Shipping, Move-in & Move-out Information

Here you will find information on how to ship your materials to the event and also important information relating to the installation and dismantling of your exhibit space. 

Shipping Information

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. 

Shipping Options

1) Ship Materials in Advance to the Freeman Warehouse

We strongly encourage all booths to ship to the Freeman Warehouse to ensure that your materials will be in your booth so you can begin installation as soon as you arrive! Freeman will accept crated, boxed, or skidded materials beginning Monday, January 23, 2023 and will deliver the shipment to your booth. To avoid additional after deadline charges, materials must arrive by Wednesday, February 15, 2023. Material arriving after February 15, 2023 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 - 2:30 PM. Certified weight tickets must accompany all shipments. If required, provide your carrier with this phone number: (888) 508-5054. Please contact Freeman directly for all costs associated with this option.


Begin Accepting Shipments:  Monday, January 23, 2023

Deadline to Receive Advance Shipments: Tuesday, February 15, 2023

2) Ship Materials Directly 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 Wednesday, February 22, 2023. Any charges incurred for early freight accepted by the facility will be the responsibility of the exhibitor.

 Please note: all materials received by Freeman are subject to Material Handling Charges and are the responsibility of the Exhibitor.  If required, provide your carrier with this phone number: (888) 508-5054. For inquiries on material handling rates or show site shipping, please contact exhibitor support through the Chat Feature

 Begin Accepting Shipments On-site during move-in hours only: Wednesday, February 22, 2023

Shipping Labels

Label All Freight 

For your convenience, shipping labels have been included in this section of the Resource Center. Make sure all freight is clearly marked with your company name, International Healthcare Symposium and your booth number.

Installation / Move-in Information 

Installation / Move-in Schedule

The installation of exhibits will take place as follows: 

Wednesday, February 22 1:00PM - 4:30 PM (Targeted for booths 20x16 & larger)

Thursday, February 23 8:00AM - 3:00 PM

Exhibits must be moved in and set up by Thursday, February 23 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 Complete Important Exhibitor Tasks section.

Hand-Carried Freight

Exhibitors may hand carry their items into and out of the facility using the entrance on the 54th Street. Hand carried freight is defined as on item that can be easily carried by an individual exhibitor, without the need for dollies, or other mechanized equipment. Bellman at the Hilton Midtown may assist exhibitors for a fee. 

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. 

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.

Heavy Freight

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). 

Privately Owned Vehicles (POV's)
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.

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.

Display Installation & Dismantling Work

Full-time employees of an exhibiting firm may install and dismantle their own respective company display if such work can be completed in less than sixty minutes without the use of mechanized tools.  Any outside or additional labor required for installation, dismantle or decorating of displays is to be performed Union Labor - the hiring of casual labor is not permitted.  

NOTE: Product display and placement is the exclusive right of full time employees of an exhibiting firm and not included in these work rules.  Please reference the Labor Jurisdiction for complete details on labor regulations.  

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 hiring an Exhibitor Appointed Contractor, please complete the online EAC FORM  

Empty Stickers When your crates, cartons and other containers are empty, obtain EMPTY STICKERS from Freeman’s Service Desk.  Use the stickers to mark your crates, cartons and containers with your company name and booth number.  Leave the items in the aisle for pick up and storage.  Labeled materials will be returned at the end of the show. Remove old empty stickers.  Old stickers could result in empties being delivered to the wrong booth.  Do not store anything in these crates or cartons.  You will not be able to access them once they are removed to storage

Dismantle / Move-Out Information​     

Move-Out Hours / Dismantling

The dismantling of exhibits will take place as follows:
Saturday, February 25 4:00PM – 8:00 PM

No display material, in whole or in part, may be removed from the exhibit area prior to the close of the event at 4:00 PM on Saturday, February 25, 2023. Please arrange your travel plans and schedule flights accordingly.

Post Show Paperwork and Labels Freeman Exhibitor Support will gladly prepare your outbound Material Handling Agreement and label in advance. Complete the Outbound Shipping form and your paperwork will be available at show site. Be sure your carrier knows the company name and booth number when planning for shipping your exhibit at the close of the show. 
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. To ensure all exhibitor materials are removed from the exhibit facility by the Exhibitor Move-Out deadline, please have all carriers check-in by February 25, 2023 - 6:00 PM. In the event your selected carrier fails to show on final move-out day, Freeman reserves the right to re-route your freight
onto another carrier.

Additional Shipping Information

Click on the buttons below for additional information. 

Freeman Website    Freeman Quick Facts    Labor Jurisdiction


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!