Retailers such as Albert Heijn and Jumbo give you a delivery slot, and that slot is fixed. But setting up a display takes up space – far more space than people realise. For a campaign involving a thousand displays, you need a large hall on a temporary basis. Most companies don’t have that hall, or they’re already using it for something else. That’s when you have to improvise: not enough space, not enough people, and yet you still have to meet that deadline. We’re perfectly equipped to handle exactly that. Space, people and transport are always available, even if you only call three weeks in advance. The shop is waiting for you, and we’ll make sure you get there on time.
This article in brief
What outsourcing display services actually entails, when it’s worth it, how the process works at HST Group from import to return, and a checklist to help you decide whether you’re ready to outsource.
Shop displays are a proven tool for making products stand out on the shop floor and encouraging impulse purchases. But the logistics involved – filling, assembling, packing, transporting and subsequently processing returns – is a specialised field in its own right. For many FMCG brands and retailers, this is a recurring headache. In this article, you’ll find a step-by-step guide on how to solve this problem by outsourcing the display service to a 3PL partner with its own transport.
The shop display service includes
Display assembly: assembling the display structure from individual components.
Display stocking: loading the display with the relevant products, in accordance with the retailer’s planogram specifications.
Packaging for transport: each stocked display is placed in a separate box to prevent products from shifting or becoming damaged in transit.
Distribution to shops or distribution centres: direct delivery to shop locations or via the retailer’s DC.
Returns process: collection, scanning, counting, sorting and storage of displays after the promotional period, so that they can be reused the following season.
When is it worth outsourcing display services?
Most companies consider outsourcing when things go wrong internally: a seasonal peak that overwhelms the warehouse, a return flow that nobody is keeping track of, or a schedule that repeatedly relies on temporary staff. But there are also structural indicators that suggest outsourcing makes more sense than doing it in-house.
The true cost of doing it yourself
Companies that stock displays themselves usually only factor in direct labour costs. But the true cost is considerably higher. Consider:
- Agency fees for temporary staff during peak periods (St Nicholas, Christmas, summer).
- Lost floor space in the company’s own warehouse for display assembly.
- Coordination time for permanent staff managing the temporary staff.
- Error rate associated with manual filling without quality control.
- Disorganised returns process where products arrive uncounted or damaged.
If you add all that up, outsourcing is competitive in most cases for volumes of 500 displays per campaign or more.
Three situations where outsourcing pays off immediately
- Seasonal peaks: if you run a major display campaign two or three times a year but don’t need capacity in between, it’s inefficient to maintain that capacity in-house on a permanent basis.
- Imports from abroad: if you import display components, it is more efficient to entrust import, storage and assembly to the same partner rather than coordinating multiple individual suppliers.
- Multiple retail chains with different requirements: major retailers such as Albert Heijn, Jumbo or Kruidvat each have their own planogram specifications. An experienced display service partner is familiar with these requirements and builds a flawless process around them.
How does outsourcing work at HST Group?
At HST Group, a display service order follows a fixed five-step process. Each step is designed to eliminate waste, damage and communication errors.
Step 1: Receipt of display components
The display components arrive at HST Group, whether by lorry from Europe or by sea or air freight from further afield. Upon arrival, the goods are recorded in the warehouse management system and stored in the warehouse in Enschede. Via the HST Online portal, you have immediate insight into stock levels and the quantity per item.
Step 2: Assembly and stocking
Once all components and products are in place, assembly begins. Staff assemble the display structures and stock them with the relevant products, in accordance with the work instructions and planograms you provide. In mass production, this results in significant time savings compared to manual work carried out across multiple locations.
Step 3: Packaging for transport
A filled display is vulnerable during transport. Products shift, display parts break or labels get damaged if a display is not properly packed. HST Group packs each display in a separate box, tailored to the size and weight of the display. This ensures the display arrives at the retailer in perfect condition: the only action still required is to remove the packaging.
Step 4: Distribution to shops
HST Group handles distribution via road transport directly to the shop locations or via the retailer’s distribution centre. As transport is organised internally, there are no extra links in the chain: the display goes directly from the warehouse in Enschede to its destination. This reduces lead times and increases control over delivery times.
Step 5: Returns, stock-taking and reuse
Once the promotional period has ended, the displays are returned. HST Group collects the returns, scans the products on arrival and provides you with immediate insight into the quantities via the online portal. Products are counted, sorted, checked for best-before dates and batch numbers, and prepared for reuse the following season. This means you don’t have to make a full investment in display materials every year.
Experience in your sector
Own transport
Online portal for real-time visibility
Integrated return logistics
Sufficient warehouse space
Scalability during seasonal peaks
Experience in your sector
Common mistakes when outsourcing display services
Based on years of experience in display services, the team at HST Group has identified a number of mistakes that are frequently made by companies outsourcing for the first time.
- No agreements on returns processing: the contract ends upon delivery, but the returns process has not been arranged. The result: uncounted boxes in a corner of the warehouse that nobody claims ownership of.
- Partner without their own transport: an assembly-only partner who outsources transport to a third party lengthens the communication chain and increases the risk of delays.
- Booking too late for the peak period: a St Nicholas promotion in November requires planning to start in August. Anyone who calls in October risks finding that there is no capacity left.
- Unclear work instructions: the partner has a good operation, but without clear planograms and work instructions from your side, this leads to assembly errors that have to be rectified afterwards.
- No insight into stock levels: if you don’t know how many display components are in stock, you cannot plan production. Choose a partner with a digital portal.
Checklist: are you ready to outsource your display service?
Use the checklist below to assess whether outsourcing is the right move for your organisation at this time.
✅ We run at least two display campaigns a year, each involving 500 displays or more.
✅ Our peak periods place constant strain on staff and warehouse space.
✅ We receive display components from abroad or from multiple suppliers.
✅ Our returns process is currently poorly organised or unclear.
✅ We supply multiple retailers, each with their own planogram specifications.
✅ We want a single point of contact for the entire chain, from receipt to delivery.
Have you ticked three or more boxes? Get in touch for a no-obligation consultation on the options for your situation.
Would you like to read more about the broader context first? Then read our page on Value Added Logistics or request a quote straight away.
Curious about what we can do for you in road transport, sea freight, air freight, and warehousing? We are happy to help you get started!