ⓘ This article is for Event Organizers
You’ve got a big event coming up, and we’re here to make sure it runs smoothly from the moment your equipment arrives to the final badge printed onsite. To make that happen, we just need a few key details from you to help us prep everything behind the scenes.
Think of this as your event’s backstage pass: by completing the Event Logistics Form in Expo Pass, you’re helping us coordinate shipping, setup, internet requirements, and registration support down to the minute. It’s quick, it’s easy, and it ensures your onsite experience is nothing short of seamless.
Let’s dive into what we need and why it matters.
📍 Where to Find the Form
Access the form by navigating to:
Details → Event Logistics Form
❗ Important: To keep everything on track behind the scenes, the form is due at least 14 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)
🏨 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 use a private courier service to deliver and retrieve your equipment. Not to worry! Our team monitors the shipment internally to ensure timely delivery and pickup. Here's what you need to know:
There is no public tracking number
If there are any issues or delays, we will notify you directly
📦 Return Shipping via UPS or FedEx
If you choose to return your equipment via UPS or FedEx:
We will supply the necessary return labels
It is your responsibility to ensure the equipment is dropped off at the correct location
Once dropped off, please email the tracking confirmation number to operations@expopass.com
📸 Pallet Delivery Format
Expo Pass equipment is shrink-wrapped on a pallet and delivered via a freight service.
This means:
The delivery requires a loading dock
The courier cannot wheel the pallet through a front entrance or lobby
Shipping Details to Provide in the Form:
Shipment Arrival Date (weekday delivery required, M–F)
Shipment Arrival Time Window (4-hour window; morning preferred, e.g., 8am–12pm EST)
Ship To Address
Venue Contact for Delivery
Name
Phone Number
Email
Equipment Departure Date (weekday pickup required, M–F)
Equipment Departure Time Window
Equipment Departure Address
Is there a FedEx or UPS onsite? (If yes, specify)
Venue Contact for Pickup
Name
Phone Number
Email
🕐 Event Live Information
We use this information to coordinate your registration schedule with our support and equipment setup timelines.
You’ll be asked to provide:
Equipment Setup Date and Time
Must be at least 3 hours before registration opens
If registration begins before 9am CST, setup will occur the evening prior
Please ensure the area is secure overnight, as you are liable for loss or damage
This should reflect when the onsite person will begin setting up the equipment. This time will serve one of the following purposes:
A scheduled remote setup call with our team
A marker for when our team will be onsite to start setup
An FYI to our support team if you're handling setup independently, in case any issues arise
Registration Live Date(s) and Time(s)
For multi-day events, please provide all registration hours
Registration Ends Date and Time
Setup Location at the Venue (e.g., ballroom, lobby)
🌐 Internet Connection
A reliable internet connection is required for registration and badge printing. We strongly recommend a hardwired ethernet connection for stability.
Please review our complete before submitting the form.
✅ Next Steps
To provide all the required information, complete the:
Details → Event Logistics Form
in your event portal.
If you have any questions while completing the form, feel free to reach out to your Expo Pass contact or email us at operations@expopass.com.
We're here to make your onsite experience stress-free.