Shipping, Move-in & Move-out

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 your Exhibit

Air Shipments

Exhibitors who will be shipping via air may contact Freeman Exhibit Transportation for services and answers to their questions by calling 800-995-3579. 

Domestic Freight

Domestic freight may be shipped through the warehouse facilities of Freeman or directly to the Lumen Field Event Center. Specific instructions from Freeman are included in this section of the manual.

International Freight

Rock-It Global is the official customs house broker for the Pacific Marine Expo.

Specific instructions and arrival deadline dates for shipping foreign freight are supplied in their International Shipping document. Contact Mr. Louis Kerpan at Rock-It Global at 310-216-6227 or lou.kerpan@rockit.global for further information. 

Label All Freight

For your convenience, shipping labels have been included in this section of the manual. Make sure all freight is clearly marked with Pacific Marine Expo, your Company Name, your Booth Number and the correct address.

 

Advanced Freeman Warehouse Label     

 

Direct to Show Site Shipping Label       

 

Hanging Sign Shipping Label

Heavy/Large Freight
To expedite the handling of your exhibit material when it arrives in Seattle, 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). 
Equipment/Machinery must be sent directly to the Lumen Field Event Center and be clearly labeled to qualify for machinery rates.
Exhibitors with boats and large or heavy (over 5000 lbs.) equipment/machinery MUST contact Freeman in advance to arrange their move-in. Please contact Shannon Bishop with Freeman at 775-437-2299 or email Shannon.bishop@freemanco.com

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

We strongly encourage large booths to ship to the Freeman Warehouse - Shipping your freight to the warehouse will ensure that your materials will be in your booth so that you can begin installation as soon as you arrive.  


Freeman will receive and store advance freight at their warehouse beginning October 17, 2022 Freeman will provide up to 30 days of storage prior to move-in and will deliver the shipment to your booth. Please refer to the material handling tips document.

To avoid additional after deadline charges, materials being sent for storage at the warehouse MUST be received no later than November 8 at 3:30 pm.  

Warehouse materials are accepted at the warehouse Monday through Friday between the hours of 8:00 am - 3:30pm.

All containers must be labeled as shown at the right.

NOTE:  Equipment/Machinery must be sent directly to Lumen Field Event Center during the targeted exhibitor move-in schedule.

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

 

2) Send Shipments Direct to the Venue

Freight will be received at the Lumen Field Event Center ONLY during the Scheduled Exhibitor Move-In Period beginning November 15.  Shipments arriving before this date may be refused by the facility. Any charges incurred for early freight accepted by the facility will be the responsibility of the exhibitor. 

PLEASE NOTE:
ALL delivering carriers and POV’s (Personally Owned Vehicles) unloading from the East Hall MUST adhere to the specific instructions outlined in the ‘Move-In, Installing & Move-Out’ information and check in with the Freeman receiver at the Marshalling Yard to get a number/pass for unloading.  POV’s should also carefully read the ‘POV Information’ and ‘Union Regulations’ documents for further details.

Please label your exhibit materials as outlined below or use the Show Site Shipping Label 
 

Please note: All materials received by Freeman are subject to Material Handling Charges and are the responsibility of the Exhibitor. This also applies to items not ordered through the Officail Show Vendors. Refer to the mateiral handling form on Freeman online. 

