If you have a conference or trade show coming up in San Diego, you are probably juggling booth prep, swag orders, signage, display pieces, and everything else that turns an empty ten by ten space into something impressive. One of the biggest questions exhibitors face is where to ship everything in advance.
This guide is based on real world experience supporting events at Loews Coronado Bay Resort, the Manchester Grand Hyatt, the San Diego Convention Center, and dozens of other venues. If you want a smooth, predictable setup day, this will walk you through everything you need to know.
Why Shipping in Advance Matters
Any event that involves booth materials, marketing items, merchandise, or swag requires advance shipping. There is simply no way to fly in with everything you need, especially when you factor in large display pieces, banner stands, table wraps, product samples, and printed collateral.
The challenge is that most venues in San Diego only accept shipments within a tight arrival window. If your boxes show up too early, they may be rejected or returned. If they arrive too late, you lose setup time or risk missing your window entirely.
Advance planning is essential.
What Exhibitors Usually Ship Ahead
Most exhibitors send a similar mix of items ahead of time. The most common include:
Display Materials
Booth displays, pop up frames, backdrop walls, signage, and lighting
Marketing Materials
Branded swag, printed brochures, flyers, catalogs, and sales sheets
Product Samples
Demo units, product samples, and promotional items
Booth Essentials
Tools, cords, chargers, furniture, decor, and last minute items from Amazon or Wayfair
Once you add everything up, it is too bulky for luggage and too important to leave to chance.
The Problems With Shipping Directly to Venues
Shipping directly to the hotel or convention center sounds convenient, but it often creates more problems than it solves. Here are the biggest issues to be aware of.
Tight Receiving Windows
Hotels typically only accept packages three to five days before your event. The San Diego Convention Center accepts freight only during the designated move in window. Anything early may be refused or returned.
Expensive Handling Fees
Venues charge per box to receive and deliver packages. At hotels, rates increase for heavier and larger items, and pallets can trigger very high handling charges. The Manchester Grand Hyatt, for example, charges escalating fees for anything oversized, and those fees apply both inbound and outbound.
Required Show Contractors
Inside the San Diego Convention Center, official freight contractors such as Freeman or GES control all movement of exhibitor freight. If a carrier like UPS or FedEx arrives outside the allowed window, the shipment may not be accepted. Once accepted, it is subject to material handling rates.
Carrier Limitations
Standard carriers are not equipped to navigate convention center logistics. Deliveries are restricted by security, timing, and event rules. Hotels also struggle with heavy or bulky items and may impose storage fees.
For small shipments, direct shipping can work. For anything larger, this route creates stress, cost, and risk.
A Better Approach: Local Advance Receiving and Delivery
This is the model most exhibitors prefer once they experience it. Rather than worrying about each venue's rules, you ship your materials to a local receiving service that can accept items early, store them safely, and deliver them exactly when you need them.
This is the service we provide at Juujbox, and it removes nearly all the friction from exhibiting in San Diego.
How This Works
Early Receiving
Ship items to us through UPS, FedEx, DHL, USPS, Amazon, Wayfair, or any carrier you use. We receive them weeks ahead of time and store them securely until your event.
Consolidation
If your booth materials arrive in multiple shipments from multiple vendors, we consolidate everything into one organized batch.
Coordination With Contractors
If the event requires working with Freeman or GES, we follow their schedule, rules, and delivery process. You do not need to interpret shipping manuals or risk timing mistakes.
Direct Delivery to Your Booth
On move in day, we deliver your materials directly to the booth or meeting room at your venue. No long lines at hotel business centers and no extra holding fees.
Outbound Shipping After the Event
We help with return shipping or temporary storage after the show. You can ship out through any major carrier.
Juujbox Event Shipping Pricing
Below is transparent, predictable pricing that exhibitors can plan around. You avoid the unpredictable venue fees while getting guaranteed delivery when you need it.
Box-Based Shipping
Perfect for smaller exhibitors with multiple boxes
Includes first month of storage for boxes ≤ 50 lbs
Based on distance, quantity, and venue requirements
Pallet-Based Storage
For larger booth displays and equipment
1-month minimum, $200 order minimum. Includes receiving, check-in, forklift unloading, secure indoor storage, basic pallet wrapping, inventory tracking, and standard liability coverage
Starting from $150 within 20 miles. Includes local pickup or delivery service, appointment coordination, and optional pallet labeling/repackaging
Optional Add-Ons
Need a Custom Quote?
If your booth requires specialized handling, multiple deliveries, or coordination with large contractor windows, we'll provide a tailored quote based on your specific needs. Most clients store 3-10 pallets or 10-30 boxes for 1-3 months between events.
This transparent pricing helps exhibitors avoid unpredictable venue fees that often exceed these amounts for only a handful of boxes.
Comparing All Shipping Options for Exhibitors
| Shipping Method | Best For | Pros | Cons |
|---|---|---|---|
| Direct to Venue | One or two small boxes | Simple if timing works | High fees, risk of rejection, very limited receiving windows |
| Official Advance Warehouse | Large booths that must use Freeman or GES | Delivered to your booth during move in | Material handling fees, weight based pricing, strict deadlines |
| Local Receiving Service | Exhibitors who want flexibility and predictable costs | Early receiving, secure storage, consolidation, precise delivery | Adds one extra shipping stop (which most exhibitors prefer) |
Venues We Commonly Support
We regularly handle conference shipments for:
Each venue has its own rules and hidden challenges. We navigate them for you.
Final Thoughts
Shipping conference items in advance does not need to be complicated. Once you understand how venues handle incoming freight and how strict their timing can be, it becomes clear that the simplest path is to send everything to a reliable local partner.
At Juujbox, we receive your materials early, store them safely, consolidate them, and deliver everything straight to your booth so you can focus on showing up ready to present. Exhibitors tell us it is the most stress free part of their event week.
Ready to Simplify Your San Diego Conference Shipping?
If you want help with your next San Diego conference, we can take care of the logistics so you can focus on the event itself. Get a custom quote for your event shipping needs.
