Tokyo Big Sight Exhibition: 5-Day Express to the Hotel
Exhibits and promotional materials delivered to the exhibitor's hotel — weekend included
For the 2026 international exhibition at Tokyo Big Sight, we handled an express shipment for a returning exhibitor. The brief had one unusual twist: the exhibits and promotional materials had to be delivered not to the exhibition venue, but to the hotel where the client would be staying — and the client had not yet arrived in Japan.
Client & Task
- Client: a Chinese technology company that exhibits in Japan 3–4 times a year.
- Task: ship the exhibits plus exhibition promotional materials to the client's hotel — not the exhibition hall.
The Challenge
- No one to sign: the consignee was still in China and could not sign for the delivery at the Japanese hotel.
- No room for delay: the booth setup window before the show opened was only 2 days.
What We Did & the Result
Receiving — hotel-assisted sign-off
We contacted the hotel in advance and arranged for staff to receive and sign for the cargo on the client's behalf. When the client checked in, the materials were handed over to them intact.
Timing — reverse-planned from setup day
We scheduled the shipment backwards from the booth setup date. This air shipment took 5 calendar days end-to-end — Saturday and Sunday included.
5-Day Air Freight Timeline (weekend included)
- Day 1Thu
Domestic warehouse cutoff
Cargo received, labeled, and palletized.
- Day 2Fri
Morning flight departs
Shanghai Pudong → Tokyo Narita.
- Day 3Sat
Fast customs clearance
Documents pre-screened — released in 1.5 hours.
- Day 4Sun
Delivery & transfer
Domestic dispatch and line-haul to the destination city.
- Day 5Mon
Delivered to the hotel
Handed to the hotel for safekeeping until check-in.
Actual tracking record from the shipment — visible status from warehouse-in through customs clearance to final delivery.
Built for the “No One on Site to Receive” Scenario
- Exhibits travel to Japan ahead of the exhibitor.
- The hotel is the only address that can accept the goods — venue access is tightly controlled.
- Urgent re-shipment of forgotten samples or catalogs.
The client doesn't need to be on site — the exhibits reach the hotel first. Delivered in 5 days including the weekend, so booth setup is stress-free.
We Can Also Handle
- Direct to the booth: we arrange the venue's empty-crate storage and on-site placement, so the client doesn't have to wait around.
- Flexible modes: express air freight or an economical LCL ocean combination — both available with about 2 weeks' lead time.
- Full transparency: track every shipment online at everacel.com/tracking.
Exhibiting in Japan?
Tell us your show dates and setup window — we'll reverse-plan the schedule and quote door-to-door or hotel delivery.
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Note: All photos are from actual operations or the shipment's tracking record. Client information has been appropriately redacted for privacy. All shipments comply with international aviation safety standards and relevant import/export regulations.