Shipping Tradeshow Materials/Hardware to Kotis

Tradeshow items sent back to Kotis are inspected and checked in as they are received. Due to the size of the tradeshow material, please allow extra time for check-in per the Warehousing & Fulfillment Standards.

Shipping Cases

Hard plastic shipping cases are required for booth structures, pop-up or retractable displays, floor displays, banners and graphics. 

Even if cases were not required at a previous vendor, we require them. Examples: Storage Cases (displays2go.com)

NOTE:  We will not ship televisions or monitors without a protective case.  Examples: Monitor Cases, LCD Cases, Plasma TV Cases, Flat Screen Case (roadcases.com)

Tradeshow items should be consolidated per event into one pallet per SKU.  Please note: Kotis will check in and ship any pallets "as is".  We do not unwrap and check each box.

Sending Back to Kotis 

• You must include a Kotis Provided Return Label on a package back to Kotis. Kotis-issued return labels allow the warehouse team to locate the original order, which ensures accurate and timely check-in of tradeshow materials. Please do the following:
  • On your packing slip (or a piece of paper if packing slip was misplaced), clearly indicate the items being returned. Provide details including SKU number, product name, and exact quantity for each item being returned.
  • Package the items in their original condition, including packaging and tags where applicable. Please do not include any additional items and ensure your return is free of trash. If any items are damaged or defective, please let us know.
  • Take a photo of your return product box along with the accompanying packing slip and send to programs@kotisdesign.com for processing.

What if you don't have a return label from Kotis. Please email your PM with: 

• Tracking #’s for all packages coming back
• Original order # items were shipped from Kotis under
• If the order # not known, Item names or SKUs for everything coming back in return
• Returns with less info will be subject to further delayed check-in times

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Hardware/Equipment

Kotis will open cases and boxes to inspect for obvious damage during the return process.  Due to the size and labor restrictions for tradeshow equipment, full booths will not be erected or setup to inspect for damaged or missing items

• Pop-up Displays: Kotis will visually inspect booth rods & posts for damage or bent poles
• Roll-Up Banners: Will be opened approx. 4 feet to ensure they are in working order and inspect for broken bases
• If items are damaged and cannot be fixed by Kotis the PM will inform the client
  • Kotis repairs are billed at $60/hr (1/hr minimum) plus the cost of any parts

Full Booths, Oversized Setups, & Crates

Reminder:  Before moving forward, ask appropriate questions to determine shipment size and value.  Per our Delivery Requirements guide we do not recommend warehousing:

• Items over $250 or high perceived value items (ie: Expensive name brand items, Playstations, Apple products, etc).  This can include monitors, TV, high-end set-ups & backdrops.
• Anything exceeding any of the following:
  • Over 100 pounds.
  • Over 165 inches in length and girth combined.
  • Over 108 inches in length.

Oversized booth set-ups are commonly shipped in crates, containing walls & floors, stages, multiple acrylic displays, display screens, or furniture.

Before confirming booth storage, ask open questions about size or components and/or request booth photos to best determine if Kotis can accept the shipment.

If items are agreed to be stored at Kotis, due to the size and labor restrictions for tradeshow equipment, full booths will not be erected or set up to inspect for damage or missing items.  The client is responsible for all items in larger displays.  Kotis will not be held responsible for any missing/broken parts.

• Kotis will visually inspect the crate, pallet, or packing material from the outside and report any visual damage, to the PM, upon arrival at the warehouse.
• Any requests for the inspection of crates or pallets will require an advanced email notice to the Receiving Manager & are not guaranteed.
  • Billed at $60/hr (2/hr minimum) plus Kotis receiving fees.

Tablecloths

The fulfillment team will inspect and decide if tablecloths or other items need to be sent for dry cleaning.  The client will be billed for all dry-cleaning services.

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Trash/Extra Items

Before shipping hardware/equipment/materials back to Kotis, please ensure all trash and items not needed to be checked in are removed from shipment.  These items slow the process down and cause confusion about whether they should be added to the client’s inventory

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Chain of Custody

If a shipment is lost or damaged tracing the chain of custody will help pinpoint where it is and determine who is responsible for the equipment.

1.     Client:

• Properly packaging and tracking what is being sent. Confirm nothing was broken during set up or take down.

2.     Tradeshow Union/ Freeman:

• Picks up the package from the tradeshow area until it is issued to the shipping carrier.

3.     Shipping Carrier:

• Receives the package from the convention hall and delivers the items to Kotis.

4.     Kotis

• Accepts the package, inspects for package damage, opens boxes, and reviews for damage before check-in (except for full booths/crates).

Helpful Notes:

• For smaller, giveaway tradeshow items you plan on ordering a high quantity of, we highly recommend bundling into packs. For example, instead of having 1 sticker each, we can bundle them in 25's. This will reduce picking errors and time.More about bundling here. 
• Any non-Kotis-made items or miscellaneous items (ex water bottles) shipped back to us will be disposed of