• 8' high black back drape
• 3' high black side dividers
• Booths 300 sq. ft. or less will receive an identification sign
• The exhibit area/booths and exhibit hall aisles will NOT be carpeted. You are welcome to supply your own floor covering or rent carpet through Freeman 
• Electricity is not included and can be arranged through the Austin Convention Center

The Running Event will utilize a targeted move-in schedule for 2023: 

Saturday, November 25           Large Trailer Move-In
                                                 12:00 PM - 5:00 PM
Sunday, November 26             Booths 400 sq ft or larger & vehicles
                                                12:00 PM - 5:00 PM
Monday, November 27            All Booths
                                                 8:00 AM - 7:00 PM
Tuesday, November 28            All Booths
                                                 8:00 AM - 7:00 PM
Trailers over 30' must be brought into the Convention Center on Saturday, November 25, 2023. All other vehicles must be brought into the Convention Center during move-in hours on Sunday, November 26, 2023.

Badged Exhibitors have access to the exhibit hall two hours before the show opens each morning.

• Wednesday, November 29                 9:00 AM- 6:30 PM
• Thursday, November 30                     9:00 AM- 4:00 PM

View the full Event Schedule

A chronological To-Do list with all tasks, dates and deadlines with direct links to applicable forms and vendor sites. 
Follow along to ensure a successful and timely event preparation. 

Important Exhibitor Tasks Print PDF Version 

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 207-842-5467 or bmyers@divcom.com if you are considering purchasing food or beverages (alcoholic or non-alcoholic) from ACC Catering for your booth.

Read the Booth Display Regulations document thoroughly as they pertain to your booth type which is specified in your booth confirmaiton email. 
All Exhibiting companies must obtain written approval for their booth designs by submitting the Booth Approval Form (deadline is October 18th). 

• Each 10' x 10' booth will be set with
  • 8' high black back drape
  • 3' high black side dividers
  • Booth ID sign. Booths 300 ft and larger may recieve a sign upon request
• Changes in drape patterns and colors are not allowed without consent from the Event Management
• A standard Booth Package or other turnkey options can be ordered through Freeman
  • Standard booth package includes:
    • 6' x 30" White skirted table, two chairs, and a wastebasket

Refer to the Order Services section for Freeman's ordering information. The deadline for advance order discount rates through Freeman is Monday, October 30th. 

The Running Event aisles will not be carpeted as part of the event's sustainability initiatives.
Exhibitors may enhance their booth by bringing or ordering floor covering through Freeman. It is not included in booth space. 

Plans for multi-level exhibits must be reviewed and approved ninety (90) days prior to the first contract dates. 

• Email two (2) copies of scaled, signed, and dated blueprints (with front and side elevations) by a registered architect or certified engineer to you Event Coordinator or mail to City of Austin - Austin Convention Center Department at P.O. Box 1088, Austin, Texas 78767 - 8838
• Plans must include show name and dates.
• Plans must include the exhibitor's name and assigned booth number. 
• Protection from an automatic extinguishing system may be required.
• Each enclosed or covered area may need to be protected by an audible smoke detector. This includes closets built into the exhibit. 
• Maximum occupancy of the load bearing area(s) is limited to one (1) person per fifteen square feet (15 sq ft ) of floor space. The maximum occupancy must be posted. 
• The upper deck of the multi-level exhibit may require two (2) exits. 
• An aisle of ten feet (10') may be required between multi-level exhibits.
• The minimum ceiling height per floor is eight feet (8'). 
• Maximum height of the second level floor shall be no more than twelve feet (12') from the ground floor.
• All multi-level exhibits must have one (1) 2A10BC fire extinguisher on each level.
• Approval may be required by a Safety Officer and/or the AFD Fire Marshal and a fire or safety watch may be required. 

• All back and side walls must be finished or draped with all wires and obstructions hidden
• Event management will drape exposed wires or obstructions at the expense of the exhibitor
• See-through back walls or displays which do not fully cover the wall will not suffice
• Back walls must be devoid of copy, logos, or other graphics as it will be visible from neighboring displays
• Metal framing of pop-up displays must be hidden or covered

• All exhibit materials will be transported via the designated Service Yard loading docks, freight elevators and freight doors only.
• Service Yard is on Red River Street. Do not attempt to use Cesar Chaves Street, Trinity Street or Fourth Street Entrance.
• All other areas are prohibited for material transport including lobby areas, side doors, escalators and passenger elevators.

See Service Yard Access Directions & Procedures for details. 

• Exhibitor is the manufacturer, processor, marketer, seller or distributor of the food or beverage item
• Serving size is limited to 3oz. for non-alcoholic beverages or 1 oz. "bite-sized" for food
• Alcohol is not permitted for sampling.
• Larger portion sizes need approval from the Austin Convention Center and fees may apply. Contact ACC Catering at T: (512) 404-4137 with inquires.

