Exhibitors Flying Home with Sample Cases

Sample cases and display materials tend to be heavier and bulkier than ordinary luggage, so counting by unit — a large case typically counts as two luggage units, a smaller case or box as one — against the vehicle category's combined budget gives a more accurate picture than estimating by how many pieces you're carrying.

• Standard, Electric and Business: 6-unit luggage budget — 2 large bags + 2 cabin bags, or 4 cabin bags
• SUV / XL: 10-unit luggage budget, up to 4 large cases
• Minibus: 18-unit luggage budget, suited to a genuinely full set of cases

If you're not sure how your cases translate into units, describe them in the booking notes — dimensions, rough weight, how many — and we confirm before pickup which category actually fits, rather than you guessing and finding out at pickup that a smaller car was booked than the load needs.

Select the company receipt option when you book so the document goes straight to your finance team with the VAT line they need, rather than a personal receipt that has to be reprocessed as an expense claim.

Fair breakdown at the end of an event tends to be its own kind of chaotic — everyone leaving at once, cases needing to be packed and loaded, and less predictable timing than a normal business departure. Give yourself more margin than you would for an ordinary airport trip, both because loading heavier cases into the car takes longer than normal luggage and because the fair venue itself can be slow to exit during a mass departure.

If several colleagues are leaving the same event with a shared set of sample cases, it's often more efficient to book one larger vehicle for the group and the cases together rather than splitting into separate cars — see our guide on sharing a car with colleagues for how that works, and combine it with the capacity planning above for a load that includes both people and cases. It also means one receipt for the whole group's return journey, rather than several individual claims each carrying a share of the same set of cases.