Exhibition Delivery in Singapore: Move-In, Loading Bay and Collection
Before booking a lorry for an exhibition, confirm the organiser’s loading bay, access rules and separate windows for move-in and collection. Use the handover checklist to brief your venue contact and transport provider.
Start With the Organiser's Documents
Before booking transport, ask the organiser for the current exhibitor manual and loading-bay instructions. Check your assigned bay and arrival window, whether the vehicle needs a pass, and which goods can be delivered directly or must go through the appointed freight handler.
For example, Suntec’s Level 6 guidance directs vehicles to their allocated bay and recommends an official forwarder to move certain heavy items from bay to hall. The IAAPA Expo Asia exhibitor briefing gives another example of an appointed logistics provider explaining on-site handling and move-in and move-out procedures. Use the instructions for your own event to check who handles each step.
Confirm Separate Move-In and Collection Windows
Plan two appointments. One is for delivery during move-in. The other is for collection after the organiser clears the hall for breakdown and the goods are ready to leave. Ask about both when booking the transport.
Get both windows confirmed in writing. Check:
- Your assigned arrival slot for move-in and your collection slot after teardown
- The contact person at the loading bay and your stand handoff contact
- What happens if your vehicle arrives late or outside the slot
- Where empty crates and packaging are stored during the event and whether you need to remove them before the show opens
Ask where the vehicle should wait if the bay is occupied. Agree who will take away empty cases and who will bring them back when packing starts.
From Loading Bay to Your Stand
Assign a person to receive the goods at the bay and someone to move them to the stand. Ask the organiser whether venue staff or the appointed handler must carry out either step.
If your organiser allows separately arranged local transport, Omni Global’s lorry-with-driver service can be quoted for the vehicle and driver. Specify the delivery and collection windows. Confirm waiting time, return collection and any loading labour or equipment in the written quote.
Before the day, measure your crates, note the weight and label every item with your stand number. Walk the loading route from bay to stand if you can. Check vehicle height limits on the approach and share the tightest restriction with your transport provider. Confirm in your delivery planning what stops are needed and how long unloading takes at the bay.
Exhibition Delivery Handover Checklist
Use this checklist to brief your driver and confirm details with the organiser. Download the blank Exhibition Delivery Brief (TXT) to fill in and print.
- Event name and stand number: ___
- Vehicle registration and pass number: ___
- Move-in date and arrival window: ___
- Move-out date and collection window: ___
- Freight contact at venue: ___
- Items with dimensions and weight: ___
- Empty crate return arrangement: ___
- Who takes charge at loading bay: ___
- Who signs at pickup: ___
Leave any unconfirmed field blank and follow up with the organiser before the delivery date.
Do I need to use the organiser's freight forwarder?
Check your exhibitor manual or ask the organiser. Some events allow your own vehicle for delivery to the bay and assign an official freight handler to move goods inside. Ask whether the rule varies by the type or size of the goods.
Can I use the same bay for collection?
Not always. The organiser may assign different bays or time slots for move-in and collection. Confirm both windows and bay assignments separately with the organiser, as the teardown schedule often differs from setup.
Related services and planning resources
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The more we know, the tighter the quote. Useful details:
- What you are moving and roughly how much
- Pickup and delivery addresses
- Date and time window
- Whether you need extra manpower or a tail lift