ⓘ This article is for Event Organizers

When it comes to your event, timing is everything — and that includes making sure your equipment arrives exactly when and where it’s needed. The shipping details you provide help our team coordinate delivery, setup, and return logistics so everything is ready to roll when you are.

In this section of the Event Logistics Form (ELF), you’ll share where to ship your equipment, who will receive it onsite, and how it should be sent back once the event wraps up. Providing this information early helps us keep your event running smoothly from start to finish.

Let’s review what’s needed and how to ensure your shipments arrive without a hitch.

📍 Where to Find the Form

Access the form by navigating to:

Event → Event Logistics Form

❗ Important: To keep everything on track behind the scenes, the form is due at least 14-21 days before your event.

After that point, our team begins testing, programming, and packing your equipment, so getting your details in on time helps us guarantee everything is tailored just right for your event.

Not sure about some of the info? No problem! Just gather the details in advance and talk with your venue or operations contact before submitting.

📦 Shipping Information

We request detailed shipping and contact information so your equipment arrives on time and is returned without issue. Below are important delivery guidelines and what you’ll need to provide in the form.

📅 Delivery & Pickup Timing

Deliveries and pickups are only available Monday–Friday
(no weekends or holidays)
We require that equipment be delivered at least 2 business days before your setup time
- This provides a buffer in case of transit delays and ensures your equipment is ready well in advance.
You must select a 4-hour window for both delivery and pickup
(Late morning to b\mid-day windows are ideal and preferred, such as 11am–3pm local time)

Expo Pass, when using a Private Carrier service aims to deliver and/or pick up within the selected 4-hour window provided. However, this window is a best-effort estimate and not a guaranteed time.

🏨 Shipping to Hotels

If equipment is being shipped to a hotel, it usually must go to the loading dock (or back of house), not through the front desk. Please confirm the correct receiving location with the venue.

🏠 Shipping to Personal or Business Addresses

If the delivery is going to a home or business, someone must be onsite during the delivery window to receive the shipment. Equipment cannot be left unattended.

👤 Onsite Contact Requirements

You must provide a contact who is:

Physically present at the delivery location
Able to assist the truck driver with any issues

❗ Important: This must be someone at the venue—not the event organizer or someone offsite.

🚚 Courier and Tracking Information

We typically use a private courier service to deliver and retrieve your equipment (outbound and inbound/return shipping). Not to worry! Our Operations Team monitors these shipments internally to ensure timely delivery and pickup. Here's what you need to know:

There are no public tracking number
If there are any issues or delays, we will notify you directly

📦 Return Shipping

Return shipping may be performed either by our private courier or via a Commercial Carrier.

Private Courier Team

The Event Organizer must provide Expo Pass with the date, four-hour pickup window, and location. We'll take it from there to make sure the equipment is picked.

Commercial Carrier (UPS/FedEx)

If a Commercial Courier will be used, such as UPS or FedEx:

We will supply the necessary return labels - they are in your case labeled S1.
It is your responsibility to ensure the equipment is dropped off at the correct location after your event has concluded.

❗ If the venue doesn't have a shipping office on the premise (like UPS Store or a FedEx Business Office), you must arrange for a pickup. Please do so at least one day prior to the desired pickup date, as they don't always accommodate same day scheduled pickups.