Important Exhibitor Tasks

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 a one-line 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

Deadline

Task

Vendor

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
 

ASAP

Register for Exhibitor Badges

All staff working in your booth space during the event will need an Exhibitor Badge. 
 

Register for Exhibitor Badges

ASAP

Invite Your Customers to Attend the Event

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.

 

Invite Your Customers to Attend

October 19, 2022

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

October 19, 2022

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 

October 19, 2022

Food Sampling & Temporary Food Application

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 $114.00 permit fee. A permit is only required if an exhibitor hands out open (unpackaged) samples of their food or beverage product or handles food/beverage that requires refrigeration. Event Management will apply on your behalf for obtaining the permit from the Austin Public Health Department. 

Board of Health Temporary Food Application
 

Food & Beverage Sampling Regulations

Additional Tasks & Ordering Deadlines

Deadline

Task

Vendor

September 22, 2022
(Early Bird Deadline)

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

October 24, 2022

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

October 26, 2022 Order 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
 
October 27, 2022 (Advanced Discount Deadline)

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 Advanced Discount pricing.  


Order Lead Retrieval

October 24, 2022- November 17, 2022

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 following 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 

October 31, 2022

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 

October 31, 2022

Order Audio Visual Services

If you will need to rent computers, displays, televisions, speakers, etc. please do so before this date.

 

Order Audio Visual Services

November 6, 2022

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

November 8, 2022

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

November 12, 2022

Order Utilities & Technical Services

  • Electrical
  • Water & Drainage
  • Compressed Air
  • Internet/ Technical
  • Telephone
 

Austin Convention Center Online Ordering

Austin Convention Center Exhibitor Information Packet

November 14, 2022

Order Booth Catering

ALL food and beverage must be purchased through ACC Catering, the exclusive in-house food and beverage management company for the facility. If you would like to serve food and beverage from your booth, please check out the menu and details on the Booth Catering order form.

 

Order Booth Catering 

November 28, 2022

Ship Freight to Show Site

Freeman will begin receiving materials on-site on this date. Shipments arriving prior to November 28, 2022 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


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!