our team carefully coordinates air, sea and road freight to align with strict event timelines. We use proactive communication and track-and-trace systems to keep you informed about the status of your shipment at all times.

We understand the importance of secure handling. We pack, load and transport fragile exhibition materials such as display systems, prototypes and high-value equipment. Our experienced staff and reliable partners ensure that everything arrives safely and is ready for assembly.

International exhibitions often involve complex customs formalities and temporary import/export procedures. Our specialists can guide you through ATA Carnets, import licences and local regulations to ensure smooth clearance at the border. By managing the documentation in advance, we minimise the risk of delays, allowing you to focus on the exhibition itself.

Personal service worldwide

At Blue Water, we believe that successful exhibition logistics are built on trust and collaboration. Each of our clients has a dedicated contact person who oversees the entire process, from the initial booking to dismantling and return transport. We provide round-the-clock on-site assistance, helping with last-minute changes and ensuring a stress-free experience.

We have experience with major international trade shows, industry-specific exhibitions and smaller regional events. No matter the size or destination, we deliver the same high-quality service that defines us as a reliable and responsible business partner.

Why choose Blue Water for exhibition logistics?

  • Experienced exhibition freight forwarders with global expertise
  • Door-to-stand solutions for streamlined event logistics
  • A strong network of trusted agents worldwide
  • Expertise in customs clearance and documentation
  • Secure, on-time transport by air, sea and road
  • Personalised service with on-site support

Blue Water ensures that your exhibition transport runs smoothly, securely and on schedule, allowing you to focus on making your event a success.

Frequently Asked Questions

Event and exhibition logistics is the planning, transportation, handling and coordination of equipment, exhibition stands and promotional materials for trade shows, conferences, sporting events and other live events.

The process covers every stage of the supply chain, from collecting goods at their point of origin to delivering them to the exhibition venue, coordinating on-site handling and arranging return transport after the event. It may also include customs clearance, temporary imports, storage, packing and inventory management.

Because exhibitions operate to fixed move-in and move-out schedules, careful planning is essential to ensure materials arrive on time and are available when installation begins.

Exhibition stands and event equipment can be transported by road, sea or air freight, depending on the destination, delivery deadline and size of the shipment.

Goods are typically packed in protective cases, crates or reusable flight cases to minimise the risk of damage during transport and handling. For international exhibitions, shipments often require customs documentation and may be transported under temporary import procedures such as an ATA Carnet.

Once the shipment reaches the exhibition venue, equipment is usually delivered to the organiser's designated handling area before being moved to the exhibition stand according to the venue's logistics procedures.

Exhibitions and trade shows require specialised logistics services to ensure equipment arrives safely, on time and in accordance with venue requirements.

Typical services include:

  • Domestic and international road, sea and air freight
  • Customs clearance and temporary import procedures
  • ATA Carnet preparation where applicable
  • Door-to-stand delivery
  • On-site cargo handling and lifting services
  • Short- and long-term storage before or after the event
  • Packing, repacking and return transport
  • Shipment tracking and coordination with official venue logistics teams.

Many exhibitions have strict delivery schedules and handling procedures, making close coordination between exhibitors, organisers and logistics providers essential.

Exhibition logistics should be planned as early as possible, particularly for international events.

Planning should begin once participation in the exhibition has been confirmed. This allows sufficient time to arrange transport, prepare customs documentation, book freight capacity and meet the organiser's delivery deadlines.

The required lead time depends on factors such as the destination, transport mode, shipment size and any customs requirements. Large exhibition stands, international shipments and project cargo often require several weeks or months of planning, while urgent shipments may be transported by air if necessary.

Early planning reduces the risk of delays, additional costs and missed installation deadlines.

Temporary imports allow exhibition goods to enter a country for a limited period without permanently importing them or, in many cases, paying import duties and taxes.

To qualify, the goods must generally be re-exported after the exhibition or event. Temporary imports can be managed using an ATA Carnet where accepted, or through the destination country's temporary import procedures if a carnet is not available.

Customs authorities may require documentation describing the goods, their value, intended use and planned re-export date. In some countries, a financial guarantee or customs bond may also be required.

Using the correct temporary import procedure helps exhibitors avoid unnecessary customs costs while ensuring compliance with local import regulations.

An ATA Carnet is an international customs document that allows goods to be temporarily imported into participating countries without paying import duties or taxes.

It is commonly used for exhibition materials, professional equipment and commercial samples that will be re-exported after the event. Instead of completing separate customs declarations in each country, the ATA Carnet acts as a single document recognised by customs authorities in many countries.

An ATA Carnet is valid for up to one year and can be used for multiple temporary exports and imports during that period, provided the goods are returned to their country of origin.

Get in touch

Contact us

Lasse Reuss

Manager

Exhibition & Event Logistics

Service and Expertise

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