Move-in / Installation of your Exhibit

Move-In Hours
Please identify your move-in schedule per your booth size: 
Tuesday November 15                    2:00 pm - 6:00 pm  Booths 400 sq. ft. & Larger & Boats 
Wednesday November 16               8:00 am - 10:00 am  Booths 300 sq. ft. & Larger 
                                                      10:00 am - 12:00 pm Booths 200 sq. ft. & Larger 
                                                      12:00 pm - 7:00 pm  All Booths
Note: Labor performed after 4:30 p.m. will be assessed overtime charges. 
  • ATTENTION:  Exhibitors with boats and large or heavy (over 5000 lbs.) equipment must contact Shannon Bishop with Freeman at 775-437-2299 or email Shannon.bishop@freemanco.com 
All exhibits must be moved in by 7:00 pm on Wednesday, November 16.  Exhibitors may remain to set up their booth until 10:00 pm on Wednesday as long as they are inside the hall by 7:00 pm.
Cart Carried Frieght Defined as those materials that must and can be carried on a pushcart, dolly or hand truck and can be safely controlled by a single individual. Load on carts, dollies or hand trucks should not be any greater than four feet tall, three feet wide and four feet long. Cart carried freight should generally be no more than 200 pounds in weight. To be considered cart carried freight, vehicles bringing cart carried freight to Lumen Field Event Center must meet the requirements to park their vehicle in the East Hall parking area. 
Cart Service Workers equipped with a flat cart scooter will assist exhibitors with unloading. Each cart will handle a load approximately 3' wide x 4' long x 3' high. Freight must not exceed 300 lbs. For safety reasons, it will be the judgment of the freight supervisor if the load can go higher than 3 feet. Cart Service includes storage of empty cardboard/product boxes at no additional charge. Empty stickers for your cartons and cases will be provided for this service.
Empty Crates It is important to the success of our move-in, that crates be removed from the floor and placed in storage as soon as they are empty. All empty crates should be closed securely, and an “EMPTY” tag should be attached so they can be removed and placed into storage. Open or untagged crates will not be removed and will clutter both the aisle and your booth. A clearly marked “EMPTY” tag, containing your booth number and company name, securely attached to your empty crates will expedite their removal and return to you at the close of the show. “EMPTY” crate tags may be obtained at the Freeman Exhibitor Service Center at any time. 
Hand-Carried Freight During Move-In and Move-Out Hand carried freight (defined as those materials that does not exceed 50lbs. that can be carried by an individual without the use of commercial hand trucks, dollies or push carts along with self-contained shipping containers with wheels, items carried on personal luggage carts and other small or folding hand trucks,) may be unloaded from the East Hall parking area of the Lumen Field Event Center provided it takes no more than 30 minutes. Vehicles cannot be left in the East Hall parking area for more than 30 minutes. Long-term parking options to hand-carry freight are to park in the Lumen Field Garage or the North Lot (limited availability).  Additional entrance/exit locations for hand-carried freight include the West Hall entrance/exit from Occidental Avenue, the concourse level entrance/exit from Occidental Avenue, and the concourse level entrance/exit from the Lumen Field Garage. Please see the Hand-Carried Freight Map highlighting these entrances.
Material Handling / Drayage / Personally Owned Vechile (POV)
Please refer to the Material Handling Info document for more detailed information. Rates for this service are outlined in the Freeman Material Handling order forms on Freeman Online. Exhibitors will be allowed to perform their own Material Handling provided they meet all of the following criteria:
  • Exhibitors must be off-loading from a company-owned truck or rental vehicle or from a car, van or truck owned by bonafide, full-time company employees of the exhibiting company (POV) that is 24’ or less.  All vehicles including co-owned or rental vehicle over 24’ in length WILL BE off-loaded by Union Labor at the exhibitor’s cost.
  • Exhibitors may use only hand-operated equipment (dollies, hand trucks, and four-wheeled push carts) that the exhibitors themselves have provided.
  • The use of forklifts, pallet jacks, lift gates or any other motorized or mechanical equipment is not permitted.   
Please reference the Union Labor Regulations document for complete details on labor regulations and work rules.
Personally Owned Vechiles (POVs) Requiring a Loading Dock 
We have allotted one dock space on a first come, first-served basis for POV’s who need a dock height to off-load 
themselves.  Vehicles requiring dock space will be put in the marshaling yard line to obtain a pass for unloading/
loading. To qualify to use this loading dock without union assistance, you must meet the following criteria:  
(Please note:  If you do require union assistance, you will incur material handling fees)
  • It must be a rental vehicle or vehicle that is company-owned or owned by bonafide, full-time company employees of the exhibiting company (POV) without the use of lift gates.
  • The vehicle MUST be 24’ in length or less. Vehicles over 24’ in length are considered truck carriers and WILL be off-loaded by union labor at the exhibitor’s cost.
  • The use of forklifts, pallet jacks, lift gates or any other motorized or mechanical equipment is prohibited. 
  • Exhibitors may use only hand-operated equipment (dollies, hand trucks and four-wheeled push carts) that the exhibitors themselves have provided.  
  • Exhibitors off-loading by themselves must have a company representative stay with the vehicle until it is off-loaded; otherwise, your vehicle could be towed.
Exhibitors will have a maximum of 20 minutes at the dock space to unload their materials.
Mobile Spotting Fee

As the Official General Service Contractor, Freeman is responsible for all motorized units/vehicles/boats entering and exiting the hall.  All motorized units/vehicles/boats on the exhibit hall floor must be escorted by Freeman personnel. This round trip spotting includes laying visqueen (if necessary) as well as adhering to any and all regulations that are required by the fire marshal, including taping the gas tank, disconnecting batteries and meeting the fuel tank limits as noted in the General Fire Safety Guidelines under the Event Information tab.


*Note:  Additional fees may apply if mobile spot cannot be driven into place and must be assisted, or if scheduled mobile spot time is missed

