Welcome to your virtual exhibitor services kit! Here you will find all the resources you need to successfully manage your booth preparations including: marketplace hall rules and regulations, Exhibitor Appointed Contractors (EAC) rules and forms, links to the interactive floor plan and Freeman Online, shipping labels and other downloadable order forms, etc.
Brand USA Marketplace Hall Rules and Regulations
To ensure a successful IPW, all Exhibitors should carefully review the Brand USA Marketplace Hall Rules and Regulations.
This document will provide answers to the following topics:
- Cancellation Policy
- Booth Company Name and Profile Restrictions
- Prohibited Activities
- Exhibitor Appointed Contractors
- Booth Set-Up and Booth Tear-Down
- Complimentary Booth Furniture Package
- Booth Décor
- Aisle Carpet
Interactive Floor Plan
IPW's interactive floor plan allows viewers to zoom, pan the map, view exhibitor information, search for exhibitors and use the favorites feature. For helpful tips using the interactive floor plan, click on the menu button in the upper right on the interactive floor plan site and select "View Help."
Once posted, the interactive floor plan will be updated once a week to include new exhibitors or booth changes. Even though a booth may appear to be available on the floor plan it is possible that it has been assigned but not updated online yet.
The interactive floor plan will link will be posted in spring 2023.
Official Show Contractor and Exhibitor Appointed Contractors (EAC)
Freeman is the official show contractor for IPW.
If you are using an exhibit service contractor other than Freeman, please note that U.S. Travel requires advance notification. The following requirements must be submitted by April 21, 2023.
Note: Does not apply to Express Booths.
Advance Notification Requirements
Complete the Exhibitor Appointed Contractor (EAC) Form
Submit Certificates of Insurance
Workers compensation providing at least $100,000 in coverage and meeting the requirements established by the state of Texas; and Comprehensive general liability providing at least $1,000,000 in coverage and naming U.S. Travel Association, Freeman and Henry B. González Convention Center as additional insureds.
If Using Non-Registered Company Staff, Complete the Notification Form
An exhibitor may use a representative from the exhibiting organization to assist with set up and dismantling of the booth; however, if that representative is not a registered IPW delegate, advance notification of that representative's contact information must be given to U.S. Travel for pre-approval (access will only be given during exhibitor move-in/move-out times). Submit this information using the Notification of Intent to Use Non-Registered Staff or Agents of Exhibiting Organization for Booth Set-Up/Dismantle Form by April 21, 2023.
Installation and Dismantling
Currently Freeman has an agreement with local labor for display installation and dismantling. Full time employees of the exhibiting companies, however, may set their own exhibits without assistance from this local. Any labor services that may be required beyond what your regular full time employees can provide, may be rendered by the local. Labor can be ordered in advance via Freeman Online or at the onsite service desk.
Exhibitors may hand-carry their own materials into the exhibit facility. The use or rental of dollies, flat trucks and other mechanical equipment, however, is not permitted. Freeman will control access to the loading docks in order to provide for a safe and orderly move-in/out. Only full time employees of the exhibiting company will be allowed to hand-carry items. Unloading or reloading at the dock of any and all contracted carriers will be handled by Freeman.
Freeman’s exhibitor services website contains complete information on booth shipping, installation, carpet and furniture rental, and booth accessories such as floral arrangements, Internet and phone service, and electricity. Please note each vendor's deadlines as they may vary.
The Freeman Online link will be posted in spring 2023.
Complimentary Furniture Package
Freeman provides a basic complimentary furniture package to standard booth purchasers; however, exhibitors must submit the order form by April 21, 2023 to take advantage of this offer. Orders placed after the deadline will incur a fee. (The furniture package included with the new turnkey Express Booth will be provided automatically. No form is required.)
The Comp Furniture Package Form will be posted in spring 2023.
Express Booth Graphics
The turnkey Express Booth furniture package will automatically be provided, no form is required. However, Express Booth exhibitors must submit the artwork for their branded graphic to Freeman by April 21, 2023.
Express Booth graphics instructions will be posted in spring 2023.
Other Service Order Forms
Order forms pertain to several different service providers. Review the deadlines listed on each form as they may vary.
The following order forms will be published in spring 2023:
- Booth Security
- Compressed Air Water Drain Gas Order Form
Additional forms may be available through the Freeman Online site.
SmartCity is the exclusive supplier of Internet connectivity for all events within the Henry B. González Convention Center, and can provide Internet and networking connectivity to any area of the facility. A complimentary basic Wi-Fi is available in the public space, and can be used for non-mission-critical applications such as general web surfing and Internet-based email access.
Access to the Wi-Fi network may be limited in the exhibit hall and cannot be guaranteed as access is based on the volume of users.
The internet order form will be posted in spring 2023.
Shipping Booth Materials to Freeman
Pay close attention to the following shipping periods and deadlines. Plan accordingly and use the appropriate label below.
Shipping labels will be posted in spring 2023.
Food and Beverage Distribution on the Show Floor
The RK Culinary Group is the exclusive food and beverage provider for the Henry B. González Convention Center, and will provide all of your food, beverage, and staff services.
Note: The cooking, preparation or sale of food and beverage in the Brand USA Marketplace Hall is prohibited except through designated sponsors of the lounge areas. (Examples of prohibited items include but are not limited to: popcorn makers, food warmers, hot plates, etc.)
Catering resources will be posted in spring 2023.
Hosting Events on the Show Floor
Exhibitors may host an event in their booth or dedicated destination aisle during select times Monday-Wednesday. You must follow the guidelines below and submit your event for pre-approval.
The following catering resources will be posted in spring 2023:
- Guidelines for Hosting an Event
- Catering Menu
- Catering Order Form