Exhibitor Manual

Click here for the exhibitor manual (decorating, drayage, and forms for all other services).

A comprehensive online Exhibitor Manual will be available to all paid exhibitors and sponsors with booths. This manual will help maximize your tradeshow investment and will include information on housing, load-in, shipping, and various order forms from the show contractor and Convention Center.

Exhibitors and Sponsors will be contacted when the exhibitor manual is available. Within the manual will be all forms. The manual will also outline the period of time when forms can be received. Before the form processing period begins, your booth numbers will be assigned and you will be notified. Booth assignments are expected to occur beginning at the end of April. Forms are expected to be due in May.

Note: Exhibitor booths are NOT carpeted. Exhibitor carpet, furnishings, electricity, visual services and telecom services are optional and can be ordered. See forms.

Shipping & Drayage: Includes receiving freight at the show decorator’s warehouse or show site, its delivery to your booth, the storage of empty packing materials and the return of out-bound shipments at the close of the show to the loading dock where the freight is then loaded onto an outbound carrier. Advance shipments are to your advantage because they are received, delivered to the show site and then to your booth before you arrive. You can usually ship up to 30 days in advance of the show and confirm receipt of your shipment before the show. To ship your exhibit in advance and to have it stored until the event set-up, the shipping address is:

C/O Freeman
9900 Business Parkway
Lanham, MD 20706

Click here for the shipping label.

If you choose to ship directly to the show site, your material must not arrive before the scheduled load-in date. Freight that arrives prior to the show’s load-in is usually refused and returned to your company. Read your Exhibitor Manual and pay close attention to the shipping instructions. Be aware of any surcharges that may be imposed for special handling or late shipments and pay close attention to deadline dates. Remember to ship in quantity because service contractors usually enforce a 200 pound minimum per shipment. It’s best to send your freight as one big shipment. If you send 40-50 pound packages separately, you will be charged the minimum weight on each shipment. Materials received at the warehouse on straight time but delivered to the show site on overtime will be charged at overtime rates. Overtime rates are charged to account for union labor delivering freight to the show site during overtime hours. A Bill of Lading is a document that establishes the terms between a shipper and a transportation company. A Bill of Lading also provides a carrier-issued receipt indicating the condition in which the transported material was received. A Bill of Lading indicating the number and weight of each item is required for incoming and outgoing shipments for the show. Be sure your materials are insured from the time they leave your firm until they are returned after the show. It is suggested that exhibitors arrange all-risk coverage. This can be done through “riders” to your existing policies. More information and details will be provided in your Exhibitor Manual.

The Exhibitor Manual will contain the following updates and information:

  • Exhibit Information
  • Exhibit Schedule
  • What Your Booth Includes
  • Exhibitor Move In/Move Out
  • Exhibitor Registration
  • Hotel and Travel Information
  • Important Deadline Dates
  • Supplier Contract Information
  • Insurance
  • General Rules and Regulations
  • Exhibit Construction Guidelines
  • Security Tips
  • Baltimore Convention Center Services
  • Freight and Shipping Information
  • Visual Equipment and Computer Rental Order Form
  • Order Forms