Exhibitor Move-In Bulletin

CLICK HERE TO VIEW THE RUNNING EVENT PROGRAM SCHEDULE

MOVE-IN HOURS:

 Saturday, November 29 – 12:00PM – 5:00PM  Large Mobile Spot & Booths 400 sq ft or Larger
 Sunday, November 30 – 8:00AM – 5:00PM All Booths
 Monday, December 1 — 8:00AM – 5:00PM* All Booths                                                                                                                                  Tuesday December 2 – 7:00AM – 5:00PM* All Booths                              

* NOTE: If you will be needing labor assistance at the loading docks after 5 PM and/or anticipate arrival of freight at the loading docks after 5 PM, please make arrangements in advance with Freeman. Please reach out to [email protected].

Vehicles: Trailers over 30′ must be brought into the Convention Center on Saturday, Nov 29, 2025.  Vehicles part of a booth display must be brought into venue during move-in hours on Sunday, Nov 30, 2025 (or Monday, Dec 1 per approval arrangements).

Show Site Delivery by Carriers & Vehicles requiring assistance to unload must check-in at the Henry B. Gonzalez Marshalling Yard prior to the delivery. Please provide your designated carrier/driver with the Marshalling Yard Directions & Map.

Freeman will control access to the loading docks in order to provide for a safe and orderly move in/out. Unloading or reloading at the dock of any and all contracted carriers will be handled by Freeman. Vehicles must not be left unattended at the loading areas. Any unattended vehicles will be towed at the owner’s expense. Privately Owned Vehicles are defined as cars, pick-up trucks, vans and other trucks primarily designed for passenger use, not cargo or freight. Vehicles such as carriers or large trailers that do not qualify for this service, or that have material that requires mechanical assistance to unload, will be directed to the Freeman Marshalling Yard.

• Cars, Pick-up Trucks, Vans and Vehicles designed for passenger use
• Typically, “do-it-yourself” booths Exhibitors using POVs
• Must use Henry B. Gonzalez Convention Center loading docks and will be provided a space in the dock area
• May not use any material handling equipment (forklifts, flatbeds, dollies, pallet jacks etc.)
• Refer to the Labor Regulations document for material handling and labor regulations

Use of the exterior front doors for hand carried freight is permitted for one item at a 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 elevators and escalators is allowed for those hand carrying freight to meeting rooms and conference alley. Movement of freight that cannot be done by hand (requires a pallet or jack) is not allowed on the elevator or escalators. Should you need assistance moving freight, please contact Freeman.

REGISTRATION HOURS

Sunday, November 30 — 8:00 AM — 5:00 PM                                                                                                                                                                Monday, December 1 — 8:00 AM – 5:00 PM 
Tuesday, December 2 — 7:00 AM – 6:00 PM
Wednesday, December 3 — 7:00 AM – 6:00 PM
Thursday, December 4 — 7:00 AM – 3:00 PM

CLICK HERE TO REGISTER FOR BADGES

IF YOU HAVE QUESTIONS REGARDING REGISTRATION, PLEASE EMAIL [email protected]

EXHIBIT HALL HOURS
Wednesday, December 3 — 8:30 AM – 6:30 PM
Thursday, December 4 — 8:30 AM – 4:00 PM *
* No exhibit can be removed in whole or in part prior to the close of the show at 4:00pm on Thursday, December 4th.

Exhibit Hall Access: Badged Exhibitors may access the exhibit hall at 7:00 AM on Wednesday and Thursday to prep for opening. PLEASE NOTE: Attendees are not allowed to enter the exhibit hall until the exhibit floor opens each day – Do not schedule meetings with attendees at your booth prior to the exhibit hall opening as Security will not allow them into the hall.

Facility Access (Saturday Move-In) — all exhibitors and contractors must enter the facility through Hall 2 or Hall 3 at the Loading Docks at the rear of the building off Montana St. All individuals will be required to provide a government ID to register with the Henry B Convention Center.

Facility Access (Sunday – Tuesday Move In) — All individuals with official TRE Exhibitor badges must pick up their badge at Registration in the Lobby and may then enter via the Hall 3 entrance. Any contractors or labor without official TRE Badges must access via the Loading Docks.

Upon checking in with security, exhibitors and contractors will receive a wristband that will grant access for the day.

No one under the age of 18 is permitted in the Exhibit Hall during move-in and move-out. 

Minors may attend but may not register themselves; individuals under the age of 21 will be granted limited Event access.

Badges are required by everyone, including infants & children.

Badges may not be used by more than one person.

