Important Exhibitor Task Checklist
Please review the list of tasks below. These are the items that you will need to complete to continue planning for the event. As a reminder, each booth will include: 8' high black back drape and 3' high black side dividers. Booths 300 sq. ft. or less will receive an identification text sign displaying your company name and booth number. The exhibit area/booths and exhibit hall aisles will NOT be carpeted. You are welcome to supply your own floor covering or rent flooring through Freeman.
Tasks for ALL Exhibitors
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Deadline
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Task
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Vendor
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| ASAP |
Review, Edit & Approve Your Company Listing
This listing includes contact info & product categories and is visible on the event website Exhibitor List and also the event Mobile App closer to the event.
**You must be logged in to the Resource Center to access this section.
Review, Edit & Approve Your Company Listing
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| ASAP |
Register for Exhibitor Badges & Invite Your Customers to Attend the Event
All staff working in your booth space during the event will need an Exhibitor Badge.
If you would like to invite your customers to attend the event, please log in to the Exhibitor Registration area and click on Invite Customers for instructions.
Register for Exhibitor Badges & Invite Customers
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| October 1, 2024 |
Submit Booth Approval Form
Through this form you will provide booth details along with drawings of the booth design for our Operations team to evaluate and approve. It is required for ALL Lead Exhibitors.
Submit Booth Approval Form
Submit Exhibitor Appointed Contractor Form
Required ONLY if an outside contractor will be building your booth. If you will be hiring a company, outside of Freeman, to build your booth, please fill out this form. Also, if you will be building your booth yourself, you will not need to fill out this form.
Submit Exhibitor Appointed Contractor (EAC) Form
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| October 31, 2024 |
Food Sampling & Temporary Food Application
(Required only if you are sampling food or beverage)
If distributing samples of their food or beverage product from their booths, exhibitors must adhere to the Austin Public Health Department’s regulations. This includes (if required) obtaining a temporary food service permit along with paying the associated $280.00 permit fee. A permit is only required if an exhibitor hands out open (unpackaged) samples of their food or beverage product or handles
Board of Health Temporary Food Application
Food & Beverage Sampling Regulations |
Additional Tasks & Ordering Deadlines
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Deadline
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Task
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Vendor
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September 12, 2024
(Early Bird Deadline)
October 17, 2024
(Advanced Discount Deadline)
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Order Lead Retrieval
You can order Lead Retrieval service to scan badges of visitors to your booth to capture their information after the event. This deadline is to receive the Early Bird pricing.
Order Lead Retrieval
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 |
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ASAP
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Order Booth Security
If your booth contains a lot of valuables which are difficult to secure or setup/ teardown on a daily basis, you may want to hire your own security guard overnight. Booth Security can be arranged through ACCD Security Services Division
Order Booth Security
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 |
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October 16, 2024- November 8, 2024
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Ship Freight to Freeman Advance Warehouse
If you will be shipping your materials in advance of the event to the Freeman Warehouse, please note the indicated timeframe. Freeman will deliver your materials to your booth prior to the event. Please contact Freeman for all associated fees.
Ship to Freeman Advance Warehouse
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|
| October 21 |
Order Audio Visual & Structural Rigging
Freeman Event Technology is the exclusive Rigging Contractor for the venue. Rigging exclusivities include points of attachment to the Facility with approved equipment, chain hoists, required lift(s), and the necessary labor to install and hang equipment or signs weighing 250 lbs. or more. Exclusivities also include suspended items which require the use of a chain hoist from the motor up.
Order Structural Rigging
Order Audio Visual
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October 21, 2024
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Order Decorations & Furnishings
If you will be ordering any of the following items, please do so before the deadline:
- Order Furniture & Accessories
- Order Flooring
- Order Booth Package or Rental Exhibits
- Order Signs & Graphics
- Order Labor & Material Handling
Freeman Online Ordering
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|
October 28, 2024
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Book Hotel Rooms
Please be sure to book your hotel stay through the ONLY official Housing Vendor, onPeak. Please let us know if you are contacted by any other companies regarding housing.
Book Hotel Rooms
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 |
| October 28, 2024 |
Order Mannequins
If you require mannequins at your booth you can rent them from the general contractor Freeman by submitting the mannequin order form.
Mannequin Order Form
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|
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Discount Rate:
October 16, 2024
Standard Rate:
November 12, 2024
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Order Utilities
- Electrical
- Water & Drainage
- Compressed Air
Austin Convention Center Online Ordering
Austin Convention Center Exhibitor Information Packet
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|
|
Discount Rate:
November 2, 2024
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Order Internet/ Technical & Telephone
Austin Convention Center IT Packet
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November 17, 2024
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Ship Freight to Show Site
Freeman will begin receiving materials on-site on this date. Shipments arriving prior to November 17, 2024 may be refused by the venue and/or incur additional charges. Freeman will receive your materials and deliver them to your booth space. Please contact Freeman for all associated fees.
Ship to Show Site
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Questions?
Please feel free to e-mail us at customerservice@divcom.com, use the chat feature below, or call +1-207-842-5508. We look forward to working with you in preparation for a successful event!