Move-In Details
Monday, December 2, 2024
8:00am - 5:00 pm
Move-In with the use of the Loading Docks
All shipments direct to Loews Sapphire Falls Resort must arrive on Monday, December 2. Any shipments sent early will not be accepted. Also, ensure that personnel working on your booth have your company name and booth number. This will ensure that the material handling on move-in days runs smoothly and efficiently and will minimize security hold-ups. If an exhibitor’s representative is not present, TMRE reserves the right to order equipment and/or materials moved from the unloading area to the exhibitor’s booth area, or to order the removal of the truck from the unloading area. Charges for this service will be invoiced by GES to the exhibitor.
Material Handling: The maximum time allotted for vehicle off-loading is 30 minutes. No mechanical conveyances will be provided for the movement of display material from the unloading area to your booth. A limited number of flatbed four-wheel dollies will be available, on loan, for unloading smaller shipments. If you require any larger mechanical devices (i.e. forklifts) for the movement of display materials from the loading dock area to your booth you must order GES Material Handling (note, this is an exclusive service, and exhibitors may not bring their own forklifts).
Exhibitors who plan to off-load themselves might also want to consider using crates that have wheels to allow for faster unloading. PARKING AT THE OFF-LOADING AREA IS PROHIBITED. Vehicles must be removed as soon as unloading is complete. All exhibitors are urged to review their material handling operations and requirements with GES well in advance of move-in.
Move-In Without the use of the Loading Docks
The Loading Docks do not have to be used if you are able to safely bring your exhibit materials onto the show floor through the front of the hall. Simply park using the guest parking and access the show floor via the passenger elevators and escalators.
You may stay on the show floor to set up your display for the remainder of the move-in time for that day (Monday until 5:00pm). All booths must be fully set up by Monday, December 2, 2024 at 5:00pm.
Union jurisdictions prevail over all set-up and dismantling of exhibits including signs and laying of carpet. A 10’ X 10’ display (“pop-ups”) may be set by an exhibitor if one person can accomplish the task in no more than 30 minutes (including crating and uncrating) and without the use of any tools. A pop-up booth is an exhibit of 10 linear feet or less that can be carried and set-up without tools or a ladder. Two 10’ x 10’ pop-ups within one exhibitor’s booth are not separate displays.
As an Exhibitor you may choose to utilize your own personnel to set up and dismantle your exhibit. If full-time company personnel are utilized to set an exhibit, they should carry positive company identification, such as a medical identification card or payroll stub. You may hire GES to act as your Exhibitor Appointed Contractor (EAC) to perform this work. You may hire an Exhibitor Appointed Contractor (EAC) to perform this work. All EAC’s must have the appropriate credentials submitted to Show Management and the facility.
What Is Material Handling?
The unloading of your shipment, transporting it to your booth, storing and returning your empty crates and cartons and reloading your shipment at the close of the show (also called Drayage). This service is not included in the cost of your booth space. Avoid unexpected costs at show site and pre-order this service below. Shipping/Logistics costs are separate and are not included in Material Handling rates. Material Handling surcharges may apply.
Standard – 25lbs. or more (Arrives within posted date range):
- Shipped to Advance Warehouse within posted date range
- Shipped Direct-to-Show within posted Move-in, move-out or on-target dates
Non-Standard – 25lbs. or more (Arrives outside posted date range):
- Shipped to Advance Warehouse outside posted date range
- Shipped Direct-to-Show outside posted Move-in, move-out or off-target dates
Flat Rate – Less than 25 lbs. (Arrives anytime):
- Shipped to the Advance Warehouse or Direct-to-Show
Need more info?
Read over the detailed Material Handling Information page.
Move-Out Details
Thursday, December 5, 2024
11:15am - 2:30 pm
Move-out begins once all attendees are off the show floor.
Exhibitors must wait until 11:15am to begin packing up or dismantling any portion of their display.
Please note: packing up displays or dismantling your booth prior to 11:15am may affect approval to participate in future shows.
