Exhibitor Owned Vehicles
Exhibitors, show organizers and other clients may handle their own materials which can be carried by hand by one person. Exhibitors may not bring or use carts, pallet jacks or other material handling equipment which would interfere with the operations of Freeman. This will be strictly followed. All materials, other than exhibitor-handled materials as described above, are chargeable as material handling through Freeman.
To ensure the orderly move in and move out of the show, all docks and vehicle traffic will be under the exclusive control of Freeman. As conditions permit, space may be made available for exhibitor owned vehicles to load or unload. One person should remain with the vehicle at all times.
Material handling
As stated in the Exhibitor Contract, crated shipments, machinery or equipment delivered to the Austin Convention Center by trucks (other than vans) will be handled as part of the exhibit space rental fee.
- Before Exhibition—truck unloading, delivery to booth, and crate storage
- After Exhibition—crate return to booth, crate removal and reloading
Rate Classifications and further information is available in the Freeman Online Manual.
Freeman is the Official Service Contractor and is therefore assigned as the exclusive provider of freight services. Material handling includes unloading exhibit material, storing up to 30 days in advance at the warehouse address, delivering to the booth, the handling of empty containers to and from storage, and removing of material from the booth for reloading onto outbound carriers. It should not be confused with the cost to transport your exhibit material to and from the event. You have (2) two options for shipping your advance freight:
- Ship to the warehouse
- Direct to show site
Per Freeman’s policies, crated material and machinery includes skidded material only. Any equipment, machinery that exceeds a weight limit of 15,000 pounds or non-skidded/loose materials may incur additional fees.
Move-In & Move-Out Information
Move-In
All crates must be removed from the aisles by 6 pm on Saturday, July 22nd
Any exhibit space empty of display material after 8am on Monday, July 24th may be designated as a lounge by URTeC Show Management and set with appropriate furniture. No Show exhibitors may also be billed for any costs incurred for furniture and carpet.
- URTeC Show Management reserves the right to have any display not erected by this time to be completed by the General Contractor (Freeman) at the exhibitor’s expense.
- All displays will be adjusted to meet the proper specifications for which the exhibitor has not secured a variance.
- Show Management reserves the right to prohibit heavy freight move-in after 6pm Saturday, July 22nd
Display materials must be set up during exhibition closed hours only. Failure to comply with this policy may result in a penalty such as disallowing participation in the Priority Exhibitor Space Assignment process or loss of points accumulated, or Non-profit exhibitors may lose exhibition privileges for the following year.
Move-Out
Move-out must be complete by 2pm Thursday, July 27th
Please do not compromise the integrity of the exhibition by abandoning your booth before the official dismantling time of 1pm on Wednesday, July 26th. Failure to comply with this policy may result in one or more of the following penalties:
- Disallowing participation in the Priority Exhibitor Space Assignment process or loss of points accumulated.
- Restriction from exhibiting at the same conference the following year, or on another AAPG managed event in which the exhibitor participates.
- Loss of priority points accumulated from exhibiting at URTeC and/or other AAPG Managed Events.
- Non-profit exhibitors may lose exhibition privileges for the following year.
Dismantle And Move-Out Information
All exhibitor materials must be removed from the exhibit facility by Thursday, July 27th at 2pm.
To ensure all exhibitor materials are removed from the exhibit facility by the Exhibitor Move-Out deadline, please have all carriers check-in by Thursday, July 27th at 9am.
Shipping/Freight Information
Warehouse Shipping Address:
Exhibiting Company Name / Booth # _________
URTeC 2017 - 423107
C/O FREEMAN/ AWD
Raceway Crossing, Bldg. 1, 16310 Bratton Ln, Suite 125
Austin, TX 78728
Freeman will accept crated, boxed or skidded materials beginning Wednesday, June 21st at the above address. Material arriving after July 14th will be received at the warehouse with an additional after deadline charge. Warehouse materials are accepted at the warehouse Monday through Friday between the hours of 8am - 3:30pm. If required, provide your carrier with this phone number: (210) 554-2021
Show Site Shipping Address:
Exhibiting Company Name / Booth # _________
URTeC 2017 - 423107
C/O FREEMAN
Austin Convention Center
500 E. Cesar Chavez St.
Austin, TX 78701
Freeman will receive shipments at the exhibit facility beginning Thursday, July 20th.
Shipments arriving before this date may be refused by the facility. Any charges incurred for early freight accepted by the facility are the responsibility of the Exhibitor. This also applies to items not ordered through the Official Show Vendors.
Print Shipping Labels