Parking in the EastHall During Move-In/Move-Out

Vehicles are authorized to enter the East Hall of the facility for loading and unloading purposes.  Upon check in at the North Lot marshalling area, drivers will be given a vehicle parking pass to display on their windshield that notes their time in and the time the pass expires (30-minute time frame).  Once inside East Hall, drivers will be directed where to park.  Exhibitor Vehicles inside the facility must be shut-off and the transmission must be in “park” position.  
Once an exhibitor has unloaded/loaded, the vehicle is to be removed from inside the facility. Exhibitor vehicles cannot be left in the East Hall parking area for more than 30 minutes during move-in and move-out. This 30-minute parking time stipulation will be monitored and enforced onsite in order to maintain an efficient move-in operation and limit waiting times to move-in and unload. ANY VEHICLE THAT HAS AN EXPIRED EAST HALL PARKING PASS OR IS PARKED IN AN UNAUTHORIZED AREA IS SUBJECT TO IMPOUND AND TOWED AT THE OWNER’S EXPENSE.
Exhibiting companies must meet the following requirements to park their vehicle in the East Hall parking area: 
  • It must be a company-owned truck or rental vehicle, or a car, van or truck owned by bonafide, full-time company employees of the exhibiting company (POV).
  • The vehicle MUST be 24’ in length or less. A vehicle over 24’ in length are considered truck carriers and WILL be off-loaded by union labor at the exhibitor’s cost.
  • Exhibitors may use only hand-operated equipment (dollies, hand trucks and four-wheeled push carts) that the exhibitors themselves have provided.  
  • The use of forklifts, pallet jacks, lift gates or any other motorized or mechanical equipment is prohibited. 
  • Exhibitors unloading freight without labor assistance will have a maximum of 30 minutes to park and unload their materials.
Work Rules for Installation/Dismantling of Booths
  • Full-time employees of exhibiting companies with booths 10’x20’ or smaller may install/ dismantle the exhibit display provided power tools and ladders are not used.  
  • For booths larger than 10’x20’, full-time employees of the exhibiting company may install/ dismantle their own exhibits provided the work is performed within one (1) hour without the use of power tools and ladders.  This does not apply to the unpacking and placement of company products/merchandise.   
  • Personnel performing the work must be bonafide, full-time employees of the exhibiting company.  Such personnel may be asked to provide full-time employment with the exhibiting company.
Any services required beyond the above MUST be performed by Union Labor. Union Labor may be hired through
Freeman. The hiring of casual labor is not permitted. Please reference the Union Regulations
document 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 planning to use an EAC, please fill out the EAC Form and submit it to Event Management.

Move-out / Dismantling your Exhibit  

Move-Out Hours
Exhibitors will have unitl 10:00 PM on Saturday, November 19th to move out.  The facility will not be available on Sunday, November 20th.
Dismantle

Saturday November 19th 2:00 - 9:00 PM 
Exhibitors are not allowed to break down or remove any part of their exhibit, equipment, display material or
merchandise from the exhibit floor before the close of the show at 2:00 PM on Saturday, November 19th. 
All exhibits must remain intact until that time - there will be no exceptions. Please arrange your travel plans & schedule your 
flights accordingly.

Empty crates will be returned after the removal of the aisle carpet.  Please keep all aisles clear as blocking the aisles will delay move-out.  


Material handling agreements for any outbound shipments must be turned into the Freeman Service Desk by 7pm. DO NOT LEAVE THIS PAPERWORK ON YOUR EXHIBIT CRATES/BOXES – it can be easily lost or misplaced.

Make sure your booth properties are packed up and ready to load before you bring your vehicle to the hall.  There is a 30 minute limit for parking in the East Hall.

All dismantling of exhibits and removal of exhibitor materials must be completed by 9:00 PM on Saturday, November 19th.  Any materials remaining in the facility or lacking shipping instructions/material handling agreements will be re-routed via Freeman’s choice of method of shipment or returned to the warehouse to await disposition at exhibitor’s expense.

Outside carriers need to check-in at the marshalling area no later than 7:00 pm on Saturday, November 19. Please be sure that your carrier knows both the company name and booth number as the driver will be required to relay this information upon arrival at the check-in point.  


REMINDER: Exhibitors may use only hand-operated equipment dollies, hand trucks and four-wheeled 
push carts that the exhibitors themselves have provided.  The use of forklifts, pallet jacks, lift gates or any 
other motorized or mechanical equipment is prohibited.

Returning Your Freight

If not done 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 an Outbound Material Handling Agreement and labels.

All outbound carriers must check in at the marshalling area no later than 7:00pm on Saturday, November 19th. Drivers not checked in by this time will risk the possibility of their shipments going out on the house carrier and incurring additional costs. Be sure your company knows the company name and booth number when making arrangements for shipping your exhibit at the close of the show. 


Caravan to International WorkBoat Show

Due to the proximity in time to the International WorkBoat Show in New Orleans, Freeman Transportation will be on hand to help you ship your exhibit materials to New Orleans. You may contact them prior to the show by telephone at 1-800-995-3579 or email exhibit.transportation@freeman.com. They will provide you with a pre-printed material handling agreement and shipping labels to have your materials delivered directly to the Ernest N. Morial Convention Center. Please know your booth number along with your targeted move-in date and time at The International Workboat Show.

All shipments participating in the caravan service to the International Workboat Show must be packed and labeled with material handling agreements turned into the Freeman Service Desk by 8:00 pm on Saturday, November 19. 

Please refer to Freeman’s International Workboat Show Caravan flyer for rates and additional information.

Caravan Pricing 

Tip: Consider Freeman Transportation Services through the general contractor for your shipment needs to ensure your freight is picked up and removed in time to meet the tight move-out period. Using Freeman also eliminates any marshalling yard delays and carrier waiting times that can mean overtime charges and other additional post-quote fees you may have with an outside carrier.

Additional Information

Freeman Website     Freeman Quick Facts     Labor Regulations


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!