How‑ToEvent ShippingSafety

What You Need to Know Before Sending a Package to a Big Event

rroyalmail

2026-02-03

12 min read

Practical rules for sending to stadiums, festivals and pop‑ups: what’s allowed, forbidden, packing tips, deadlines and claims.

Before you ship to a stadium, festival or pop‑up: the short, urgent brief

Sending a package to an event is not the same as mailing to a home address. You’re competing with venue security, tight move‑in windows, official freight handlers and ever‑tighter rules introduced across 2024–2026. Miss a deadline, mislabel a crate or ship a prohibited item and your goods may be delayed, returned or seized — often at your cost. This guide gives a practical, step‑by‑step rulebook for senders: what’s allowed and prohibited, packaging and labelling best practices, deadlines, security screening realities and how to handle claims and returns.

Top actions to take right now (inverted pyramid)

Confirm event rules and the official freight forwarder — every large venue or trade show uses its own handlers and mandatory delivery windows. Ship to the address and receiver the organiser specifies.
Check the prohibited list — venues and carriers restrict items differently from standard postal rules. Don’t assume everything is allowed.
Book to the advance warehouse when required — most exhibitions demand advance delivery 3–10 days before load‑in.
Use clear labelling and chain‑of‑custody details — include event name, booth number, point of contact and return instructions on every box.
Buy insurance and track closely — declared value, third‑party coverage and real‑time tracking reduce your risk and speed claims.

Why rules tightened in 2024–2026 — and why that matters to you

High‑profile security incidents and evolving policing models during 2024–2025 pushed venues and carriers to introduce stricter screening, mandatory advance manifests and more invasive on‑site checks. By early 2026 you'll notice:

More detailed pre‑arrival documentation (electronic manifests and ID checks).
Mandatory use of an official carrier or in‑house freight handler for on‑site deliveries at major events.
Wider use of contactless drop points, secure lockers and RFID tracking to minimise congestion.
Fewer exceptions for hazardous or ambiguous items — if it looks risky to a security officer, it will be stopped.

Practical takeaway: assume extra checks and lost time. Plan for 24–72 hours of processing at event hubs, and longer if customs is involved.

Before you pack: questions every sender must answer

Is the venue a stadium, conference centre, temporary outdoor festival or a retail pop‑up? Each has different rules.
Does the event require consignments to go to an advance warehouse or directly to site during move‑in?
Is there an official in‑house handler or carrier that you must use for on‑site delivery?
Are any of my items considered hazardous, battery‑powered, perishable or regulated (food, alcohol, aerosols, lithium batteries, pyrotechnics, drones)?
Do I need temporary import paperwork (ATA Carnet, T‑forms or national temporary import declarations) for goods returning after the event?

What’s typically prohibited at events (practical list)

Rules vary by venue and country — always check the event’s official exhibitor/venue documentation — but common prohibitions include:

Weapons and weapon components — including non‑functional replicas unless pre‑approved for display.
Pyrotechnics and explosives — fireworks, flares, stun devices.
Large quantities of flammable liquids or gases — aerosols, compressed gas cylinders, propane without permits.
Unsupported drones and unmanned aircraft — most venues ban drone deliveries without explicit permits and flight plans.
Certain batteries — loose lithium‑ion cells or batteries exceeding airline rules. Many events require batteries to be installed in equipment and terminals taped. (See field reviews for power banks and battery guidance.)
Perishable food items without prior approval — health rules differ for indoor/outdoor events.
Unlabeled chemical agents or suspicious powders — anything that could trigger bomb‑screening procedures.
Alcohol and tobacco — often restricted unless the organiser has licensed permission.

Tip: If an item sits in a grey area (e.g., high‑capacity power banks, theatrical smoke fluids, exotic props), contact the organiser and your carrier at least 10–14 days before shipping.

Packing rules that prevent delays and damage

Event shipments often change hands multiple times. Use rugged, tamper‑evident packing and assume rough handling.

Boxing and internal protection

Use sturdy double‑wall corrugated boxes for anything over 10kg or fragile.
Wrap items individually with bubble wrap or foam and separate with dividers.
Apply shock and tilt indicators for fragile or orientation‑sensitive pieces.

