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Onsite Logistics - Travel Cases and Security

Tracey Straub avatar
Written by Tracey Straub
Updated yesterday

This article is for Event Organizers

When you partner with Expo Pass for onsite badge printing, your event will receive carefully packaged, professional-grade hardware.


Here’s everything you need to know about what’s arriving, how it gets there, and how to store it securely.


What You’ll Receive

Your primary Starter Kit includes:

  • 1 Router

  • 1 Printer

  • 2 iPads

  • All necessary equipment power cords

These items arrive securely packed in a sturdy pelican travel case with wheels and a pull-up handle.

  • Case Weight: ~40 lbs

  • Case Dimensions: 25" x 20" x 13"

You’ll also receive at least one additional case with:

  • A backup printer (we always ship two)

  • Badge stock

  • Any other accessories or equipment based on your event needs

Note: Depending on the size of your event, and the equipment being shipped, you may have more than the 2 cases arrivig to your event.


Shipping Process & Tracking

Expo Pass uses a private courier network to ship equipment when possible — with less reliance on FedEx/UPS — to maintain control and ensure reliability. Rest assured, either way we oversee the entire shipping process to ensure smooth and timely delivery. Expo Pass also uses traditional shipping providers like UPS for certain shipments. When using UPS, tracking numbers are provided for organizers to directly monitor their shipments on the UPS website. This dual approach allows greater flexibility depending on the equipment and shipping destination.

  • Tracking numbers are provided to organizers for shipments made using standard shipping services like UPS.

  • For private courier shipments, tracking numbers are not available; however, Expo Pass internally tracks all shipments using internal case trackers, including the possible use of AirTag technology for real-time updates.

  • All logistics are closely monitored by the Expo Pass Operations team to ensure on-time delivery and proactive issue resolution.

Important: Equipment often arrives wrapped on a wooden pallet, especially when shipped via private courier.

If you do not receive your shipment on time, ensure to follow these steps:

  1. Check for updates from Expo Pass about shipment delays.

  2. Utilize tracking numbers provided for UPS shipments to check status on the UPS website.

  3. Contact Expo Pass support for direct assistance regarding private courier shipments or unresolved delivery issues.


Venue Storage & Security

These cases are not small and require secure onsite storage prior to set up.

Please ensure your venue has a:

  • Designated, secure location to store equipment when it arrives.

  • Plan in place for receiving palletized shipments, if applicable.

Reminder: Equipment should not be left unattended in open or unsecured spaces.

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