Exhibitor Resource Center

November 29 - December 1, 2022 / Austin Convention Center

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

You have two options when shipping your materials to the event. You can ship in advance to the Freeman Warehouse and they will bring your materials to the event and deliver them to your booth. You can also ship your materials directly to the venue and Freeman will receive your shipment and deliver your materials to your booth. Please note the dates and costs associated with both options. For pricing for both options you can contact Freeman directly. Below, you will find an overview, along with shipping label examples as well as additional shipping information. 

Shipping Options

1) Ship Materials in Advance to the Freeman Warehouse
 

** NOTE:  NEW ADDRESS FOR FREEMAN 
ADVANCE WAREHOUSE **

Please be sure to use the Advanced Warehouse Shipping Label provided in this year’s Exhibitor Resource Center for freight sent in advance to their 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, October 24, 2022 and will deliver the shipment to your booth. To avoid additional after deadline charges, materials must arrive by November 17, 2022. Material arriving after November 17, 2022 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 9:00 AM - 3:00 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, October 24, 2022

Deadline to Receive Advance Shipments: November 17, 2022
 
2) Ship Materials Directly to the Venue

Deliveries for The Running Event will be received by Freeman at the Austin Convention Center (ACC) Service Yard during the following scheduled Period beginning Monday, November 28th starting at 8:00am. Please note: all materials received by Freeman are subject to Material Handling Charges and are the responsibility of the Exhibitor.  Certified weight tickets must accompany all shipments. 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.

Receiving Shipments during Exhibitor Move-In:
Monday, November 28    8:00 AM – 7:00 PM 
Tuesday, November 29   8:00 AM – 7:00 PM

Shipments direct to show site CAN NOT be delivered before Monday, November 28 as shipments arriving before that date will not be accepted by the facility.   Shipments delivered to show site MUST be delivered to the ACC Service Yard Entrance on Red River Street (between Cesar Chavez and Third Street.)  PLEASE NOTE: USPS will not deliver to the Service Yard, so please use another delivery company (FedEx, UPS, etc.) Shipments sent direct to show site must be addressed care of Freeman. 

Begin Accepting Shipments On-site: Monday, November 28, 2022
 

Important Shipping & Delivery Information

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, The Running Event and your booth number.
Air Shipments Exhibitors who will be shipping via air may contact Freeman for services and answers to questions by calling 800-995-3579 or email exhibit.transportation@freeman.com
Domestic Freight Domestic freight may be shipped through the warehouse facilities of Freeman or directly to the Austin Convention Center according to the shipment schedule and accurate shipping address details. 
International Freight Freeman Transportation is the official customs house broker for The Running Event.
Show Site Delivery by POVS (Personally Owned Vehicles)

* Privately Owned Vehicles are defined as cars, pick-up trucks and vans primarily designed for passenger use.  These are typically “do-it-yourself” exhibitors.

All move-in and move-out of exhibit freight by POV’s must by through the loading docks, freight elevators and freight doors of the Austin Convention Center’s Service Yard Entrance on Red River Street (between Cesar Chavez and Third Street).  Exhibitors wishing to move their own materials in or out of the show will be provided a space in the dock area to unload/load their vehicles.  Exhibitors may unload their own personal vehicles provided they do not use any material handling equipment (fork-lifts, flatbeds, dollies, pallet jacks, etc.). Please refer to the Service Yard & Loading Dock Information for directions and entry rules & procedures and the Labor Regulations document for complete details on material handling and labor regulations.

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. 
Cart Service Freeman offers a Cart Service for Privately Owned Vehicles (POVs) unloading/loading at the Service Yard docks, for a fee. Workers equipped with a flat cart scooter will assist exhibitors with unloading. Each cart will handle a load approximately3' 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.  Details and rates for this cart service can be found on Freeman’s Online Ordering in the Order Services section of the Exhibitor Resource Center.
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. 

Installation / Move-In Information 

Installation / Move-In Schedule
NEW FOR 2022 – TARGETED MOVE-IN SCHEDULE

The Running Event will utilize a targeted move-in schedule for 2022: 

  • Monday, November 28, 2022     8:00 AM - 12:00 PM Booths 400 sqft or larger.
  • Monday, November 28, 2022     12:00 PM - 7:00 PM All Booths
  • Tuesday, November 29, 2022     8:00 AM - 7:00 PM All Booths

Important Installation Information

*NOTE:  Overtime rates for install labor apply before 8:00 AM and after 4:30 PM Monday through Friday. Labor performed after 4:30 PM on Monday, November 28 & Tuesday, November 29 will have overtime charges applied. 

ALL FREIGHT MUST BE MOVED IN, EXHIBITS SET UP, AND AISLES CLEAR BY 7:00PM ON TUESDAY, NOVEMBER 29TH TO ALLOW FOR FINAL PREPARATION OF THE EXHIBIT HALLS FOR THE TRADE SHOW OPENING AT 9:00AM ON WEDNESDAY. 
 
Full-time employees of exhibiting companies may set up and dismantle their own booths without assistance from
union labor.  If union labor is required, it 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 Exhibitor Appointed Contractor Form and submit it to Event Management. 
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 with an “EMPTY” tag affixed 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, “EMPTY” crate tags may be obtained at the Freeman Exhibitor Service Desk at any time. Crates will be returned to you at the close of the show. 

Dismantle / Move-Out Information​     

Dismantling Your Exhibit

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.
   
The dismantling of exhibits will take place as follows:
Thursday December 01, 2022      4:00 PM - 9:00 PM
Friday December 02, 2022           8:00 AM - 1:00 PM

*NOTE:  Overtime rates for dismantle labor apply before 8:00 AM and after 4:30 PM Monday through Friday. Labor performed after 4:30 PM on Thursday, December 1 will have overtime charges applied.
 
All exhibitor materials must be removed from the exhibit facility by 1:00 PM on Friday, December 2.
Returning Your Freight If not done so in advance, you may make arrangements to have your exhibit returned by visiting the Exhibitor Service Desk area onsite.  Every outbound shipment will require a material handling agreement and labels which Freeman can provide.
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. 
Outbound Carriers All outbound carriers must check-in at the Service Yard no later than 12:00 pm on Friday, December 2.  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. Be sure your carrier knows the company name and booth number when planning for shipping your exhibit materials at the close of the show

Additional Shipping Information

Click on the buttons below for additional information. 

Freeman Website    Event Quick Facts    Service Yard Loading Dock Info    Labor Jurisdiction
  

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!