Shipping, Move-in & Move-out Information

As you prepare for the event, please review the shipping and logistical information below to decide which options will work best for you. Be sure to review all of this information to avoid surprises on-site.

Shipping Your Exhibit

Air Shipments, Domestic & International Freight	For services and questions contact Freeman T: 800.995.3579 E: exhibit.transportation@freeman.com
Switchback Caravan from GOA	If you are also attending GOA, please see attached the caravan information to ship your exhibit from GOA directly to Switchback Switchback Caravan from GOA

Shipping Options

If you will be shipping your materials to the event, review your two options below. You can contact Freeman directly to obtain any related costs associated with either option.

1) Ship in Advance to the Freeman Warehouse	We strongly encourage large booths to ship to the Freeman Warehouse – Shipping your freight to the warehouse will ensure that your materials will be in your booth so that you can begin installation as soon as you arrive. Freeman will accept crated, boxed, or skidded materials beginning Friday, May 16, 2025, and will deliver the shipment to your booth. All containers must be labeled as shown at the right. Warehouse materials are accepted at the warehouse Monday through Friday between 8:00am – 4:00pm. To avoid additional after deadline charges, materials must arrive by Monday, June 9, 2025. Please note that the Freeman Warehouse does not accept uncrated freight (loose, pad-wrapped material and/or unskidded machinery), COD shipments, hazardous materials, freight requiring refrigerated or frozen storage, a single piece of freight weighing more than 5,000 pounds or a single piece of freight beyond the dimensions of 108" H x 93" W. Certified weight tickets must accompany all shipments. If required, provide your carrier with this phone number: (888) 508-5054 Advanced Freeman Warehouse Label

1) Ship in Advance to the Freeman Warehouse

We strongly encourage large booths to ship to the Freeman Warehouse – Shipping your freight to the warehouse will ensure that your materials will be in your booth so that you can begin installation as soon as you arrive. Freeman will accept crated, boxed, or skidded materials beginning Friday, May 16, 2025, and will deliver the shipment to your booth. All containers must be labeled as shown at the right. Warehouse materials are accepted at the warehouse Monday through Friday between 8:00am – 4:00pm. To avoid additional after deadline charges, materials must arrive by Monday, June 9, 2025.

Please note that the Freeman Warehouse does not accept uncrated freight (loose, pad-wrapped material and/or unskidded machinery), COD shipments, hazardous materials, freight requiring refrigerated or frozen storage, a single piece of freight weighing more than 5,000 pounds or a single piece of freight beyond the dimensions of 108" H x 93" W. Certified weight tickets must accompany all shipments. If required, provide your carrier with this phone number: (888) 508-5054

Advanced Freeman Warehouse Label

2) Send Shipments Direct to the Venue	Please note all direct shipments: Arriving before June 15, 2025 will not be accepted. Must be addressed Care of Freeman. The Gaylord Opryland Resort & Convention Center will NOT accept these deliveries and your freight risks remaining unclaimed on the docks and/or misplaced. Received by Freeman are subject to Material Handling Charges and are the responsibility of the Exhibitor. Must have Certified weight tickets. Show Site Shipping Label

2) Send Shipments Direct to the Venue

Please note all direct shipments:

Arriving before June 15, 2025 will not be accepted.
Must be addressed Care of Freeman. The Gaylord Opryland Resort & Convention Center will NOT accept these deliveries and your freight risks remaining unclaimed on the docks and/or misplaced.
Received by Freeman are subject to Material Handling Charges and are the responsibility of the Exhibitor.
Must have Certified weight tickets.

Show Site Shipping Label

Please note: All materials received by Freeman are subject to Material Handling Charges and are the responsibility of the Exhibitor. This also applies to items not ordered through the Official Show Vendors. Refer to the material handling form on Freeman online.