Book Material Handling with GES & Ship with GES OR Your Carrier
This option will allow you to pack up your exhibit materials, leave it in your booth and walk away without any wait time.
LEAVING YOUR EXHIBIT MATERIALS FOR PICK UP BY YOUR CARRIER – Every shipment requires a GES Material Handling Agreement and Shipping Label. Shipping information, outbound forms and labels will be available at the GES Servicenter®. Make sure that someone from your company will be on-site to oversee the outbound shipment of your display and product. All balances must be paid to process the Outbound Material Handling Release form.
For Outbound shipments, carriers must pick up freight from the Exhibit Site address:
Loews Sapphire Falls Resort @ Universal Orlando
6601 Adventure Wy, Orlando, FL 32819
On the scheduled dismantle date(s): Thursday, December 5, 2024 | 11:15am - 2:30pm
Carriers must be checked in by: Thursday, December 5, 2024 | 2:00pm
Facility must be cleared by: Thursday, December 5, 2024 | 11:59pm
Move-Out with the use of the Loading Docks
DO NOT move your exhibit materials to the loading docks until your vehicle is at the loading docks. Your booth should be completely dismantled, packed and ready for loading into your vehicle. You will have a maximum of 30 minutes to load your vehicle. If you are unable to self-load within this time, consider booking material handling with GES.
MINIMIZE THE RISK OF THEFT – It is recommended that small articles of considerable value be removed at the close of the show and that your exhibit materials are not left unattended.
Move-Out without the use of the Loading Docks
At 11:15am you may pack up and move-out by hand through the front of the show to your car.
Remember to remove all carpet tape to avoid being charged for cleaning costs (rental carpet is an exception) and all items from your booth space (stranded freight will be packed, removed & held for pick-up by GES at the exhibitor’s expense).
Stranded Freight
All exhibit materials must be removed from the show floor no later than 11:59pm on Thursday, December 5, 2024. If any part of an exhibit is left behind, it will be shipped out of the building through GES at the expense of the exhibitor
Exhibitor Appointed Contractors
It is the exhibitor’s responsibility to ensure all exhibitor appointed contractors (EACs) or agents abide by all rules and regulations for The Market Research Event, including the Guidelines for Exhibitor Appointed Contractors outlined below. We recommend all EACs review this manual to give them an overall picture of the show guidelines.
Exhibitors are required to notify GES of their intent to hire an EAC by submitting the online Exhibitor Appointed Contractor (EAC) form prior to November 11, 2024. Exhibitors will require the EAC's Certificate of Insurance to complete the below form.
Exhibitors should make EACs aware of the guidelines to be followed as listed in the Booth Standards and Show Standards, as well as the points below:
- The EAC shall be given the right to provide services requested of them by an exhibitor in the set-up and dismantling on the show floor and shall have the right to utilize qualified employees.
- These services shall not conflict with existing labor regulations or contracts, including exclusive services provided by the Loews Sapphire Falls and GES. In performing work for their clients, the EAC shall cooperate fully with the Loews Sapphire Falls and GES
- The EAC shall possess a valid public liability and property damage insurance policy with minimum $5,000,000 in coverage. The Certificate of Insurance must name Informa Connect, GES, UCF Hotel Venture, Loews Orlando Operating Company, Inc., Loews Orlando Hotels Partner, Inc., Universal City Development Partners, Universal City Florida Partners, Hard Rock Café International (USA) Inc., and their respective parents, subsidiaries and affiliates are included as primary and non-contributory with any other insurance carried by any of the Additional Insured and contains a Waiver of Subrogation in favor of the Additional Insured. Exhibitors are required to obtain the EAC's Certificate of Insurance and submit it to GES via the online Intent to Hire an Exhibitor Appointed Contractor form prior to November 11, 2024.
- The EAC shall have a true and valid work order from an exhibitor in advance of the show move-in date and shall not solicit business on the show floor, or during move-in or move-out dates.
- The EAC will be responsible, if applicable, for all reasonable costs related to the EAC’s work at the site. This may include overtime pay for stewards, restoration of the exhibit space to its initial condition, etc.