Pallets and skids

Use export‑grade pallets for international shipments and secure all boxes with shrink‑wrap and straps.
Label the pallet on every side and include a pallet manifest with piece counts and weights.

Tamper‑evident and security

Use tamper‑evident tape and numbered seals for high‑value consignments.
Keep an internal inventory and photos of packed goods; these speed claims if something is missing or damaged.

How to label — exact fields to include

Use a bold printed label on the longest box face plus a second small label on the top. Include:

Event name and dates (e.g., "International Trade Expo — 12–15 March 2026")
Receipient name and role (exhibitor name OR on‑site contact at booth)
Booth / stand / gate / block number
On‑site contact mobile (essential — security will call this number)
Number of pieces, gross weight and dimensions
Return address and return instructions
Handling instructions ("Fragile", "This Way Up", "Do Not Stack")
Carrier tracking number and purchase order / exhibitor reference

Deadlines: typical windows and real examples

Deadlines vary, but use these operational rules of thumb and always confirm official dates from the organiser:

Advance warehouse: Best practice is 3–10 days before the first move‑in day. For international shipments or bonded goods leave 7–14 days.
Direct to site (onsite delivery): Deliver only during event move‑in hours — often a narrow window the day(s) before the show opens. Late deliveries may be refused.
Same‑day retail/package deliveries: Stadium and arena merchandise deliveries may require coordination 24–48 hours in advance. Many venues use bag/drop policies for fan items.
Customs and temporary import: Allow an extra 5–15 working days if you need Carnets, import bonds or permits. Some national customs systems now require e‑manifests 72 hours before arrival (2026 trend).
Pickups and returns: Schedule returns and carrier pickups immediately after load‑out — carriers may not collect off‑site stockpiles without a prior booking.

Vendor example: A UK trade show in late 2025 required advance‑warehouse deliveries to arrive 5 business days before move‑in; on‑site deliveries were only accepted during a 12‑hour move‑in window. Failure to use the event freight forwarder added a 48–72 hour processing delay and extra fees.

Security screening: what will happen at every major event

Expect multi‑level screening. Typical steps include:

Pre‑arrival electronic manifest checks and ID verification.
Truck and vehicle screening at perimeter checkpoints.
X‑ray or manual inspection of suspicious packages.
Random checks and canine sweeps for high‑risk events.
On‑site locks/secure storage if your delivery can’t be accepted until your booth is set up.

If your consignment is selected for extra inspection, allow an extra 6–24 hours for resolution — sometimes longer if police or explosive‑ordnance teams are involved. That’s why planning and early arrival matter.

Carrier policies and the "official handler" problem

Many venues require you to use an official freight forwarder for on‑site deliveries. If you ship with your preferred carrier directly to the venue you may find:

Your shipment is rerouted to the official handler and charged a reconsignment fee.
The carrier won’t enter the secure perimeter; the official contractor will claim delivery and charge handling fees.
Unscheduled arrivals are refused at the gate and returned at the sender’s cost.

Always read the exhibitor manual carefully. When in doubt, call the event logistics contact and request the freight handling rules in writing.

International event shipping: customs, Carnets and temporary imports

International shipments to shows are a different ballgame:

ATA Carnet is your best option for returning commercial samples duty‑free to many countries.
Temporary import bonds may be required where Carnets aren't accepted.
Clear, itemised commercial invoices describing purpose ("temporary exhibit samples") reduce customs friction.
From 2025–2026 many customs agencies required pre‑lodged electronic manifests — check the latest e‑manifest cutoffs.

Pro tip: hire a freight forwarder with event experience. They’ll manage Carnets, pay duties at import and reclaim them on re‑export if needed — and that saves you days at the border.

Claims, loss and damage: your fast action checklist

When something goes wrong, act fast. Most carriers and event handlers have tight deadlines for claims.

Document immediately — photograph damage, take a video of the package condition and collect the delivery receipt.
Hold all packaging — carriers will ask to inspect the original box, seals and packing materials.
Record chain of custody — who accepted the package, time, location and any security incident report.
File a claim within carrier deadlines — domestic carriers often require claims within 7–14 days for damaged shipments; international claims can be shorter or longer depending on contract terms.
Contact the event organiser and the official freight handler — they will have internal incident forms and may locate misplaced consignments.
Use your photos and inventory list to prove value and condition before shipment.

