• 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 2024: 

Saturday, November 16           Large Trailer Move-In
                                                 12:00 PM - 5:00 PM
Sunday, November 17             Booths 400 sq ft or larger & vehicles
                                                12:00 PM - 5:00 PM
Monday, November 18           All Booths
                                                 8:00 AM - 7:00 PM
Tuesday, November 19            All Booths
                                                 8:00 AM - 7:00 PM
Trailers over 30' must be brought into the Convention Center on Saturday, November 16, 2024. All other vehicles must be brought into the Convention Center during move-in hours on Sunday, November 17, 2024.

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

• Wednesday, November 20                 9:00 AM- 6:30 PM
• Thursday, November 21                     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 

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 1st). 

• 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 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. 

Multi-Level and Two-Story Booths –
Plans for multi-level exhibits must be reviewed and approved a minimum of ninety (90) days prior to the event. The following
requirements apply to all Multi-Level Booths. Maximum Occupant Load of 9 for second level.

• Construction documents for multi-level booth required to be submitted to event coordinator for review by Fire Marshal.
• Plans must include show name and dates.
• Plans must include the exhibitor’s name and assigned booth number.
• An approved automatic sprinkler system shall be provided in multi-level booths exceeding 400 sq. ft. in floor area per level.
• Each enclosed or covered area must be protected by an audible smoke detector. This includes closets built into the exhibit.
• An aisle of ten feet (10’) must be maintained 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. Multi-level Booths with occupant load of greater than 9 people on second level:
• Minimum 2 egress stairwells from second floor required and located on opposite sides of structure.
• Construction documents required to be stamped and approved by a Licensed Engineer in the State of Texas. Document required to be submitted to the ACCD Fire Marshal or City of Austin Building Inspector for permit approval.
• Maximum occupancy of the load bearing area(s) is limited to one (1) person per fifteen net square feet (15nsf) of floor space. The maximum occupancy load of upper level must be posted.

• 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 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.  

• 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 Thursday, October 31st.
• 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.

Scooters are housed at the ACC Business Center located between Exhibit Halls 2 & 3

• Requests/Reservations are due 30-days prior to event. If a request is received within 30-days of
  your event, we will do our best to accommodate the request; however, this is not guaranteed.
• Attendees may email their requests to logan.murphy@austintexas.gov.
• Please include the following:
  First and Last Name for the Rental
  Cell Phone Number
  Event Name
  Pick Up/Return Date
   
• Current Rates: $45/1Day, $80/2Day, $120/3Day, $160/4/Day (Credit only)
• Rental requires a $50 deposit, which is refunded once scooter is returned/undamaged.
  (Credit only)
• A Rental Agreement & Waiver Form and payment is required at time of rental.

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.