| Booth Catering/ Alcoholic Beverages |
ALL food and beverage (alcoholic and non-alcoholic) must be purchased through ACC Catering, the exclusive in-house food and beverage management company for the facility. Outside food or drinks are not allowed in the facility; alcoholic beverages may not be brought into the facility by any person or outside service. The sales and service of all alcohol in the facility is regulated by the Texas Alcoholic and Beverage Commission (TABC) and ALL alcoholic beverages must be dispensed by TABC trained facility personnel only. Please contact The Running Event’s operations department at 207-844-5409 or emorton@divcom.com if you are considering purchasing food or beverages (alcoholic or non-alcoholic) from ACC Catering for your booth. |
| Booth Cleaning/ Porter Service |
Booth cleaning & trash removal/porter service is not automatic; if wanted it must be ordered separately through Freeman, the official general contractor. |
| Booth Design Regulations |
Booth regulations vary depending on the booth type (island, perimeter, inline, etc.). Every exhibitor should have received (or will receive) guidelines specific to your booth type with your confirmation email. Please read these carefully to ensure in advance that your booth design meets the regulations for your respective booth type.
All exhibiting companies must obtain written approval for their booth designs by submitting the Booth Approval Form (deadline is October 19th to submit).
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| Booth Equipment |
Each 10' x 10' booth will be set with 8' high black back drape, 3' high black side dividers and a 7" x 44" identification sign. (Booths 300 sq ft or larger may receive the one-line identification sign upon request.) Changes in drape patterns and colors are not allowed without consent from Event Management. If you are interested in ordering a standard Booth Package (which includes a 6’ x 30” white skirted table, two chairs, and a wastebasket) or other turnkey package options for your booth, please reference the “Order Services” section of the Exhibitor Resource Center for Freeman’s ordering information. The deadline for advance order discount rates through Freeman is Monday October 31st. |
| Carpet & Floor Coverings |
As part of The Running Event’s continued sustainability initiatives, the exhibit hall aisles will not be carpeted by event management. Booth Carpet is also not included in your contracted space. Exhibitors wishing to enhance the appearance of their booths may bring their own floor covering or may order rental carpeting through Freeman. |
| Children |
Please note that due to liability restrictions, the Austin Convention Center Department prohibits children under the age of 17 from the venue’s Exhibit Halls, Service Yards, and Loading Docks during move in and move-out. During the open exhibit hours, no one under the age of 14 will be granted admittance on the trade show floor. This rule applies to both visitors and exhibitors. There will be NO exceptions! |
| Covered Structures, Tents & Two Story Exhibits |
Displays with any type of cover or tent and two story exhibits are subject to additional fire & safety regulations. These exhibitors must contact the event’s operations department at 207-842-5409 or emorton@divcom.com to discuss their design and must submit a Booth Approval Form with detailed drawings. (Note: Booth designs will need to be shared with the ACCD and the Austin Fire Department for further review and consideration for approval.) |
| Drones |
Operable drones are not permitted to be used under any circumstances. |
| Event Management On-Site |
Event Management for The Running Event may be reached at booth #219 in the Exhibit Hall. |
| Exhibit Display Walls |
All back walls and sidewalls must be finished or draped, no loose wire or any obstruction may be seen or Event Management, at the exhibitor’s expense, will drape them. See-through back walls or displays that do not cover the back wall entirely will not suffice. Pop-up displays must be positioned so that the back-metal framing is not visible - if positioned so, metal framing must be covered. The backside of walls (the common border facing a neighboring booth) must be devoid of copy, logos or other graphics, so as not to be an eyesore to neighboring exhibitors or appear as part of their display. Please refer to the Display Regulations regarding booth designs in this section of the Exhibitor Resource Center. |
Exhibit Move-In Schedule
NEW FOR 2022 – TARGETED MOVE-IN SCHEDULE |
Monday, November 28 8:00 AM -12:00 PM 400 sq ft and larger
Monday, November 28 12:00 PM - 7:00 PM All Booths
Tuesday November 29 8:00 AM - 7:00 PM All Booths
All freight must be moved in, exhibits set up, and aisles clear by 7:00pm on Tuesday, November 29 to
allow for final preparation of the exhibit halls for the trade show opening at 9:00am on Wednesday morning.
Information of move-in and entry by privately owned vehicles (POV’s), delivery companies, carriers, and material handling & labor rules are included in this Exhibitor Resource Center.
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| Exhibit Move- Out & Dismantling |
Thursday, December 1 4:00 PM – 9:00 PM
Friday, December 2 8:00 AM – 1:00 PM
Exhibitors are not allowed to break down or remove any part of their exhibit, display material or merchandise
from the exhibit floor prior to the official show close at 4:00pm on Thursday, December 1st. Please plan your
travel accordingly.
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| Exhibit Materials & Entry |
All move-in and move-out of exhibit freight by personally-owned vehicles (POV’s), delivery companies and carriers must by through the designated loading docks, freight elevators and freight doors of the facility’s Service Yard, located on the Red River Street side of the convention center. The lobby areas, side doors, escalators and passenger elevators are not to be used for this purpose. Exhibits, displays, equipment, and supplies are not allowed to enter or leave the facility through the entrances on Cesar Chavez Street, Trinity Street or Fourth Street.
