Participating in an exhibition is a prime opportunity to showcase your products and services to new markets, create business connections, and enhance your brand visibility. But have you ever wondered how much more you could focus on your exhibition goals if the logistics were completely taken care of? One of the most crucial — yet sometimes overlooked — aspects of a successful exhibition is the seamless coordination of logistics. Ensuring that your goods, materials, and equipment arrive at the venue on time and in perfect condition, while receiving logistical support during and after the event, is the cornerstone of a smooth and productive exhibition.
Exhibition logistics is more than just transportation; it requires an intricate understanding of timing, handling, customs, and on-site support. Let’s explore how our tailored services can make your exhibition experience easier, more efficient, and more successful.
Step 1: Initial Consultation and Planning
The foundation of flawless exhibition logistics begins with thorough consultation and meticulous planning. Have you considered how much time and stress you could save with a detailed logistics plan designed just for you? Understanding the unique needs of each client allows us to offer a tailored solution that guarantees precision every step of the way. Whether you’re shipping goods and materials across Finland or internationally, we’ll start by assessing your specific needs.
Then, we determine the best transportation methods — be it road, sea, or air — based on your exhibition’s requirements. And of course, we ensure that all the necessary customs documentation is prepared in advance. Every detail, from transportation to on-site handling, is carefully considered to ensure everything runs smoothly.
Step 2: Loading and Transportation of Goods and Materials
Once the planning phase is complete, we get to work on loading and transporting your exhibition materials. With strict timelines in mind, we coordinate every delivery to minimize any risk of delays or disruptions. Imagine how much peace of mind you would have knowing that all logistical elements — including customs — are taken care of, leaving you free to focus on your exhibition.
For Finnish companies participating in international exhibitions, we offer a comprehensive “door-to-stand” service. This includes picking up materials at your warehouse, handling customs clearance, and ensuring direct delivery to your booth at the exhibition. We also coordinate the use of specialized equipment, like forklifts and cranes, to ensure safe unloading and precise placement of items at your stand.
Step 3: On-Site Support During Setup
What if you could focus entirely on the exhibition itself, knowing that the setup is in capable hands? After delivery, our support continues during the setup phase. We provide all necessary labor and equipment, including transpallets, to ensure your booth is assembled smoothly and efficiently.
We also offer temporary storage for packaging and unused materials throughout the event, helping you keep your booth organized and clutter-free. We can store your goods for customer distribution and deliver them regularly to your stand as needed or according to scheduled times. Need to store sensitive equipment, such as computers or tablets, during shift changes or overnight? We’ve got you covered. Our team is on-site to assist with any additional needs, ensuring a seamless setup process.
A Quick Reminder for U.S. Exhibitions: We must mention that while we handle the transportation and customs for your shipment, on-site services in the U.S. are provided by American Union workers. These services are invoiced directly to you by the union responsible for the work. To ensure everything runs smoothly, we recommend reviewing the labor section of your exhibitor services manual to familiarize yourself with the unions on-site at your event. While the transportation of your shipment is fully taken care of by us and our trusted partner in the U.S., you can arrange the necessary on-site services with the local union as needed.
Step 4: Post-Event Returns and Shipments
The logistics process doesn’t stop once the exhibition is over. What if you could avoid the hassle of returning materials and instead focus on what’s next for your business? We handle the return and safe transportation of your materials, along with any unused goods, ensuring your exhibition area is left clean and organized.
Our team can repack and return your goods, sending them either to your next exhibition destination or back to you, so you can continue your business operations without unnecessary delays.
Behind Every Successful Exhibition: A Logistics Partner Ready to Go the Extra Step
The success of any exhibition hinges on flawless logistics. From the initial consultation to the final stages of returning shipments, every step must be coordinated to ensure smooth operations. Our team is committed to providing reliable and timely logistics services, always ready to go the extra mile to help you focus on what truly matters — making the most of your exhibition opportunities.
At Suomen Event Logistics, we offer tailored logistics solutions to meet the unique demands of each event. With years of experience in the industry, our dedicated staff ensures that your logistics needs are met with precision and expertise. Our services are available both in Finland and globally, through our trusted partners. Whether you’re attending events in Finland or internationally, we’re always here to make your logistics experience as seamless and stress-free as possible.
Customer Success: A Real-Life Example
One of our clients, Innogreen, recently participated in the Viherpäivät 2025 trade show in Jyväskylä. We started working closely with them well ahead of the event, understanding their schedule and specific needs. We then organized our onsite team to ensure their goods were moved to their stand as requested and in perfect condition. With our expert logistics support, Innogreen could focus entirely on engaging with visitors, knowing their materials were handled seamlessly. Here’s how our tailored logistics solutions made a real difference for one of our valued clients:
“Hei Özlem,
Thank you also from the Innogreen team. Everything related to logistics went very smoothly on your end. It was great how we managed to get all our booth materials swiftly to the stand and back onto the truck after the event. 🙂
We’re planning to attend Viherpäivät again next year, and we will definitely use your services again.
Thank you and have a great start to the spring! 🌷
Best regards, Kristina”
Innogreen’s feedback highlights how our tailored logistics solutions provide peace of mind, allowing clients to focus on what matters most — making the most of their exhibition opportunities.
Planning for Your Next Exhibition?
Let us handle the logistics so you can focus on what truly matters: making the most of your exhibition opportunities. Contact us today for a tailored logistics solution!
Written by: Özlem