Please reference the Food and Beverage Sampling Regulations in this section of the Exhibitor Resource Center for additional guidelines and information. 

BOARD OF HEALTH REQUIREMENTS

• Adherence of Austin Public Health Department's regulations is required if sampling food/beverage and may require obtaining a temporary food service permit
• A temporary food service permit  is only required if exhibitor is sampling open (unpackaged) food or beverages that require refrigeration. 
• Event management will apply on your behalf for obtaining the permit from the Austin Public Health Department.
• $280.00 permit fee is the responsibility of the exhibitor
• To obtain the permit, mail the application and check in the amount of $280.00 made payable to Diversified Communications by Wednesday, October 18th.
• Carefully read the Sampling Regulations and Booth Set-up Requirements for further information. 
• Contact the operations department at T: 207.842.5467 or bmyers@divcom.com with questions or to submit payment by credit card.

• Exhibitors may sponsor raffles, giveaways, and lotteries within the area defined as their booth space if they are free and open to everyone
• All food & beverage items must be purchased through the official caterer including giveaway prize food and beverages

Use of the exterior front doors is permitted for one item, one time, in or out IF the item:

• Can be easily carried by an individual without the need for pushcart, dollies, or other mechanized equipment
• Is not on wheels. 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.

The following items are not permitted within the exhibit hall for either display or distribution

• Helium balloons
• Glitter
• Confetti
• Sand
• Simulated snow type materials
• Popcorn

Any costs incurred by Event Mangement for the removal of these items will be charged to the exhibiting company. 

Material Handling (Drayage) includes:

• Transfer of exhibit materials from point of arrival at the loading dock to exhibit location
• Removal of empty crates
• Return of crates
• Return of exhibit to dock for load-out

Exhibitors may move-in/move-out their materials IF:

• They use the provided dock space in the Service Yard
• Do not use any material handling equipment (fork-lifts, flatbeds, dollies, pallet jacks etc.)

Union labor can be hired through Freeman if the above criteria is not met. Casual labor is not permitted.

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.

• Exhibitors are prohibited from hosting off-site events during conference, exposition hours and receptions
• If you decide to host an event during authorized hours, contact Brendan Myers in operations the plans prior to the show by emailing bmyers@divcom.com.

• All booth activities within your contracted booth space including any selling or promoting products/services and attendees viewing monitors. Exhibit staff promoting throughout the aisles or public areas of the venue will be escorted back to their booth.
• Booth music must remain at background level. All speakers must be facing into the exhibitor's booth and not away from the booth.
• Loudspeakers and carnival tactivs are not allowed.
• Promotion of other events is strictly prohibited.

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.

24- hour security service will be maintained in the exposition area from the initial move-in period throught move-out. However:

• Exhibitors are responsible for the protection of their own product and exhibit materials.
• Should take steps to guard their property during the set-up and break-down of their booth as well as during the events.
• It is advised to lock away or remove anything of value from their booth overnight.
• Contact ACCD Security Services Divistion T: 512.404.4110 or submit the ACCD Exhibitor Booth Security Form to obtain private booth security overnight and/or during the day.
• Any thefts or damage of property must be reported to ACCD Security Services and Event Management immediately.
• Under no circumstances is the surveillance for exhibition property or the private property of each exhibitor the responsibility of Event Management.
• 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 or dilivery, event days, or move-out.

Review the Important Exhibitor Tasks page  for a listing of upcoming deadlines including advanced deadline discounted rates. Ordering early also ensures timely installation or dilivery onsite.

• Total Fuel - cannot exceed one-quarter (1/4) tank or 5 gallons (whichever is less)
• Fuel tanks and fill openings are closed and sealed to prevent tampering
• Gas caps must either be locked or controlled with an internal release switch that prohibits access OR Gas caps must be locked with key lock or gas caps must be taped closed/sealed
• Fueling or defueling is Prohibited
• All portable (non-affixed) propane tanks must be removed prior to entry into the facility
• Propane tanks affixed to the vehicle shall be empty. Written verification that tank(s) are purged may be required
• Storage of flammable or combustible fuels in the facility is Prohibited
• Batteries shall be rendered inoperable. Batteries in liquid and gas fueled vehicls shall be rendered inoperable by the removal of fuses or other approved methods (vehicle boot drive wheel) but shall not be required to be disconnected.
• All ignition keys must be turned in to Event/Show Management prior to departing for the day
• Keys must be individually labeled for easy identification including Exhibitor/Booth number
• Keys must be readily available on site
• Keys and/or Key FOBs Shall Not be left in any Electric Vehicle at any time (ACCD discretion)
• Keys and/or Key FOBs for liquid and gas fueled vehicles used for some display purposes may be required to be locked inside the vehicle (ACCD discretion)

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.