Event Information

Click on the buttons below for additional information.

Venue, Directions & Parking Safety & Security

Food Permit Application Food & Beverage Sampling Regulations Freeman Quick Facts

Booth Display Regulations Convention Center Fire Regulations Code of Conduct

Event Information

Each booth will include	8' high black back drape 3' high black side dividers Booths 300 sq. ft. or less will receive an identification sign The exhibit area/booths and exhibit hall aisles will NOT be carpeted. You are welcome to supply your own floor covering or rent carpet through Freeman. Electricity is not included and can be arranged through Freeman
Exhibit Move-In Schedule	The Running Event will utilize a targeted move-in schedule for 2025: Saturday, November 29 Large Mobile Spot & Booths 400 sq feet or larger: 12:00 PM - 5:00 PM Sunday, November 30 All Booths: 8:00 AM – 5:00 PM Monday, December 1 All Booths: 8:00 AM – 5:00 PM Tuesday, December 2 All Booths: 7:00 AM – 5:00 PM
Exhibit Hall Hours	Badged Exhibitors have access to the exhibit hall an hour and a half before the show opens each morning. Wednesday, December 3 8:30 AM – 6:30 PM Thursday, December 4 8:30 AM – 4:00 PM View the full Event Schedule
Exhibit Move- Out & Dismantling	Thursday, December 4 4:00 PM – 9:00 PM Friday, December 5 8:00 AM – 2:00 PM 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 4:00 PM on Thursday, December, 4. Please plan your travel accordingly.
Minors	In service of making the Event as inclusive as possible, provided appropriate precautions are taken, minors may be registered to attend by the adult who will be responsible for them. No one under the age of 18 will be permitted to register themselves, and individuals under the age of 21 will only be granted limited Event access. Diversified's policies regarding allowable attendees and allowable behavior will be strictly enforced. All participants regardless of their age or their role (support providers who are not members of the industry are welcome) must be registered without exception and that registration badge shall be displayed upon request. Diversified may require a photo ID and/or proof of employment (i.e. business card, company ID card, verification of employment on company letterhead etc.) in order to confirm registrants' identity and age prior to admission or during the Event.
Minors Policy during Move-in & Move-out	Please Note: Henry B. González Convention Center prohibits anyone under the age of 18 during Move In and Move Out Activities. This includes all loading docks, exhibit halls, ballrooms, and meeting rooms.
Complete Important Exhibitor Tasks	A chronological To-Do list with all tasks, dates and deadlines with direct links to applicable forms and vendor sites. Follow along to ensure a successful and timely event preparation. Important Exhibitor Tasks

