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Empty packaging cannot remain inside exhibition halls after stand assembly due to strict site fire safety regulations. Crates are removed and stored using the official empty case storage service operated by the appointed venue handler or picked up by an OTSL vehicle. Packaging labelled with EMPTY stickers and stand numbers is securely stored and returned prior to dismantle.
Why are empty crates prohibited from remaining on the stand?
Leaving empty wooden crates, cardboard boxes, or packaging pallets on the exhibition stand after completing construction breaches core venue safety protocols. Fire safety regulations enforced across exhibition centres classify accumulated packaging materials as immediate fire hazards and obstacles along emergency escape routes. Consequently, hall floor inspectors rigorously audit gangways and stand spaces before allowing the public to enter the event.
Unattended packaging stored behind display walls or on walkways can result in financial penalties issued by venue management. Furthermore, crates lacking mandatory identification labels are frequently identified as abandoned waste and disposed of by cleaning contractors. To safeguard exhibit materials, exhibitors must arrange formal storage with the official venue handler or dispatch empty cases off-site via their transport operator.
How does the empty case storage service operate at venues?
The empty case storage service is a structured logistics system designed to clear exhibition halls while safeguarding reusable packing materials during the event. Once cases are tagged with official labels, the appointed contractor—typically the venue official freight forwarder—collects them directly from the stand area. The contractor transfers the items to an on-site or off-site technical warehouse for secure storage during the exhibition.
Following the official closure of the trade fair, the designated forwarder systematically redelivers the stored cases back to the respective stands. This process takes place before main dismantling operations commence. Storage charges are set directly by the venue in the official event tariff, calculated either per piece or per cubic metre of volume occupied. Exhibitors must verify specific pricing within the official exhibitor manual.
Step-by-step process for handling empty packaging
- Collect EMPTY labels from exhibitor services. Upon arrival at the venue, visit the exhibitor service desk to obtain official identification stickers.
- Affix stickers to all empty cases. Clearly apply the EMPTY labels displaying the stand number and exhibitor name onto every crate, box, and pallet.
- Hand over cases to the official forwarder. The appointed venue contractor collects the tagged packaging directly from the stand aisle following assembly.
- Store packaging in the technical warehouse. The crates remain stored in a secure warehouse environment protected from weather and unauthorized access.
- Receive redelivery prior to stand dismantle. After hall closure to visitors, the forwarder returns the crates to the stand before dismantling work starts.
Definitions
- Empty case storage: The commercial service of collecting, storing, and redelivering empty exhibition packaging during trade fair events.
- Exhibitor manual: The official document containing venue regulations, fire safety policies, and service tariffs for a specific trade fair edition.
- Fire safety regulations: Binding venue safety standards governing emergency exits, flammable material limits, and aisle clearance.
- Official freight forwarder: The exclusive logistics contractor appointed by the venue organizer to handle on-site lifting and storage services.
Checklist for empty packaging preparation
- Review storage tariffs and booking guidelines in the official exhibitor manual.
- Obtain official EMPTY stickers from the venue service desk immediately upon stand arrival.
- Verify that no tools or display goods remain inside the empty packaging.
- Attach filled-in EMPTY stickers with legible stand numbers onto all crates and pallets.
- Notify the official venue forwarder when cases are ready for hall collection.
- Confirm scheduled redelivery times prior to the start of stand dismantling.
When does standard venue empty case storage not apply?
The requirement to use venue empty case storage does not apply if the exhibitor elects to remove empty crates from the fairgrounds using their own transport operator. An alternative approach involves reloading empty packaging back onto an OTSL vehicle for off-site holding and redelivery at dismantling time. This option depends on cost comparisons from the exhibitor manual and proves economical when the vehicle is remaining nearby or returning to collect outbound freight, especially when managing high volumes of bulky timber crates.
The OTSL role
OTSL Sp. z o.o., headquartered in Kielce, Poland, with operational warehousing facilities in Milton Keynes, England, manages international trade fair transport across Poland, the UK, Switzerland, Norway, and continental Europe. We provide flexible logistics solutions including road transport and rigid truck with tail lift services. When venue storage tariffs are high, we can collect empty crates directly and hold them in our transport units, returning them promptly for stand teardown. Read more about trade fair delivery planning in our guide on delivery to Targi Kielce slot booking and our article on exhibition logistics management.
