What is fairs and exhibitions logistics?
Fairs and exhibitions logistics covers the end-to-end movement of display stands, product samples, machinery, AV equipment and promotional materials to and from trade fairs, conferences and industry events. Unlike standard cargo, exhibition freight operates on fixed, non-negotiable deadlines, the venue opens on a specific date and your stand must be built by then. Miss the move-in window and you miss the show. GHO Express has managed this high-stakes category of freight through Beirut since 1971, building the processes, contacts and experience that keep exhibitors on schedule.
ATA Carnet, temporary admission for your exhibition goods
The ATA Carnet is the cornerstone document for international exhibition logistics. It acts as a passport for goods, allowing them to cross borders temporarily without paying import duties, as long as they are re-exported within the carnet’s validity (typically 12 months). For Lebanese exporters displaying goods abroad and bringing them back, an ATA Carnet is almost always the most cost-effective and operationally clean approach.
We handle ATA Carnet preparation and processing, including:
- Itemised inventory with values for every piece of equipment
- Correct classification of stand components, machinery and samples
- Stamping at departure from Lebanon and at each foreign customs point
- Re-export stamping on return, ensuring the carnet is discharged cleanly
Goods that will not return, sold samples, disposable literature, are handled separately under permanent export or local customs procedures at the destination.
How we manage an exhibition shipment
- Pre-show planning. We receive your exhibitor brief and the show’s official freight manual, then build a backwards-plan from move-in day to booking deadlines.
- Packing and crating. Exhibition goods need robust, reusable packing that protects in transit and allows rapid unpack and repack at the venue. Our packing and removals team builds custom crates where needed.
- ATA Carnet and export documentation. We prepare all customs documents for export from Lebanon, including customs clearance and the ATA Carnet.
- Transport to venue. We route by air or groupage sea depending on weight, volume and deadline. For urgent or oversized items, see all-mode charters. For heavy, complex exhibit structures, see project cargo.
- On-site handling. We coordinate drayage to the hall, supervise move-in, store empty cases, and supervise move-out at show close.
- Return logistics. We collect from the venue, re-export stamp the ATA Carnet, and ship your goods back to Beirut, or on to the next show.
Why exhibition freight is different from standard cargo
| Factor | Standard freight | Exhibition freight |
|---|---|---|
| Deadline | Flexible window | Fixed move-in date, no extensions |
| Documentation | Commercial invoice, BL/AWB | + ATA Carnet, exhibitor passes |
| Handling | Warehouse-to-warehouse | Door-to-venue, supervised on-site |
| Return | Optional | Mandatory, goods must come back |
| Packaging | Cost-efficient | Robust, reusable, show-ready |
Transport modes for exhibition cargo
- Air freight, the default choice for time-critical shipments and smaller stands. Direct or connecting flights from Beirut Rafic Hariri International Airport to major exhibition hubs in Europe, the Gulf and beyond. See air freight.
- Sea freight groupage (LCL), cost-effective for heavy or bulky stand structures with sufficient lead time. Consolidated into shared containers bound for the destination port.
- Road freight, for regional shows within the Middle East, road transport is often the fastest door-to-venue option.
Deadlines and timing guide
Exhibition freight operates on strict schedules set by show organisers. A typical international show timeline looks like this:
- 8-10 weeks out: Confirm exhibitor badge and freight manual. Book with GHO Express.
- 6-8 weeks out: Confirm packing list and ATA Carnet inventory. Book sea groupage if applicable.
- 3-4 weeks out: Confirm air booking and collect cargo. Finalise all documentation.
- Freight-ready date: Goods delivered to our warehouse or collected from your premises.
- Move-in window: On-site at the venue for drayage and stand setup.
- Show close: Move-out supervised; return shipment dispatched.
Early booking is not optional, it is how you secure space and avoid last-minute air freight surcharges.
Documentation checklist
For a typical international exhibition shipment from Lebanon:
- Commercial invoice (with declared values for each item)
- Packing list (itemised, including stand components and machinery)
- ATA Carnet (for temporary imports)
- Certificate of origin (where required by destination)
- Air waybill or bill of lading
- Dangerous-goods declaration (for batteries, compressed gases or chemicals)
- Exhibitor accreditation letters (sometimes required at venue entry)
We compile a destination-specific checklist for every show, accounting for local customs requirements and official freight handler rules.
Coverage
Our physical operations are based in Lebanon, our Beirut headquarters at St. Charles City Center, Mina El Hosn, and our airport cargo office at Rafic Hariri International Airport, LAT Building, Cargo Village. We ship exhibition cargo to and from trade shows worldwide through our established global partner and agent network. Whether you are exhibiting in Frankfurt, Dubai, Paris or Singapore, we manage the Lebanon leg end to end and coordinate at destination through local agents who know the venue.
Why GHO Express for exhibition logistics
- Since 1971, over five decades of freight experience through Beirut, including complex, deadline-critical exhibition moves.
- ATA Carnet expertise, correct documentation from the start means no customs delays at the venue.
- On-site coordination, we stay with your shipment from warehouse to stand and back.
- FIDI member, international quality standards applied to every shipment, including the handling of high-value display items.
- Global network, established agents at major exhibition destinations for seamless destination-side handling.
Ready to exhibit? Contact us with your show name, dates, destination, and cargo details. We will build a deadline-driven plan and quote from Beirut to your stand, and back.
Related services
Frequently asked questions
What is an ATA Carnet and do I need one for my exhibition goods?
An ATA Carnet is an international customs document that lets you temporarily import goods, stands, machinery, samples, into a foreign country without paying duties, provided they are re-exported within the validity period (usually 12 months). If you are sending goods from Lebanon to an overseas exhibition and bringing them back, an ATA Carnet is almost always the right solution. GHO Express prepares and processes ATA Carnets and ensures each counterfoil is stamped correctly at every border crossing.
How far in advance should I book exhibition freight?
For international exhibitions, book at least 6-8 weeks before the show opens. Air freight bookings for exhibition cargo should be confirmed 3-4 weeks before the target freight-ready date; groupage sea freight requires 6-8 weeks lead time. Major shows like Arab Health or Gulfood have concentrated freight surges, early booking secures both capacity and the best rates. We work backwards from your move-in date to build a deadline-driven shipment plan.
What documents are needed to ship exhibition materials internationally?
Typical documentation includes a commercial invoice, a detailed packing list describing each item and its value, an ATA Carnet (for temporary imports), a certificate of origin where required, and air waybills or bills of lading. For stand components with batteries or chemicals, dangerous-goods declarations may apply. Our team prepares a destination-specific checklist for every show so nothing is missing at the border.
Do you handle on-site logistics at the exhibition venue?
Yes. Beyond port-to-port or airport-to-airport transport, we coordinate drayage from the arrival point to the exhibition hall, on-site supervision during move-in and move-out windows, and storage of empty crates during the show. We liaise directly with official freight handlers appointed by the organiser so your crew focuses on building the stand, not chasing cargo.
What happens to my goods after the exhibition?
Return logistics are planned before the show opens. Once the event closes, we collect your goods from the venue, handle re-export customs (including ATA Carnet re-export stamping), and ship them back to Lebanon or on to the next exhibition. Items not returning, sold samples or disposable materials, are handled through local customs procedures at destination via our agent network.
Can GHO Express ship exhibition freight to destinations outside Lebanon?
Yes. Our physical offices are in Lebanon (Beirut HQ and the airport cargo office), but we manage exhibition shipments worldwide through our global partner and agent network. We handle the complete Lebanon-originating leg and coordinate at destination through established agents familiar with local exhibition venues and customs.