General Information & Guidelines

Booth Catering/Alcoholic Beverages	ALL food and beverage (alcoholic and non-alcoholic) must be purchased through The RK Culinary Group, the exclusive in-house food and beverage management company for the facility. Outside food or drinks are not allowed in the facility; alcoholic beverages may not be brought into the facility by any person or outside service. The sales and service of all alcohol in the facility is regulated by the Texas Alcoholic and Beverage Commission (TABC) and ALL alcoholic beverages must be dispensed by TABC trained facility personnel only.
Booth Cleaning/ Porter Service	Booth cleaning & trash removal/porter service is not automatic; if wanted it must be ordered separately through Freeman, the official general contractor.
Booth Design Regulations	Read the Booth Display Regulations document thoroughly as they pertain to your booth type which is specified in your booth confirmaiton email. All Exhibiting companies must obtain written approval for their booth designs by submitting the Booth Approval Form (deadline is October 1st).
Booth Equipment	Each 10' x 10' booth will be set with 8' high black back drape 3' high black side dividers Booth ID sign. Booths 300 ft and larger may recieve a sign upon request Changes in drape patterns and colors are not allowed without consent from the Event Management A standard Booth Package or other turnkey options can be ordered through Freeman Standard booth package includes: 6' x 30" White skirted table, two chairs, and a wastebasket Refer to the Order Services section for Freeman's ordering information.
Carpet & Floor Coverings	The Running Event aisles will not be carpeted as part of the event's sustainability initiatives. Exhibitors may enhance their booth by bringing or ordering floor covering through Freeman. It is not included in booth space.
Enclosed & Two Story Exhibits	Enclosed and multiple story booths are subject to additional fire & safety regulations. These exhibitors must contact the event’s operations department at 207.842.5467 or bmyers@divcom.com to discuss their design and must submit a Booth Approval Form with detailed drawings. (Note: Booth designs will need to be shared with the Fire Marshall’s office for further review and consideration for approval.) All booths that are completely enclosed must have a smoke detector within the enclosed area that can be heard outside the enclosed area. Multiple story booths must have a smoke detector on the ceiling of the first level. If any enclosed or multiple story booth is over 50 feet in length and holds more than 50 people, it must have at least two marked exits. The travel distance within any booth or exhibit enclosure to an exit access aisle may not be greater than 50 feet. Multiple Story Booth plans must be submitted to the Fire Marshal’s office for approval. The plans must specify maximum number of occupants and have a State of Texas – Professional Engineer’s stamp, certifying that the platform can bear the maximum occupant load. Multiple story booths must contain at least two 5-pound fire extinguishers, ABC type (2A10BC), with at least one fire extinguisher per floor. The design submittal system for the Fire Marshal’s office can be found here. All multiple story booth designs must be submitted via the above portal at least 1 month prior to the start of the event.
Drones	Operable drones are not permitted to be used under any circumstances, including during move in, exhibition, and move out hours. Additionally, operable drones are not permitted anywhere inside or on the facility grounds.
Exhibit Display Walls	All back and side walls must be finished or draped with all wires and obstructions hidden Event management reserves the right to drape exposed wires or obstructions at the expense of the exhibitor See-through back walls or displays which do not fully cover the wall will not suffice Back walls must be devoid of copy, logos, or other graphics as it will be visible from neighboring displays Metal framing of pop-up displays must be hidden or covered
Exhibit Materials & Entry	Anyone who enters to the HBGCC through Hall 1-2 (East Loading Dock) and Hall 3-4 (West Loading Dock) loading docks are required to check in at the Security Guard Booth entry point. The Security Guard will scan IDs into the database and issue a HBGCC wristband. Wristband colors will change daily. Privately Owned Vehicles will be issued a 20-minute parking pass to load or unload. The speed limit inside the loading docks is 5 miles per hour. Parking, unloading and staging equipment in a fire lane or on loading dock ramps is strictly prohibited Freight and other mail should arrive no earlier than November 29th. All early and late deliveries will be refused (see Procedures for Shipping and Receiving for further details).
Exhibitor Survey	All exhibitors will receive The Running Event Exhibitor Survey shortly after the event to complete online. Your cooperation in completing and submitting this survey will help us to improve the event in the future.