Move-in & Installation of Your Exhibit

Accessible Storage	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. Storage rate includes all labor involved with pick up and deliveries. Storage and rates are for the entire show, no daily storage rate.
Drayage Material Handling	Drayage – or Material Handling – is defined as the transfer of exhibit materials from point of arrival at loading dock to exhibit location, removal of empty crates, return of crates and return of exhibit to dock for load-out. If you will require labor for delivering your materials to your booth from the dock, union labor will be available to help you with your drayage. Please note that overtime rates apply all day Saturday and after 4:30PM on weekdays. Double time rates will apply all day Sunday & holidays. We encourage exhibitors to have their material delivered as early as possible to avoid the additional overtime charges. Please note: All materials received by Freeman are subject to Material Handling Charges and are the responsibility of the Exhibitor. This also applies to items not ordered through the Official Show Vendors. Refer to the material handling form on Freeman online.
Hand Carry Policy	Exhibitors and full time employees of exhibiting companies may hand carry their own materials into the exhibit facility. However, the use or rental of dollies, flat trucks, pallet jacks or other mechanical equipment is not permitted. Freeman has the responsibility of receiving and handling all exhibit materials and crates, with the exception of items Exhibitors hand carry.
Show Site Delivery by POVS (Personally Owned Vehicles)	POVs 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. Cars Pick-up Trucks and Vans Vehicles designed for passenger use Typically, "do-it-yourself" booths Exhibitors using POVs Must use Gaylord Opryland Resort & Convention Center loading docks. Will be provided a space in the dock area May not use any material handling equipment (forklifts, flatbeds, dollies, pallet jacks etc.) Refer to Service Yard & Loading Dock Information for directions and entry rules Refer to Labor Regulations document for material handling and labor regulations Material handling charges are the responsibility of the exhibitor. This also applies to items not ordered through Official Show Vendors. Refer to the material handling form and Freeman Online with questions.
Cart Service	Cart Service Information
Installation & Move-in Hours	Sunday, June 15, 2025 8:00 AM – 7:00 PM Monday, June 16, 2025 8:00 AM – 7:00 PM Trailers over 30' must be brought into the Convention Center on Saturday June 14, 2025. All other vehicles must be brought into the Convention Center during move-in hours on Sunday June 15, 2025.
Empty Crates	It is important to the success of our move-in that crates be removed from the floor and placed in storage as soon as they are empty. All empty crates should be closed securely with an “EMPTY” tag affixed so they can be removed and placed into storage. Open or untagged crates will not be removed and will clutter both the aisle and your booth. A clearly marked “EMPTY” tag, containing your booth number and company name, securely attached to your empty crates will expedite their removal, “EMPTY” crate tags may be obtained at the Freeman Exhibitor Service Desk at any time. Crates will be returned to you at the close of the show.

Move-out and Dismantling your Exhibit

Dismantling Your Exhibit	Exhibitors are not allowed to break down or remove any part of their exhibit, display material or merchandise from the exhibit floor prior to the official show close at 4:00pm on June 18th. Dismantle Hours: Wednesday, June 18, 2025 4:00 PM – 10:00 PM Thursday, June 19, 2025 8:00 AM – 1:00 PM All exhibitor materials must be removed from the exhibit facility by 1:00 PM on Thursday June 19th.
Returning Your Freight	If you have not done so in advance, you may make arrangements to have your exhibit returned by visiting the exhibitor service desk area onsite. Representatives from various freight companies will be available to assist you. Please note: To avoid overtime charges, if you are shipping out during straight-time hours, you must arrange for a dedicated freight carrier.
Post Show Paperwork and Labels	Freeman Exhibitor Support will gladly prepare your outbound Material Handling Agreement and label in advance. Complete the Outbound Shipping form and your paperwork will be available at show site. Be sure your carrier knows the company name and booth number when planning for shipping your exhibit at the close of the show.
Outbound Carriers	If you are planning on moving out on Wednesday June 18, schedule your carrier to check-in by 7:00 PM that evening. Otherwise, all outbound carriers must check-in at the Service Yard no later than 11:00 am on Thursday June 19th. In the event your selected carrier fails to show on final move-out day, Freeman reserves the right to re-route your freight onto another carrier. Be sure your carrier knows the company name and booth number when planning for shipping your exhibit materials at the close of the show

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How to Ship your Exhibit & Materials

Watch a short video on shipping your exhibit and materials.

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