to Exhibition Freighting G.S.M.

Valued service delivery

The concept of a professional freight forwarder

• The role of a professional Exhibition Freight Forwarder

  Exhibition logistics is very different from ordinary freight forwarding.

  An exhibition has fixed opening dates, restricted venue access, multiple exhibitors, international shipments, customs requirements, storage needs and very limited room for delays. A professional exhibition freight forwarder brings all these moving parts together into one coordinated logistics operation.

  At EF-GSM, our role begins long before the first truck arrives at the venue.

  ONE LOGISTICS PARTNER. ONE COORDINATED PLAN.

  When appointed as the official exhibition freight forwarder, EF-GSM works alongside the organiser and venue to establish a central logistics framework for the event.

  With the organiser’s support, we communicate directly with exhibitors regarding their freight requirements, important shipping deadlines, customs documentation, delivery procedures, on-site handling and collection after the event.

  For international exhibitors, we coordinate with our established network of overseas exhibition logistics partners, creating a seamless movement of cargo from origin through to the exhibition stand — and home again.

• Why Professional Exhibition Logistics Matters

  The objective is not simply to move freight.

  It is to make certain that the right cargo reaches the right stand, at the right time, with the correct documentation and the right equipment and people ready to handle it.

  For the organiser, this means greater visibility, fewer logistics-related disruptions and one experienced team taking responsibility for the movement of exhibition freight.

  For the exhibitor, it means confidence that their shipment is being managed by specialists who understand that in the exhibition industry, the opening date cannot be moved because the freight is late.

  FROM ORIGIN. THROUGH CUSTOMS. TO THE STAND. AND HOME AGAIN.

  EF-GSM provides the experience, international network and on-site capability to manage the complete exhibition logistics journey — allowing organisers to focus on delivering the event and exhibitors to focus on doing business.

• Benefits to the Organiser

  A successful exhibition starts long before the doors open. With EF-GSM managing the logistics, organisers have an experienced partner coordinating the movement of freight, equipment and materials throughout the event lifecycle.

  A smoother move-in and move-out
  Careful planning and on-site coordination help keep build-up and breakdown moving efficiently, reducing congestion, delays and unnecessary disruption.

  One point of responsibility
  From pre-event planning through to final collection, EF-GSM provides a single, accountable logistics contact — simplifying communication for the organiser, exhibitors, contractors and venue.

  Better traffic and delivery coordination
  By working closely with venue and traffic management teams, deliveries can be scheduled and coordinated to help maintain an orderly flow of vehicles and freight during critical build-up and breakdown periods.

  Managed storage solutions
  We provide secure storage for empty packaging, crates and cases, as well as storage for preshow / post show & accessible storage for items exhibitors may need during the event.

  On-site support throughout the tenancy
  Our team remains on site to receive, track and coordinate freight, assist exhibitors and respond quickly when plans change or unexpected requirements arise.

  An experienced, professional team on the ground
  Your event is supported by people who understand exhibition logistics. Our experienced on-site team works alongside the organiser, venue, exhibitors and contractors to help keep operations safe, organised and on schedule.

  Less complexity. Better coordination. One logistics partner.
  EF-GSM takes care of the logistics behind the scenes, allowing the organiser to concentrate on what matters most — delivering a successful event and an exceptional exhibitor experience.

  WHAT WE NEED FROM THE ORGANISER
  To begin planning, we require:

  • Event name, venue and event dates
  • Build-up and breakdown dates and times
  • Exhibitor list and stand numbers, where available
  • Exhibitor contact details
  • Venue access and traffic information
  • Floor plan, once available
  • Any event-specific logistics or operational requirements

  From there, EF-GSM takes responsibility for communicating the logistics process clearly and professionally to exhibitors.

  FREEDOM OF CHOICE, WITH ONE COORDINATED DESTINATION
  Exhibitors remain free to appoint their preferred freight forwarder or transport provider.

  However, exhibition cargo entering South Africa may involve customs, importer-registration, temporary-importation and other regulatory requirements. EF-GSM provides the local expertise and infrastructure required to coordinate these formalities and the final movement of cargo to and from the exhibition venue.

  This means an exhibitor’s international forwarder can work with us as the destination exhibition logistics partner, while the organiser benefits from having one experienced team coordinating freight movements on site.

• A Complete Door-To-Door Stand Solution for the Exhibitor

  Where required, EF-GSM can provide exhibitors with a complete turnkey logistics service — from collection at origin to delivery directly onto the exhibition stand.

  Our exhibition logistics services can include:

  Registered importer support
  Assistance with the appropriate South African import and customs requirements for exhibition cargo.

  Temporary importation and bond facilities
  Coordination of temporary imports for goods entering South Africa specifically for an exhibition and subsequently being re-exported.

  International freight coordination
  Management and scheduling of air, sea and road freight to meet the critical timelines of the event.

  Customs clearance
  Advance documentation planning and customs coordination to minimise avoidable delays when cargo arrives in South Africa.

  One point of contact
  The exhibitor has an experienced logistics team coordinating the shipment rather than having to manage multiple unrelated service providers.

  Door-to-stand delivery
  Cargo can be collected from origin, transported, cleared, delivered to the venue and placed directly onto the exhibitor’s stand.

  On-site handling and storage
  Forklift handling, labour, porterage and storage of empty cases and packaging can all be coordinated through our on-site team.

  Return logistics
  Once the exhibition closes, we can coordinate collection from the stand, repacking, export formalities and the onward or return movement of the shipment.

• Benefits to the Local Community

  Social Responsibility: A Partnership That Gives Back

  Reliable On-site Support for a flawless Event

  Our Earn-as-you-Learn program empowers young people with logistics skills while offering you reliable on-site support, including:

  • Porters with trolleys
  • Forklift Operators
  • Staff for unpacking for efficient setup
  • Staff for repacking for efficient dismantle

  Your partnership with us helps transform lives and strengthen communities – creating jobs & hope.

  Impact:

  • 2000+ meals shared
  • Jobs created through hands-on training
  • Empowering Communities, one learner at a time

Our Experience in Conferences, Exhibitions & Events