Exhibition participation doesn’t end with just one day; it continues from early morning for loading and setting up, every day during the exhibition, and until the day of departure.
We gather staff and brochures, novelty samples, and carry them all together, securing one for the duration of the event. That’s the use of a charter jumbo taxi.
To summarize, if you have four to nine staff members and are traveling to the venue every day carrying your luggage, it will be much easier to organize your trip if you “arrange for it on a case-by-case basis” rather than “booking one at the time of the exhibition.” This article is organized based on the example of the Tokyo Big Sight and Makuhari Messe, explaining how to use charter jumbo taxis during the exhibition, during the exhibition, and at the time of its departure.
"All throughout the duration of the exhibition," in fact, is the most difficult part.
When it comes to moving exhibits for an exhibition, people often focus on the first day's loading and unloading. What really wears down the staff is the fact that it continues throughout the entire duration of the event. In the morning, they get in early to prepare before the opening, and in the evening they clean up after the visitors have left. This process repeats several times over the course of several days, and on the final day they are left with nothing but packing up.
Early morning for moving in and setting up, and late hours for leaving
On the first day, you need to arrive at the venue well before opening time to set up the booths and load the materials. On the last day, on the contrary, you need to pack up after closing and take your belongings back. This tends to overlap with the early morning and late-night departures, and if staff have to carry large loads on their own, the burden will quickly become overwhelming.
During the event, every day is a real battle. There are always waiting periods and staff changes.
During the event, every day is all about customer service. From the staff in the morning to the support in the afternoon, people who drop in for business meetings, and replenishing additional handouts. Because the flow of people and luggage changes day to day, it’s impossible to keep track of the schedule—we have to “find a taxi on the spot every time.”
The following is a list of things that happen when you use the "one-click" feature:Carrying heavy samples on a train while changing trains; not being able to get a taxi during the exhibition period and arrive on time; and staff unable to hold meetings on the day because they are split into separate vehicles. In exhibition events, this “minor inconvenience” repeats itself every day.
Consider "arranging it on a case-by-case basis" and "one unit per session" together.
For one-way trips, a train or taxi might be sufficient. What we want to compare here is the difference between the case where you have to arrange everything on the spot for a long exhibition and the case where you secure one unit throughout the duration of the event.
| Point of view | Arranging it every time (carpooling app, multiple taxis) | One Jumbo Taxi rented for the entire duration of the event |
|---|---|---|
| Certainty in the morning | It's impossible to get in during rush hour, and you can't tell if you'll be able to get in in time for the opening. | Pick up at the office or at home at a specified time, with the same routine every day. |
| People and luggage | If there are 4 to 9 people, you can share seats; each person carries their own luggage. | Staff and handouts can be loaded into the same vehicle |
| Waiting during the event | I have to call back every time I need something, and I can't read the wait time. | You can wait for a time slot and also be available for additional deliveries or shopping trips. |
| Cost projections | Variability per day and per number of units, and complicated accounting | Divide the cost among the number of people for one unit, with no extra charges for reading late at night or early in the morning. |
*Large and long items of equipment and special cargo must be discussed in advance regarding dimensions and whether they can be loaded; basic requirements are that the baggage can be carried on the passenger's shoulders or in the passenger's hold. The exact price will be determined based on the details of the request.Pricing pageYou can check it on the web form.
Move-in, period of exhibition, and departure—the reasons that work for each situation
Each exhibit has a different role depending on the scene. Let’s take a look at how it works in accordance with the flow of the exhibition.
First-day loading and setup
Early in the morning before the opening, staff and the distribution materials and exhibition items are brought to the venue at once. Since there is no need to load and unload luggage from the front entrance, we can leave our energy for the setup.
Return travel on consecutive days during the exhibition period
Every morning I head to the venue on the same schedule, and at night I arrive together. Even if the members change every day, if I set a meeting place and time, I won't get lost.
