Exhibiting in Orlando: What International Companies Need to Know Before They Arrive

Exhibiting in Orlando: What International Companies Need to Know Before They Arrive

Orlando is one of the busiest exhibition cities in the United States, and many companies filling its convention halls fly in from somewhere else. For a first American show, the unfamiliar work often sits outside the booth itself: freight, customs paperwork, power supply, exhibitor services and rules that do not map neatly to another country’s event process.

This guide is a practical starting point. It does not replace the current exhibitor manual, customs advice or an event-specific contractor plan.

1. Decide early whether you are shipping a stand or renting one

This decision affects nearly every other part of your show plan. Shipping a structural stand from Europe, Asia, the Middle East or Latin America can involve ocean or air freight, export documents, US customs clearance, inbound trucking, advance-warehouse deadlines and material handling at the event—then the same process in reverse after move-out.

Renting or building the structural exhibit in the destination city removes that structural stand from the cross-border freight chain. Your product samples, literature and demonstration equipment may still need import planning, but the exhibit structure itself is already local to the venue.

If you exhibit in the United States once or twice a year, compare the local rental scope against the full freight, customs, handling and return costs. For teams with a consistent stand used across many US events, ownership and storage may be worth evaluating separately.

2. “Booth” and “stand” are the same thing

Americans commonly say booth. Many international exhibitors say stand. In US exhibitor manuals, floor plans and contractor forms, you will usually see booth: booth number, inline booth, island booth and booth package.

An inline booth is generally open on one side. An island booth is open on four sides. A peninsula booth is generally open on three. Move-in means build-up, move-out means breakdown, and the general service contractor is the event’s official supplier for services such as freight handling and floor management.

3. Drayage is real, weight-based and separate from shipping

Drayage, also called material handling, is the general service contractor’s charge to receive freight at the loading dock, move it to your booth, store empty containers during the event and return them after the show. It is separate from the cost of getting freight to Orlando.

The charge is often based on weight and can be a material line item on a first US show. A locally planned structural exhibit can reduce the amount of booth structure that arrives as inbound freight, but product samples and other shipped goods still need a complete event logistics plan.

4. Event documentation and contractor requirements vary

US event requirements differ by venue, organizer, contractor and event. Electrical work, rigging, insurance, exhibitor-appointed contractors and structural documentation may each have event-specific rules.

Read the current exhibitor manual for your specific event. Confirm any EAC notice, certificate of insurance, structural documentation and service deadline well before move-in. A turnkey exhibit scope helps coordinate the required work, but the event manual remains the final source for applicable rules.

5. American power is 120V at 60Hz

US mains supply is generally 120V at 60Hz, and Type A or Type B plugs are common. Most of Europe, Asia, Africa and Australia use different voltage, frequency or plug configurations.

The critical point is simple: a plug adapter changes the plug shape, not the voltage or frequency. Check the rating plate on each device before travel. Equipment rated 100–240V can generally use an appropriate plug adapter. Equipment rated only for 220V or 230V may need a suitable transformer or a locally sourced alternative.

Order electrical service through the current exhibitor portal. Power drop locations, load requirements and order deadlines are normally determined before the show floor is laid.

6. Product samples need a customs plan

If the structural stand is supplied locally, the goods crossing the border are usually product samples, literature, demonstration equipment and marketing materials. The appropriate customs route depends on the goods and whether they will be re-exported, sold, given away or retained in the United States.

An ATA Carnet can be used for qualifying temporary goods such as commercial samples, professional equipment and exhibition goods that will be re-exported. It does not cover consumables or goods intended for sale. A normal commercial import may be more appropriate for goods that will be sold, given away or left behind.

Work with a qualified customs broker or freight forwarder on the actual shipment. Confirm documentation weeks before travel rather than treating customs clearance as a move-in-week task.

7. Book the exhibitor services people forget about

The event manual will list services that are not normally included in booth-space rental and that can cost more when ordered on site.

• **Electrical service** and the position of the power drop
• **Rigging** where a hanging sign is approved
• **Internet** and network requirements
• **Lead retrieval** systems
• **Cleaning** and vacuuming
• **Water and drainage** for relevant demonstrations
• **Furniture** not included in the exhibit scope

Every service has an advance-order deadline. Review the event-specific portal early and confirm which party is responsible for each order.

8. Plan the trip around move-in, not only show opening

Exhibitor move-in can begin one to three days before the show opens, depending on the event and the booth scope. If you need to review the build or attend a pre-show walkthrough, schedule travel around move-in—not only opening day.

Orlando International Airport is the primary gateway for the convention district. Hotel availability near the Orange County Convention Center can change quickly around large events, so match rooms to your actual hall, move-in schedule and transportation plan. Connected hotels differ between the West and North/South sides of the OCCC.

9. One local point of contact simplifies the project

The most manageable international exhibit plan identifies a local party responsible for the exhibit scope and a clear list of separate event, freight and customs responsibilities. That can reduce handoffs between a designer at home, a separate builder, a freight provider, a labor provider and a storage provider.

Share the event, booth number, stand size, intended products, brand files and timing. Orlando Trade Show Stand can then prepare a 3D direction and a project scope covering the selected structure, graphics, flooring, lighting, furniture and coordinated show-floor work.

Before You Arrive

Treat this article as general operational information, not customs, tax, immigration, electrical or legal advice. The current exhibitor manual, qualified customs professionals and the approved event-service providers should guide your final decisions. Orlando Trade Show Stand is an independent exhibit rental company and is not affiliated with, endorsed by or sponsored by any event organizer or venue mentioned here.