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.
|1) Ship in Advance to the Freeman Warehouse
You can ship to the local Freeman warehouse in Kearny, NJ and they will store your materials prior to event move-in. If you choose to ship to the advance warehouse, Freeman will deliver your freight to your booth prior to your arrival on-site. We strongly recommend this option if you can. Please contact email@example.com for questions on any shipping/receiving/material handling fees.
Freeman will receive shipments from:
January 17 – February 9, 2022
Monday – Friday
8:00am – 2:30pm
|2) Send Shipments Direct to the Venue
You can also send your shipment directly to the New York Hilton Midtown during exhibitor move-in hours only. Drivers delivering material to the show should check in with the Freeman receiver at the hotel loading docks before unloading. Please note that there is a queue for the loading docks and unload time may be delayed based upon other deliveries.
Freight will be received at the hotel only during move-in hours beginning Thursday, February 17, 2022. Any charges incurred for early freight accepted by the facility will be the responsibility of the exhibitor.
|Label All Freight
For your convenience, shipping labels for the Freeman Advance Warehouse and Direct to Show Site have been included in this section of the manual. Make sure all freight is clearly marked with your company name, Integrative Healthcare Symposium and your booth number.
Advanced Freeman Warehouse Label
Direct to Show Site Shipping Label
||Freeman Transportation is the official customs house broker for Integrative Healthcare Symposium. Exhibitors who will be shipping via air may contact Freeman for services and answers to questions by calling 800-995-3579.
||To expedite the handling of your exhibit material when it arrives in New York, please adhere to the following: Single uncrated pieces weighing over 500 pounds (225 kg) should be skidded. Single pieces weighing over 8,000 pounds (3,600 kg) should be skidded and fitted with lifting rings. Freeman should be notified in advance of any single pieces weighing over 5,000 pounds (2,200 kg).
The installation of exhibits will take place as follows:
Wednesday, February 16 1:00 pm – 4:00 pm (Targeted for booths 20x16 & larger)
Thursday, February 17 8:00 am – 3:00 pm
Exhibits must be moved in and set up by Thursday, February 17 at 3:00 pm.
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, please complete the form located in the Forms & Vendor Ordering section of the Exhibitor Manual.
|Drayage / Material Handling
Drayage – or Material Handling – is defined as the transfer of exhibit materials from point of arrival at loading dock to exhibit location, removal of empty crates, return of crates, and return of exhibit to dock for load-out. If you will require labor for delivering your materials to your booth from the dock, union labor will be available to help you with your drayage. Rates for this service are outlined in the Material Handling section of Freeman Online. We encourage exhibitors to have their material delivered to the warehouse in advance to take advantage of the most cost-effective material handling rates.
Exhibitors may hand carry their items in to and out of the facility using the entrance on 54th Street. 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. Please note that the Hilton Bellman can assist but there is a $15 per move/load charge to the exhibitor.
No parking or unloading is allowed at the entrance of the facility; and the use of passenger elevators for movement of freight is not allowed. All packages are subject to inspection by facility personnel.
|Privately Owned Vehicles
If you are bringing a large load with your vehicle that requires an unloading dock, please report to Freeman at the Loading Docks located on 54th Street between 6th and 7th Avenue. Otherwise please use the side door located on 54th street where you may hand carry your items in. Exhibitors will not be allowed to hand carry through the hotel entrance.
The most cost-effective method of delivering freight to this location is to ship in advance to the Freeman warehouse.
||No display material, in whole or in part, may be removed from the exhibit area prior to the close of the show at
4:00 pm on Saturday, February 19, 2022
|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. Representatives from various freight companies will be available to assist you. All carriers must check-in no later than 6:00 pm on Saturday, February 19. 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.