Waiting and shopping during the exhibition period
With time-rental, you can act on the spot to add additional novelties or arrange for delivery to nearby hotels. For exhibitors, being able to see the wait time for a call-back is a major advantage.
Departure on the final day
After the event ended, we collected and packed up the remaining handouts and props, then we all left without splitting up. Since there are no extra charges even at late hours, it’s easy to keep track of the costs.
Tokyo Big Sight and Makuhari Messe: Use of the venue for different purposes
The two venues hosting many exhibitions have different locations and access conditions. If you have to commute every day, the difference in convenience becomes a burden.
I visit Tokyo Big Sight (Aomi, Koto Ward) every day
Tokyo Big Sight is located in the coastal area, and the distance from the nearest station to each hall where the booths are located is also long. During the period of large exhibitions such as the Automotive World from February 17 to 19, 2027, the surrounding area will also become crowded with visitors. By entering from the doors directly to the loading area or designated entrance, it will be much easier to move around with heavy materials.
Spring at Makuhari Messe (Chiba City) continues with large-scale exhibitions
At Makuhari Messe, large-scale exhibitions such as the 30th Momobasho Show (International Bread and Confectionery Industry Exhibition) are scheduled to take place from March 2 to 5, 2027. While commuting to Makuhari from central Tokyo by train every day can be time-consuming due to transfers and the time required, with charter service you can get to the venue without having to change trains. Makuhari Messe is in Chiba City, and Tokyo Big Sight is in Kita-ku, Ekkaku Ward. Both are within the coverage area, so you can also arrange transportation from the Tokyo 23 wards and the Saitama area.
Think in terms of sharing the cost:The rental fee per unit is calculated based on the number of people, so the burden per person is reduced significantly. By sharing the cost of carrying heavy boxes and the stress of not being able to meet for the day due to being split up to make arrangements, we can all get through the session together—in that way, renting one unit for the duration of the event makes sense.
Cases where it is facing forward; cases where it is not facing forward
To be honest, if only one person is traveling to and from the venue without luggage, a train might be more convenient and faster. On the other hand, for events like the following, a private charter is a good option.
The case of facing the direction
With a staff of 4 to 9 people, there is a lot of luggage, such as brochures, novelty items, and samples. Exhibitors are involved in multiple sessions, with early morning setup and takedown, and waiting during the session.
In cases where this is not the case
For a one-person visit with only a small amount of luggage, or for a one-time visit where the venue is directly connected to the nearest station and there is no luggage to carry, there is no need to book a private room.
How many people are participating in your exhibition, and how many handouts will you distribute? When you think about that, you can see which option is the best fit.
Booking and quote process
- Contact:Please let us know the date, venue, number of people, amount of luggage, and whether there is any waiting time from the web form.
- Plan and Estimate:We propose vehicle types, routes, and pricing based on the schedule for the day of move-in, the duration of the exhibition, and the day of departure.
- Reservation Confirmed:Once you are satisfied with the daily schedule and how to use the waiting time, it is final.
- Boarding on the day:Pick you up at the designated meeting point and take you to the entrance/entrance area of the venue.
summary
Exhibiting at trade shows involves daily trips to and from the venue during loading, exhibition period, and unloading. If you can arrange to have one vehicle available throughout the exhibition, along with staff to carry the materials, you can ensure reliability every morning and have the freedom to wait without worrying about costs. For exhibitors who travel to the Tokyo Big Sight or Makuhari Messe every day, charter jumbo taxis are a reassuring companion.
If you would like to compare the transportation options available during the exhibition againTransport to the exhibition is provided by a private jumbo taxiAlso, how to use it for other large-scale movementsTransportation for large groups by jumbo taxi (Comprehensive information on different purposes)Please also see.
Please consult us regarding a single unit over the course of the exhibition.
When enough people are gathered, the private charter fee becomes more affordable per person. Leave the hassle of changing trains and the burden of carrying heavy luggage to us.
Simply let us know the date, venue, number of people, and the amount of luggage you need. You can contact us 24 hours a day via the web form. We offer a free quote.
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