Please see the Service Yard Access Directions & Procedures for details.
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| Exhibitor Evaluation |
All exhibitors will receive The Running Event Exhibitor Evaluation shortly after the event to complete online. Your cooperation in completing and submitting this survey will help us to improve the event and will serve as an information link between exhibitors and Event Management. |
| Food & Beverage Sampling |
REGULATIONS
Exhibitors may serve sample portions of their product provided they are the manufacturer, processor, marketer, seller or distributor of the food or beverage item. Sampling of alcoholic beverages is not permitted. Sample sizes are limited to three ounces (3 oz.) for non-alcoholic beverages and one ounce (1 oz.) “bite size” for food products. [If an exhibiting company wishes to distribute larger portion sizes, approval must be granted by Austin Convention Center Catering and a fee may be applied. Please contact ACC Catering at (512) 404-4137 with inquiries.]
Please reference the Food & Beverage Sampling Regulations in this section of the Exhibitor Resource Center for additional guidelines and information.
BOARD OF HEALTH REQUIREMENTS
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.
To facilitate obtaining a temporary food booth permit if required, exhibitors must submit to Event Management by Wednesday, October 19 the Temporary Food Service Application located in the Important Exhibitor Tasks section of the Exhibitor Resource Center. A check in the amount of $114.00, payable to Diversified Communications, for the cost of the permit needs to be mailed with your application. Please carefully read the Sampling Regulations and Booth Set-up Requirements for further information.
Contact the event’s operations department at 207-842-5409 or emorton@divcom.com with questions. |
| Giveaways & Lotteries |
Exhibitors may sponsor raffles, giveaways, and lotteries within the area defined as their booth space as long as they are free and open to everyone. As a reminder, all food & beverage items must be purchased through the official caterer including giveaway prize food & beverage items. |
| Hand Carry Policy |
Exhibitors will be allowed to hand carry one item, one time, in or out of the facility through the exterior
front doors IF it meets hand-carry criteria. Hand carried freight is defined as one item that can be easily
carried by an individual exhibitor, without the need for dollies, pushcarts or other mechanized equipment
Nothing may be “wheeled” through the lobbies - Rolling exhibit cases are NOT considered hand-carry items.
No parking is allowed at the facility entrances. The use of passenger elevators and escalators for movement
of freight is not allowed. All packages are subject to inspection by facility personnel.
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| Helium Balloons/ Adhesive Materials, Other Materials & Popcorn |
Event Management does not allow helium balloons to be used as part of an exhibitors display nor may they be distributed. The use of glitter, confetti, sand, or simulated snow types of material, as well as popcorn, is NOT permitted. Any costs incurred by Event Management for the removal of these items will be charged to the exhibiting company. |
| Labor |
Full-time employees of exhibiting companies may set up and dismantle their own booths without assistance
from union labor. If labor is required, it must be hired through Freeman. The hiring of casual labor is not permitted. |
| Liability Insurance |
Exhibitors are encouraged to carry their own general liability insurance as well as any additional property or theft insurance they deem appropriate but are no longer required to provide to Event Management evidence of that insurance or name Diversified Communications as an additional insured on the exhibitor’s policy. As has always been the case, exhibitors remain exclusively responsible for theft or damage to their personal property and are advised to secure their valuables at all times. |
| Maintaining Professionalism |
Event Management reserves the right to prohibit or remove any exhibit which, in its sole discretion, detracts from the general character of the exhibition as a whole or consists of products or services inconsistent with the purpose of the exhibition. The right to prohibit includes persons (dressed in a sexually suggestive or offensive manner), things, conduct, printed matter, or anything of a character which the organizers, in their sole discretion, determine objectionable. In the event of such prohibition or removal, the organizers shall not be liable for any damages, including refunds or other exhibit expenses. |
| Material Handling |
Material Handling (Drayage) is defined as the transfer of exhibit materials from point of arrival at the loading
dock to exhibit location, removal of empty crates, return of crates, and return of exhibit to dock for load-out.