Food & Beverage Sampling	Sampling REGULATIONS Samples may be distributed under the following conditions: Exhibitor is the manufacturer, processor, marketer, seller or distributor of the food or beverage item Serving size is limited to 4oz. for non-alcoholic beverages or 2 oz. for food Alcohol is not permitted for sampling. Larger portion sizes need approval from the Henry B. González Convention Center and fees may apply. Please reference the Food and Beverage Sampling Regulations in this section of the Exhibitor Resource Center for additional guidelines and information. BOARD OF HEALTH REQUIREMENTS Adherence of the San Antonio Metropolitan Health District's regulations is required if sampling food/beverage. A temporary food service permit is required if an exhibitor is sampling food or beverage. Booths that are distributing pre-packaged food items are exempt from permitting. Event management will apply on your behalf to obtain the permit from the San Antonio Metropolitan Health District. $$65.92 total permit fee is the responsibility of the exhibitor To obtain the permit, please complete the Temporary Food Permit Application. The fee for the permit is $65.92, please contact Brendan Myers at bmyers@divcom.com T: 207.842.5467 to arrange payment or with questions. Carefully read the Sampling Regulations and Booth Set-up Requirements for further information.
Giveaways & Lotteries	Exhibitors may sponsor raffles, giveaways, and lotteries within the area defined as their booth space if they are free and open to everyone All food & beverage items must be purchased through the official caterer including giveaway prize food and beverages
Hand Carry Freight Policy	Use of the exterior front doors for hand carried freight is permitted for one item, one 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.
Helium Balloons/ Adhesive Materials, Other Materials & Popcorn	The following items are not permitted within the exhibit hall for either display or distribution Helium balloons Glitter Confetti Sand Simulated snow type materials Popcorn Any costs incurred by Event Management for the removal of these items will be charged to the exhibiting company.
Labor	Full-time employees of exhibiting companies may set up and dismantle their own booths without assistance from union labor. If labor is required, it must be hired through Freeman. The hiring of casual labor is not permitted.
Liability Insurance	Exhibitors and Exhibitor Appointed Contractors (EACs) are encouraged to carry their own general liability insurance as well as any additional property or theft insurance they deem appropriate, but are no longer required to provide evidence of that insurance or name Diversified Communications as an additional insured. As has always been the case, exhibitors and EACs remain exclusively responsible for theft or damage to their personal property and are advised to secure their valuables at all times.
Maintaining Professionalism	Event Management reserves the right to prohibit or remove any exhibit which, in its sole discretion, detracts from the general character of the exhibition as a whole or consists of products or services inconsistent with the purpose of the exhibition. The right to prohibit includes persons (dressed in a sexually suggestive or offensive manner), things, conduct, printed matter, or anything of a character which the organizers, in their sole discretion, determine objectionable. In the event of such prohibition or removal, the organizers shall not be liable for any damages, including refunds or other exhibit expenses.
Material Handling	Material Handling (Drayage) includes: Transfer of exhibit materials from point of arrival at the loading dock to exhibit location Removal of empty crates Return of crates Return of exhibit to dock for load-out Exhibitors may move-in/move-out their materials IF: They use the provided dock space in the Service Yard Do not use any material handling equipment (fork-lifts, flatbeds, dollies, pallet jacks etc.) Union labor can be hired through Freeman if the above criteria is not met. Casual labor is not permitted.
Music, Photographs & Other Copyrighted Material	Exhibitors are responsible for obtaining all necessary licenses and permits to use recorded music, photographs, and other copyrighted material in Exhibitor’s exhibit space. As agreed in its Space Contract, Exhibitor shall remain liable for and shall indemnify, defend, and hold Diversified harmless from all losses, costs, claims, causes of action, suits, damages, liability, expenses, and costs, including reasonable attorney’s fees, arising from any and all copyright infringement that Exhibitor, its agents, or employees may be accused of related to the Event.
Off-Site Events	Exhibitors are prohibited from hosting off-site events during conference, exposition hours and official receptions If you decide to host an event during authorized hours, contact Glenn Dulberg with the plans prior to the show by emailing gdulberg@divcom.com.
Operating your Exhibit & Sound Limitations	All booth activities must remain within your contracted booth space including any selling or promoting of products/services. Exhibit staff engaging in promotional activities in the aisles or public areas of the venue will be escorted back to their booth. Booth music must remain at background level. All speakers must be facing into the exhibitor's booth and not away from the booth. Loudspeakers and carnival tactics are not allowed. Promotion of other events is strictly prohibited. Event management reserves the right to shut down any receptions, presentations, or other activities which are deemed obstructive or prohibitive for neighboring booths to be able to conduct business.
Photography/ Video Equipment	Due to the sensitive nature of new products and unique displays accessible at the Event, photographs or video of the stands of other Exhibitors' booths on the Event exhibit floor or screen shots of others' virtual booths are prohibited. Attending personnel of exhibitors or qualified press must seek advance written approval from Diversified to photograph, film or make audio recordings at the Event and must abide by all conditions imposed, provided however that Diversified permits exhibitor personnel to photograph their own booth as well as any individuals who grant them permission to be photographed or videotaped within their booth. For all photography and video inquiries, please contact Genae Salinas at gsalinas@divcom.com.
