Planning Before the Show
The best post-show shipping starts with pre-show preparation. Before you leave for the convention:
- Set up your shipping account with at least one carrier integration (EasyPost, Shippo, or PirateShip)
- Configure your return address — this goes on every label
- Create shipping profiles — pre-set box sizes and weights for your most common products
- Test a sample label to make sure your printer and settings work
Step 1: Organize Your Orders
After the convention, your first job is getting all orders into one place. If you used a digital ordering system, they are already there. If you used paper forms:
- Sort forms by date or booth location
- Enter each order into your shipping platform
- Verify every address (Google Maps is your friend)
- Flag any orders with missing or unclear information
Pro tip: Contact customers about unclear addresses within 48 hours while the convention is still fresh in their memory.
Step 2: Compare Carrier Rates
Do not assume one carrier is always cheapest. Rates vary significantly based on:
- Package weight and dimensions — USPS First Class is cheapest for lightweight items, UPS is often better for heavy packages
- Destination zone — How far the package travels affects pricing differently per carrier
- Speed requirements — Priority vs. Ground can mean a $3-10 difference per package
A good shipping platform lets you compare rates for each order and pick the best option automatically.
Step 3: Generate Labels in Batch
Instead of creating labels one at a time:
- Select all orders ready to ship
- Review the rate comparison for each
- Purchase all labels at once
- Print your label sheets and packing slips
Batch processing a full convention's worth of orders (100-300 packages) should take 15-30 minutes, not an entire weekend.
Step 4: Pack and Ship
- Print packing slips with each order for your reference and the customer's
- Affix labels — make sure barcodes are not creased or covered
- Schedule a carrier pickup or drop everything at the post office in one trip
- Mark orders as shipped in your system
Step 5: Send Tracking Updates
Customers expect to know when their order ships. The best approach:
- Automated SMS when the label is created with the tracking number
- Email confirmation with estimated delivery date
- Carrier tracking page linked directly so customers can check status
This eliminates 90% of "where is my order?" emails.
Common Mistakes
| Mistake | Impact | Fix |
|---|---|---|
| Shipping one label at a time | Wastes hours, misses rate savings | Use batch processing |
| Not validating addresses | 5-10% return rate | Use address autocomplete |
| Waiting too long to ship | Customer complaints and refunds | Ship within 5 business days |
| Ignoring tracking notifications | Support email overload | Automate SMS updates |
| Using one carrier for everything | Overpaying on many packages | Compare rates per order |
The Bottom Line
Post-convention shipping does not have to consume your entire week after a show. With the right preparation, digital address collection, batch label generation, and automated tracking, you can process 200+ orders in an afternoon and get back to planning your next convention.