Exhibitors wishing to move their own materials in or out of the show will be provided a space in the dock area of
the Service Yard to load/unload their vehicles. Exhibitors may unload/load their own personal vehicles provided they do not use any material handling equipment (fork-lifts, flatbeds, dollies, pallet jacks, etc.) If you will require labor for delivering your materials to your booth from the dock, labor can be hired through Freeman. |
| Music, Photographs & Other Copyrighted Material |
Each exhibitor is responsible for obtaining all necessary licenses and permits to use recorded music, photographs, and other copyrighted material in exhibitor’s booth or display. No exhibitor will be permitted to play, broadcast, or have performed any recorded music or use any other copyrighted material, such as photographs or other artistic works, without first presenting proof satisfactory to Event Producer that the exhibitor has, or does not need, a license to use such recorded music or copyrighted material. Event Producer reserves the right to remove or prohibit from the exhibit hall all or any part of any booth or display which incorporates recorded music, photographs, or other copyrighted material and for which the exhibitor fails to produce proof that the exhibitor holds all required licenses. The exhibitor shall remain liable for and shall indemnify, defend, and hold Event Producer, its directors, officers, agents, and employees harmless from all loss, costs, claims, causes of action, suits, damages, liability, expenses, and costs, including reasonable attorney’s fees, arising from or out of any violation or infringement (or claimed violation or infringement) by exhibitor, exhibitor’s agents, or employees of any patent, copyright, or trade secret rights or privileges. |
| Off-Site Events |
Our agreement with you prohibits hosting off-site events during conference, exposition hours and receptions. Please respect these constraints; our aim is to make The Running Event a community event for our industry. If you decide to host an event during authorized hours, we ask that you please share your plans with us in advance. Please contact Erin Morton with the operations department at emorton@divcom.com. |
| Operating your Exhibit & Sound Limitations |
All activities must be contained within the exhibit area described in your application for exhibit space. No selling or promoting will be allowed in the aisles, other exhibitor booths, entrance/exits, or other public areas. Promotion of other events is strictly prohibited.
Attendees viewing video monitors must be within your exhibit space, not crowded in the aisles.
Music may not exceed background audio level. All speakers must be facing into the exhibitor’s booth and not away from the booth. Loudspeakers and carnival tactics will not be allowed. Please be a considerate neighbor. Event Management reserves the right to shut down any receptions, presentations, or other activities which are deemed obstructive or prohibitive for neighboring booths to be able to conduct business.
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| Paging in the Exhibit Hall |
We are unable to page anyone in the exhibit halls. Please provide your co-workers and family members with hotel information and email, phone, or pager numbers where you may be reached while at the event. |
| Photography/ Video Equipment |
Photography and/or video recording anywhere within the exhibit hall is strictly prohibited without the express written permission and supervision of Event Management. Photographing and/or video recording of the exhibitor’s own booth may be permitted with prior approval from Event Management. |
| Security |
24-hour security service will be maintained in the exposition area from the initial move-in period through move-out. However, exhibitors are reminded that they are responsible for the protection of their own product and exhibit materials and should take steps to guard their property, during the set-up and break-down of their booth as well as during the events. Exhibitors are advised to lock away or remove anything of value from their booth overnight.
Should an exhibitor wish to hire a private security guard to watch their booth overnight and/or during the day, security can be arranged by contacting ACCD Security Services Division at 512-404-4110 or submitting the ACCD Exhibitor Booth Security Form.
Any thefts or damage of property must be reported to ACCD Security Services and Event Management immediately. Reminder: Under no circumstances is the surveillance for exhibition property or the private property of each exhibitor the responsibility of Event Management. Therefore, Event Management is in no way responsible for the private property of exhibitors or for the theft of any materials left in the booths or possible damages that may occur during installation, event days or move-out.
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| Service Costs |
Order all services by the published advance deadline to take advantage of discount rates and to ensure timely installation or delivery on-site. Please go to the Complete Important Exhibitor Tasks page for a listing of upcoming deadlines. |
| Smoking |
The Austin Convention Center is a non-smoking facility. This includes e-cigarettes and vaping. |
| Solicitation by Non-Exhibiting Companies |
For the protection of all The Running Event exhibitors, only those companies whose Application for Exhibit Space has been approved by Event Management will be allowed to present and sell their products. If a representative from a non-exhibiting company is seen soliciting business on the show floor, please request a business card from that person and give it to an Event Management representative. We will take the necessary steps to curtail this activity. |
| Vehicles for Booth Display |
Exhibitors planning to display a vehicle in their booth must contact the event’s operations department at 207-842-5409 or emorton@divcom.com to discuss and provide vehicle details. Event Management will need to obtain approval and coordinate the move-in/move-out logistics with the venue and Freeman.
All display vehicles on the exhibit floor must meet and comply with the following requirements before entry into the facility:
• There is to be no more than five (5) gallons of fuel or 1⁄4 the capacity of the fuel tank, whichever is less.
• Fuel tanks used for storage of excess fuel must meet applicable federal, state, and local fuel storage requirements.
• Fuel tanks are to be locked and all portable tanks removed. Locking the vehicle will be sufficient for cars in which the gas cap cover may only be detached from inside the vehicle.
• Ignition keys are to be removed and placed in a central location on-site.
• Vehicles, boats, and similar exhibited products with more than three hundred square feet (300 sq. ft.) of roofed area are to have a smoke detector.
• Tire blocks placed under the wheels are required for electric vehicles and recommended for gas vehicles.
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| WIFI |
The Austin Convention Center has complimentary wireless Internet. Speeds may vary depending on device capabilities and service is vulnerable to interference from other wireless devices. If you are conducting a product demonstration, presentation, or streaming video over the Internet, the purchase of a wired Internet connection is strongly recommended. For additional information regarding the facility’s wireless and wired Internet services, please contact the ACCD Exhibitor Services Division at 512-404-4000. |