Weapons and Firearms Prohibited	Deadly weapons and firearms are prohibited at The Running Event \| Switchback. Anyone carrying deadly weapons or firearms of any kind in any manner to any Event activity or area will be immediately removed from the venue by security and may be banned from future participation.
Wheelchair Rentals	For inquiries and questions on wheelchair rentals, please contact Brendan Myers at bmyers@divcom.com.
Security	24- hour security service will be maintained in the exposition area from the initial move-in period throughout move-out. However: Exhibitors are responsible for the protection of their own product and exhibit materials. Should take steps to guard their property during the set-up and break-down of their booth as well as during the events. It is advised to lock away or remove anything of value from their booth overnight. Contact San Antonio Police Department Off-Duty Employment Unit or review the Order Booth Security Instructions & Information to obtain private booth security overnight and/or during the day. Any thefts or damage of property must be reported to Security Services at the Guest Concierge desk in the Lobby immediately. Under no circumstances is the surveillance for exhibition property or the private property of each exhibitor the responsibility of Event Management. Event Management is in no way responsible for the private property of exhibitors or for the theft of any materials left in the booths or possible damages that may occur during installation or delivery, event days, or move-out.
Service Costs	Review the Important Exhibitor Task Checklist for a listing of upcoming deadlines including advanced deadline discounted rates. Ordering early also ensures timely installation or delivery onsite.
Smoking	The Henry B. González Convention Center is a non-smoking facility. This includes e-cigarettes and vaping.
Solicitation by Non-Exhibiting Companies	For the protection of all The Running Event exhibitors, only those companies whose Application for Exhibit Space has been approved by Event Management will be allowed to present and sell their products. If a representative from a non-exhibiting company is seen soliciting business on the show floor, please request a business card from that person and give it to an Event Management representative. We will take the necessary steps to curtail this activity.
Vehicles for Booth Display NOTE: Large Trailer Move-in is Saturday, November 29; All other Booth Display Vehicles must move-in on Sunday, November 30	Exhibitors planning to display a vehicle in their booth must contact the event’s operations department at 207.842.5467 or bmyers@divcom.com to discuss and provide vehicle details. Event Management will need to obtain approval and coordinate the move-in/move-out logistics with the venue and Freeman. NOTE: Mobile units and vehicles to be displayed in booths will require a spotting fee for guidance to the respective booth. This guidance is required and provided by Freeman. ALL DISPLAY VEHICLE REQUESTS MUST BE SUBMITTED BY NOVEMBER 14TH Batteries are disconnected except where the Fire Code Official requires that the batteries remain connected to maintain safety features. Fuel in fuel tanks does not exceed one-quarter tank or 5 gallons (whichever is least). • Fuel tanks and fill openings are closed and sealed to prevent tampering. Vehicles, boats or other motor craft equipment are not fueled or defueled within the building. (2018 IFC, Section 314.4) A floor plan of the display area must be submitted at least 15 days prior to move-in for the Fire Marshal’s approved Keys to the vehicle shall remain at the exhibit area, so the vehicle can be removed in case of emergency. Show vehicles with LPG tanks shall not be permitted inside the exhibit area without prior approval from the Fire Marshal.
Wi-Fi	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: customerservice@smartcitynetworks.com

Questions?

Please feel free to e-mail us at customerservice@divcom.com, use the chat feature below, or call +1-207-842-5508. We look forward to working with you in preparation for a successful event!

Important Information

Recently The Running Event has been the target of groups that offer a variety of fraudulent services. This includes but is not limited to fraudulent travel, advertising, and data services. Many of our customers have reported that these groups who are not our official vendors fail to deliver on their promises to provide hotel reservations, advertising, or accurate data, then refuse to grant refunds. Some of these groups engage in illegal phishing practices or embed malware in their messages that could (if clicked) infect/hack your company’s systems. We strongly advise that you do not click on any links from e-mails or groups that look suspicious and always check our Official Vendor List before contracting with anyone. If you suspect that you have been contacted by a fraudulent vendor or have any questions, please contact us at customerservice@divcom.com. Please note that The Running Event and its official vendors DO NOT sell attendee lists under any circumstance. Companies or groups offering such lists are not affiliated with The Running Event in any way and cannot possibly have accurate attendee data. Buyers should beware!