1) Arrival
Set-up hours are strict! Exhibits must be in place and completely set up by 10:00 am, Thursday, May 10.


2) Tear Down
Absolutely no part of your exhibit (including supplies and materials) may be dismantled, packed or removed before 12:30 p.m., Friday, May 11.  This rule will be strictly enforced!


3) Booth Carpet
All booths are required to have booth carpet/floor covering and will be inspected.  Booths without floor covering by 9:30 am, Thursday, May 10, will automatically have carpet installed by Freeman at the Exhibitor’s expense.  Exhibitors can bring in their own floor covering or can purchase a Discount Booth Package Options by April 19 through Freeman. Set up early to avoid the rush.


4) Electricity
Electricity is not included in your booth and may be purchased for additional fees through the Freeman.  You are permitted to bring your own extension cords.


5) Aisle Use
Aisles are to remain completely free of obstructions and not put to commercial use in any way. No activity can be conducted outside of contracted exhibit space, including handouts, solicitations, presentations or mascots.


6) Height Restrictions
No booth element may be above (8’) high in any Linear/In-Line Booth (10×10 increments). Exhibitors exceeding these limits without prior written permission will be required to revise the booth to fit guidelines before the show opens.  See Booth Display Guidelines & Restrictions for complete details.


7) Blocking Neighbors
Nothing higher than four (4’) within the (3’) closest to the aisles in any indoor space without written permission. This will be strictly enforced.


8) Shipping

Exhibitors have two options for shipping – PLEASE REFER TO FREEMAN’S MATERIAL HANDLING SHEET FOR CHARGES.
WAREHOUSE SHIPPING ADDRESS:

Exhibiting Company Name / Booth #
2018 SOUTHWEST FUEL & CONVENIENCE EXPO – 421025
C/O FREEMAN
3323 IH-35 NORTH, STE. 126
SAN ANTONIO, TX  78219

Freeman will accept crated, boxed or skidded material beginning Thursday, April 12, 2018 at the above address. Material arriving after May 3, 2018 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 8:00 AM – 3:30 PM.  If required, provide your carrier with this phone number: 210/554-2021.

SHOW SITE SHIPPING ADDRESS:

Exhibiting Company Name / Booth #
2018 SOUTHWEST FUEL & CONVENIENCE EXPO
C/O FREEMAN
HENRY B GONZALEZ CONVENTION CENTER
237 TOWER OF AMERICAS WAY

SAN ANTONIO, TX  78205


Freeman will receive shipments at the exhibit facility beginning Wednesday, May 9, 2018.  Shipments arriving before this date may be refused by the facility. Any charges incurred for early freight accepted by the facility will be the responsibility of the exhibitor. If required, provide your carrier with this phone number:
210/554-2021.

Please note: All items and materials brought into the facility by Freeman may be subject to Material Handling Charges and are the responsibility of the Exhibitor. This also applies to items not ordered through the Official Show Vendors.  Please be aware that disposal of exhibit properties is not included as part of your material handling charges. Please contact Freeman for your quoted rates and rules applicable to disposal of your exhibit properties.


9) Hotel Information

The Grand Hyatt is the official host hotel, a short walking distance from the Henry B. Gonzalez Convention Center.  The group rate (single/double) is $194 + tax and is available through April 16, 2018 or until the block has been sold out, whichever comes first.

  • For on-line reservation:PENDING
  • To call the Grand Hyatt reservations line directly:  888/421-1442 and refer to Southwest Expo to receive the group rate.

** BE AWARE OF THIRD PARTY POACHERS **
The endorsed hotel for the 2018 Southwest Fuel & Convenience Expo is the Grand Hyatt and they will not contact you for booking rooms. If you are contacted by another company trying to solicit hotel rooms, be advised it is not affiliated with Texas Food & Fuel Association or Southwest Fuel & Convenience Expo. 

Please contact Annette Hicks, CMP by email at ahicks@tffa.com or by phone at 512/617-4302.  

Click here for addition details.


10) Registering for Exhibitor Badges

  • Exhibitors whose booths are paid in full can register for their badges on-line only beginning mid-January.
  • Select the Category “Exhibitor/Sponsor” and find your company name in the drop-down menu. Badges will not be mailed – you can pick them up on-site at the pre-registration counters located Foyer Area of the Convention Center, starting Wednesday, May 9, between 8:00 am to 5:00 pm.

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