Shipping & On-site Logistics 

As you prepare for the event, please review the shipping and logistical information below to decide options will work best for you. Be sure to review all of this information to avoid surprises on-site. 

Label All Freight

For your convenience, shipping labels have been provided below. Make sure all freight is clearly marked with your company name, Accounts Payable & Procure-To-Pay Conference & Expo and your booth number.


Advanced Freeman Warehouse Label


Direct to Show Site Shipping Label

Domestic Freight Domestic freight may be shipped through the warehouse facilities of Freeman or directly to the Disney Coronado Springs Resort according to the shipment schedule. 
International Freight Freeman Transportation is the official customs house broker for Accounts Payable & Procure-To-Pay Conference & Expo. 
Air Shipments Exhibitors who will be shipping via air may contact Freeman for services and answers to questions by calling 800-995-3579 or email
Drayage / Material Handling / Personally Owned Vehicles (POVs)

Exhibitors in POV’s (privately owned vehicles) may hand-carry their own materials into the exhibit facility through the Porte Cochere or the loading docks. Hand carried freight is defined as one item that can be easily carried by an individual exhibitor, without the need for dollies, or other mechanized equipment. Only full-time employees of the exhibiting company will be allowed to hand-carry items. All packages are subject to inspection by facility personnel. The use or rental of dollies, flat trucks and other mechanical equipment is not permitted. 


If you will require labor for delivering your materials to your booth from the loading dock, union labor will be available to help you with your drayage. Unloading or reloading at the dock of contracted carriers will be handled by Freeman. Please reference the Labor Jurisdiction document for complete details on labor regulations.


We encourage exhibitors to have their material delivered to the warehouse in advance to take advantage of the most cost-effective material handling rates.  

Move-In & Installation Schedule
The installation of exhibits will take place as follows:
Sunday, August 29th 9:00 am – 4:00 pm
*All freight must be moved in, Exhibits set up, and aisles clear by 4:00PM
Set-up and dismantle labor must be performed by your own full-time employees or by union labor. Union labor must be hired through Freeman. The hiring of casual labor is not permitted. Exhibitors may hire an Exhibitor Appointed Contractor (EAC) to supervise the installation and dismantling of their exhibit. The EAC will not be allowed to perform labor required to set-up and dismantle the exhibit unless they are members of the appropriate local union. If you are planning to use an Exhibitor Appointed Contractor for the event, please submit their information through the Exhibitor Appointed Contractor form.
Dismantling No display material, in whole or in part, may be removed from the exhibit area prior to the close of the event at 1:30 pm on Tuesday, August 31. Move-out is from 1:30 pm – 6:00 pm. All Exhibitor materials must be removed from the exhibit facility by 6:00 pm.
Excessive Trash and Abandonment Any excessive trash which consists of display materials, carpet, padding, crates and/or pallets will be disposed of and charged both a handling fee and disposal fee during move-in. Excessive booth materials and/or literature left in the booth at the end of the published exhibitor move-out that is not labeled for an outbound shipment will be considered abandoned and deemed as trash. The exhibitor will be charged for the removal and disposal of these items.
Returning Your Freight

If you have not done so in advance, you may make arrangements to have your exhibit returned by visiting the Exhibitor Service Desk area on site.  Every outbound shipment will require a material handling agreement and labels which can be procured from Freeman.


All exhibitor materials must be removed from the exhibit facility by Tuesday, August 31, 2021 at 6:00 PM.


To ensure all exhibitor materials are removed from the exhibit facility by the Exhibitor Move-Out deadline, please have all carriers check in by Tuesday, August 31, 2021 at 4:00 PM. Drivers not checked in by this time will risk the possibility of their shipments going out on the house carrier at the exhibitor’s expense. Be sure your carrier knows the company name and booth number when making arrangements for shipping your exhibit materials at the close of the show.

Shipping Options

If you will be shipping your materials to the event, please review your two options below. You can contact Freeman directly to obtain any related costs associated with either option. 

1) Ship in Advance to the Freeman Warehouse

Freeman will accept crated, boxed or skidded materials at their warehouse beginning Tuesday, July 27, 2021. Material arriving after Tuesday, August 24, 2021 will be received at the warehouse with an additional after-deadline charge. Please note that the Freeman Warehouse does not accept uncrated freight (loose, pad-wrapped material and/or unskidded machinery), COD shipments, hazardous materials, freight requiring refrigerated or frozen storage, a single piece of freight weighing more than 5,000 pounds or a single piece of freight beyond the dimensions of 108" H x 93" W. 

Warehouse materials are accepted at the warehouse Monday through Friday between the hours of 8:00 AM - 3:00 PM. Certified weight tickets must accompany all shipments. If required, provide your carrier with this phone number: (888) 508-5054

Please label your exhibit materials as outlined below, or use the Freeman Warehouse Label

2) Send Shipments Direct to the Venue
Shipments direct to show site CANNOT be delivered before Saturday, August 28thDrivers delivering material to the event should check in with the Freeman receiver at the hotel loading docks before unloading. 
Shipments that arrive before Saturday, August 28th risk being refused by the hotel and/or may incur charges for early freight acceptance. To avoid additional after deadline charges, materials must arrive during exhibitor move-in hours. 
Please label your exhibit materials as outlined below or use the Show Site Shipping Label 

Additional Information


Please feel free to e-mail us at, use the chat feature below, or call +1-207-842-5508. We look forward to working with you in preparation for a successful event!