• We strongly encourage all booths to ship to the Freeman Warehouse to ensure that your materials will be in your booth so you can begin installation as soon as you arrive! Freeman will accept crated, boxed, or skidded materials beginning Tuesday, January 21, 2025 and will deliver the shipment to your booth.
• To avoid additional after deadline charges, materials must arrive by Wednesday, February 13, 2025. Material arriving after February 13, 2025 will be received at the warehouse with an additional after deadline charge.
• 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.
• Warehouse materials are accepted at the warehouse Monday through Friday between the hours of 8:00 AM - 2:30 PM. Certified weight tickets must accompany all shipments. If required, provide your carrier with this phone number: (888) 508-5054. Please contact Freeman directly for all costs associated with this option.
  • Begin Accepting Shipments: Tuesday, January 21, 2025
  • Deadline to Receive Advance Shipments: Thursday, February 13, 2025

• You can also send your shipment directly to the New York Hilton Midtown during exhibitor move-in hours only. Drivers delivering material to the show should check in with the Freeman receiver at the hotel loading docks before unloading. Please note that there is a queue for the loading docks and unload time may be delayed based upon other deliveries.
• Freight will be received at the hotel only during move-in hours beginning Thursday, February 13, 2025. Any charges incurred for early freight accepted by the facility will be the responsibility of the exhibitor.
• Please note: all materials received by Freeman are subject to Material Handling charges and are the responsibility of the Exhibitor. If required, provide your carrier with this phone number: 888.508.5054. For inquiries on material handling rates or show site shipping, please contact Freeman Exhibitor Support through their Chat Feature.  
  • Begin Accepting Shipments On-site during move-in hours only: Thursday, February 13, 2025

For your convenience, shipping labels have been included below. Make sure all freight is clearly marked with your company name, International Healthcare Symposium and your booth number.
 

The installation of exhibits will take place as follows: 

• Wednesday, February 19, 1:00PM - 11:59 PM (Targeted for booths 20x16 & larger)
• Thursday, February 20 8:00AM - 3:00 PM

Set-up and dismantle labor must be performed by your own full-time employees or by union labor. Union labor must be hired through Freeman. The hiring of casual labor is not permitted. Exhibitors may hire an Exhibitor Appointed Contractor (EAC) to supervise the installation and dismantling of their exhibit. The EAC will not be allowed to perform labor required to set-up and dismantle the exhibit unless they are members of the appropriate local union. If you are planning to use an Exhibitor Appointed Contractor, please complete the Exhibitor Appointed Contractor form.

Exhibitors may hand carry their items into and out of the facility using the entrance on the 54th Street. Hand carried freight is defined as on item that can be easily carried by an individual exhibitor, without the need for dollies, or other mechanized equipment. Bellman at the Hilton Midtown may assist exhibitors for a fee. 
 

No parking or unloading is allowed at the entrance of the facility; and the use of passenger elevators for movement of freight is not allowed. All packages are subject to inspection by facility personnel. 

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. Rates for this service are outlined in the Material Handling section of Freeman Online. We encourage exhibitors to have their material delivered to the warehouse in advance to take advantage of the most cost-effective material handling rates.

To expedite the handling of your exhibit material when it arrives in New York, please adhere to the following: 

• Single uncrated pieces weighing over 500 pounds (225 kg) should be skidded.
• ingle pieces weighing over 8,000 pounds (3,600 kg) should be skidded and fitted with lifting rings.
• Freeman should be notified in advance of any single pieces weighing over 5,000 pounds (2,200 kg). 

• If you are bringing a large load with your vehicle that requires an unloading dock, please report to Freeman at the Loading Docks located on 54th Street between 6th and 7th Avenue. Otherwise, please use the side door located on 54th street where you may hand carry your items in. 
• Exhibitors will not be allowed to hand carry through the hotel entrance.
• The most cost-effective method of delivering freight to this location is to ship in advance to the Freeman warehouse.

Full-time employees of an exhibiting firm may install and dismantle their own respective company display if such work can be completed in less than sixty minutes without the use of mechanized tools.  Any outside or additional labor required for installation, dismantle or decorating of displays is to be performed Union Labor - the hiring of casual labor is not permitted.  
 

NOTE: Product display and placement is the exclusive right of full time employees of an exhibiting firm and not included in these work rules.  Please reference the Labor Jurisdiction for complete details on labor regulations.  

Exhibitors may hire an Exhibitor Appointed Contractor (EAC) to supervise the installation and dismantling of their exhibit. The EAC will not be allowed to perform labor required to set-up and dismantle the exhibit unless they are members of the appropriate local union. If you are hiring an Exhibitor Appointed Contractor, please complete the online EAC FORM

The dismantling of exhibits will take place as follows:

• Saturday, February 22 4:00PM – 8:00 PM

No display material, in whole or in part, may be removed from the exhibit area prior to the close of the event at 4:00 PM on Saturday, February 22, 2025. Please arrange your travel plans and schedule flights accordingly.

If you have not done so in advance, you may make arrangements to have your exhibit returned by visiting the Exhibitor service desk area on site. Representatives from various freight companies will be available to assist you. To ensure all exhibitor materials are removed from the exhibit facility by the Exhibitor Move-Out deadline, please have all carriers check-in by 6:00 PM Saturday February 22, 2025. 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.