Exhibitors are permitted to conduct business only within their booth space. Selling, distribution of materials, or promoting outside your exhibit booth space is strictly prohibited. Promotion of other events is not allowed.

QUESTIONS? Feel free to contact our Customer Service Team at [email protected] or via phone at (207) 842.5504.

LEAD RETRIEVAL

Maximize the return on your trade show investment and order the XPress Connect App from Convention Data Services, the

official lead retrieval provider. The XPress Connect App for your phone or tablet is the all-in-one solution for exhibitor lead

management, enabling you to capture and qualify valuable sales leads by scanning the QR codes on everyone’s badges. CLICK HERE – TO PLACE YOUR ORDER.

Already ordered the Xpress Connect Lead Retrieval App? Be sure to watch our quick How-To video on how to install and use the app below.

PLEASE NOTE: If you will not be onsite at The Running Event, please be sure to pass these instructions along to your exhibitor reps.

Questions about Lead Retrieval? Contact Convention Data Services (CDS) at 1-800-746-9734.

The Exhibitor Service Desks, located at the back of the Exhibit Show Floor in Hall 2, will provide you with information and assistance on the following:*

Freeman – Compressed Air,  Cleaning, Electrical, Furniture, Labor, Shipping, Water and Drainage
Freeman AV – Audio-Visual, Computer                                                                                                                                                                              Encore – Structural Rigging                                                                                                                                                                                                      Smart City – Telephone and Internet

*NOTE: Lead Retrieval is in the Registration area in the Main Lobby

During move-in it is important that crates & containers be removed from the floor and placed in storage as soon as they are empty. All empty crates/containers should be closed securely with an “EMPTY” tag containing your booth number and company name affixed. “EMPTY” tags may be obtained at the Freeman Exhibitor Service Desk at any time. Open or untagged items will not be removed from the floor and will clutter the aisle and your booth. An “EMPTY” tag attached to your empty crates & containers will expedite their removal from storage and return to you at the close of the show.

Accessible storage for items that exhibitors need to access during the show will be available through Freeman.  Examples include giveaways, extra parts, extra AV equipment, etc. – it is not empty storage.  All orders for accessible storage must be placed on-site at the Freeman Service Center in Exhibit Hall 1.  Storage rate includes all labor involved with pick up and deliveries. Storage and rates are for the entire show, no daily storage rate.

Registration — Main Lobby
Lead Retrieval — Registration
Exhibits — Exhibit Halls 2 and 3
Exhibitor Service Desks — Exhibit Hall 2
Lost & Found — Registration                                                                                                                                                                                                  First Aid — Hall 2 Entrance                                                                                                                                                                                                      Mother’s Room/Lactation Area — Room 1212 (located on the street level in the lobby corridor) and room 2137 (located on meeting room level next to room 215)                                                                                                                                                                                                                  Café/Concessions — Back of Exhibit Hall 1                                                                                                                                                         

Henry B González has complimentary WIFI available in all public spaces and meeting rooms (this does NOT include Exhibit Halls and Ballrooms). 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 more information on Wireless Services, please contact Smart City.

Wireless Services
Contact Information:
[email protected]

UPS Store at the Henry B. Gonzalez Convention Center

T: (210) 258-8950

Location: Located in the Main Lobby

Hours of Operation during The Running Event:

Tuesday, December 2: 9:00 AM – 5:00 PM

Wednesday, December 3: 9:00 AM – 5:00 PM

Thursday, December 4: 9:00 AM – 6:30 PM 

Services: The Business Center offers copy, print, fax services. Visit their website for more information. 

CLICK HERE – FOR THE FULL ‘SECURITY & SAFETY’ INFORMATION FROM THE EXHIBITOR RESOURCE CENTER

Security
Please take every precaution to guard your merchandise and property from theft. Watch and take care of any personal possessions and never leave your booth unattended. At the end of each day, lock away or remove anything of value from their booth. Exhibitors may hire a private security guard here.

Surveillance
Any thefts or suspicious activity should be immediately reported to Security immediately: (210) 207-7773

Lost and Found
To turn in or claim a lost item, please go to Registration and speak with TRE Event Management staff.

In Case of an Emergency at the Venue:

Call 911 if immediate assistance is needed.

• Notify the operator that you are a guest at the Henry B. Gonzalez Convention Center, 900 E. Market St. 
• In-house Security (210) 207-7773 is also available
• Listen for further instruction from HBGCC staff and/or the PA system. 

For more information, please refer to the HGBCC website: https://www.sahbgcc.com/     

Additional Emergency Phone Numbers 

Nearby Pharmacies, Urgent Care & Hospitals

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