Insurance tip: Declared value through the carrier rarely equals full replacement cost. Consider a third‑party cargo policy if you’re shipping high‑value inventory or electronics.

Returns and post‑event logistics

Plan returns before you arrive. Key steps:

Book carrier pickups as soon as the show closes — event handlers often have limited collection slots.
Pre‑print return labels and include them inside and outside packages to speed re‑consignment.
Document which items will be left to the official handler and which you will take away — handlers will invoice for storage and handling otherwise.
If you used an ATA Carnet, ensure customs officers sign export sections when you leave the country.

2026 trends to know — how event shipping is changing

Digital manifests and eID checks are becoming standard across major venues — pre‑lodged documentation reduces gate wait times.
Geofenced, real‑time tracking tied to security perimeters allows organisers to grant timed access to vehicles and drivers.
Micrologistics and pop‑up fulfilment — event‑focused micro‑warehouses near major arenas reduce lead time and let sellers top up stock same‑day.
Automated anomaly detection — AI flags unusual item descriptors on manifests (e.g., chemicals, strange props) for manual review prior to arrival.
Drone trials and locker networks are expanding for last‑mile on certain stadiums, but strict approvals remain necessary in 2026.

Practical sender checklist (print this and follow it)

Confirm event address, move‑in hours, official freight forwarder and advance warehouse dates.
Check prohibited items and apply for permits for anything regulated (pyrotechnics, gas, drones, alcohol).
Create a detailed packing list and take photographs before sealing packages.
Use tamper‑evident seals, sturdy packaging and clear printed labels with event name, booth number and contact phone.
Affix return labels and include a duplicate copy of the invoice inside the parcel.
Buy insurance or declare the full replacement value with the carrier.
Pre‑book carrier pickups for returns and collect all customs export paperwork at load‑out.
If an item is flagged on arrival, cooperate with security, document everything and escalate to the freight handler immediately.

Case study: how a simple label change prevented a week‑long delay

In late 2025 an exhibitor shipping demo equipment to a UK stadium mistakenly omitted the booth number and on‑site contact. The carrier rerouted the shipment to the organiser freight desk; security would not release it without a booth number. The exhibitor had to pay a re‑handling fee and the shipment sat in secure storage for four days while paperwork was corrected. After that incident the exhibitor adopted a two‑label standard (one for top, one for side) plus a digital photo sent to the organiser the day the shipment left the warehouse — eliminating repeated delays thereafter.

If the carrier or venue refuses delivery — immediate steps

Ask for the reason in writing and a contact name/phone.
Request the package be held in secure storage rather than returned if you can resolve the issue quickly.
If the problem is a prohibited item, consider whether an alternative (e.g., handing in person) or a permit can resolve it.
Document the refusal, including photos and gate receipts, then file a claim if the carrier returns the shipment at seller’s expense.

Final practical tips — save time and money

Ship lighter, more frequent consignments where possible — smaller boxes clear security faster and reduce rehandling fees. For sellers this often pairs with a bargain seller’s toolkit approach to packing and kit selection.
Use pre‑booked appointment times for gated venues to avoid long queuing and refused entries.
Coordinate a single point of contact on‑site who can meet security and sign for deliveries during move‑in.
For temporary retail at concerts or stadiums, consider local fulfilment partners to avoid the event freight backlog.

Summary — the rules you’ll use on every event

Plan early, label precisely, secure packaging and insure for value. Confirm the official handler, respect move‑in windows, and prepare for security screening. For international shows, use Carnets or trusted freight forwarders for temporary imports. Finally, document everything — photos, manifests and communications are the single most effective tools for speeding up claims and resolving disputes.

Downloadable sender checklist & next steps

Ready to ship? Download our printable sender checklist (includes label template and advance warehouse questions) and make one confirmation call to the event logistics team before you book your courier.

Call to action: If you’re shipping to a stadium or large event in 2026 and want a quick review of your packing list and label, send us your manifest and we’ll provide a free 15‑minute checklist review to reduce the chance of delay or re‑handling fees.

royalmail

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