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G2E 2026 Shipping and Crating Checklist for Exhibitors
Preparing a gaming exhibit involves more than getting equipment onto a truck. Cabinets, screens, demonstration units, and booth materials need a packing plan that supports delivery, installation, and removal after the show. For exhibitors organizing G2E 2026 shipping, September is the time to confirm those arrangements and resolve gaps before freight moves. A crate that fits the equipment is important, but so are accurate shipment details, accessible packing records, and coordination with the event’s appointed service providers. This guide focuses on five areas to review before sending your exhibit to Las Vegas. You will learn how to check the event schedule, document equipment, plan protective crating, prepare shipment labels, and organize outbound packing. The goal is to give your team a clear process for asking the right questions and preparing the materials it controls, while following the latest official exhibitor instructions for receiving, handling, and departure from the show floor.
Review the current G2E freight schedule
The official G2E 2026 freight information lists exhibit hall dates of September 29 through October 1 at the Venetian Expo & Convention Center. It also identifies September 17 as the advance warehouse deadline before additional late-arrival charges apply. Check the official instructions before dispatching your shipment.
Plan backward from your assigned receiving or move-in requirements rather than the first day visitors arrive. Allow time for completing the crate and arranging transportation. Keep the current exhibitor manual accessible, since the event notes that its instructions are subject to change. [1]
Document each cabinet and demonstration unit
Create an equipment record that includes dimensions, weight, photographs, and identifying information. Show your packing provider where screens, controls, access panels, and projecting parts are located. If equipment has specific transport instructions, obtain them from its manufacturer and share them before the crate is designed.
Keep small accessories organized by the unit they belong to. Power cords, keys, mounting hardware, and demonstration materials are easier to locate when they have labeled containers. Make an inventory that your installation team can use at the booth, not just a list for the person arranging freight.
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Design the crate around handling and access
Equipment crating should account for support, internal movement, and protection of exposed surfaces. Explain how the unit will be loaded and removed, and identify any surfaces that cannot accept pressure. The crate layout should help the installation team access the equipment without improvising the unpacking process.
Think about the return journey when discussing the design. Ask how internal supports and protective materials should be replaced after the demonstration equipment has been used. Photograph the original packing arrangement and label removable parts so the team can reconstruct it during a busy move-out period.
Verify freight information and shipping labels
Match your paperwork to the route you have selected, whether advance warehouse receiving or direct delivery. Verify the event name, exhibitor name, booth number, and package count. G2E’s freight instructions require certified weight tickets to accompany shipments, so confirm this with your transportation provider. [1]
Keep a copy of the shipping documents with your event coordinator and another accessible to the installation team. Confirm who is responsible for transportation and who handles freight at the event. A local crating arrangement should be coordinated with those services rather than assumed to include them.
Prepare for the equipment move-out requirements
G2E’s published instructions call for gaming equipment and slot machines to ship out on October 1. They identify a 7 p.m. carrier check-in deadline and a 10 p.m. packing and paperwork deadline for those items. Reconfirm the applicable requirements before making outbound arrangements. [1]
Assign someone to oversee repacking, check the inventory, and coordinate with the carrier. Make sure that person has the necessary tools, replacement packing materials, and shipment records. If your exhibit includes several types of freight, confirm whether each has the same removal requirements rather than applying one schedule to everything.
Conclusion
Preparing your equipment and paperwork together gives your G2E team a clearer path from arrival to departure. Contact Crates of Las Vegas to discuss custom crating and protective packaging for your exhibit. Share equipment photographs, dimensions, weight, and your confirmed event schedule when requesting a quote so we can review your project requirements.
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What custom crating services does Crates of Las Vegas offer?
Crates of Las Vegas provides professional custom crating and packaging services in Las Vegas for fragile, oversized, and high-value items. Their services include custom wooden crates, trade show crating, artwork packaging, medical equipment crating, export crating, and secure shipping solutions designed to protect items during transport and storage.
