2018 Exhibitor FAQ

The Grace Hopper Celebration (GHC) hosts an Expo that includes a Career Fair, an Interview Hall, and, new this year, a Technology Showcase. In addition to the questions you may have as a GHC sponsor, we know you’ll have some about your booth(s) and the Expo as a whole.

Pre-Event
General Information
Exhibitor Resources
Freeman Online
Exhibitor Insurance & Security
Sponsorship Inclusions & Registration Information
Booth Packages
Registration & Badges
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Booth Selection & Design
Booth Selection & Design
Exhibitor Signage & Decoration
Exhibitor Appointed Contractors (EAC)
Ordering
Ordering Booth Services
Labor, Internet, AV, Catering & Cleaning
Attendee Information Capture & Lead Retrieval
Demonstrations & Giveaways
Shipping
Shipping Information
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Event
Expo Hours, Move-in/Move-out & Access
Material Handling/Drayage & Labor
Exhibitor Storage
Additional Services
Services at GHC
Media, Photography, & Social
Media, Photography & Social

General Information

Where is the celebration?

The main portion of our programming will be at the George R. Brown Convention Center (GRB) in Houston, Texas located at:

1001 Avenida de las Americas
Houston, TX 77010

Where is the Expo Hall located?

The Interview Hall is in Halls A & B. The Career Fair and Technology Showcase are in Halls C, D, and E. All are on Level One of the George R Brown Convention Center (GRB).

Where can I find deadlines and instructions for all expo deliverables?

You can find deadlines in the Exhibitor Reference Guide or Freeman Online > Show Information.

Please check the sponsor section of the GHC website for deadlines unrelated to the Expo, including logo submissions and registration deadlines.

How do I change the primary contact for our organization?

Your organization’s current primary contact needs to send an email to GHC@AnitaB.org with the new contact name and email address.

What are the additional sponsorship opportunities at the event?

There is a variety of additional sponsorship opportunities available.

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Exhibitor Resources

What is the Exhibitor Reference Guide? Where can I find this document?

The Exhibitor Reference Guide a guide which includes details about the show location, show hours, move-in and move-out hours, convention services contractor, booth packages, early access to the exhibit halls during non-public hours, and exhibit rules and regulations. The Exhibitor Reference Guide is available on the GHC website and at Freeman Online > Forms & Brochures > Exhibitor Reference Guide.

What is the difference between the Expo Hall, Career Fair, Technology Showcase, and Interview Hall?

The Expo is the entire show floor including the Career Fair, Technology Showcase, and Interview Halls combined. The Career Fair is the area that contains the sponsor booths. The Technology Showcase is an area were sponsors are able to showcase their products, but are not allowed to recruit. The Interview Hall contains booths that are used exclusively by sponsors to interview applicants.

Where can I find a current list of Expo Rules & Regulations for GHC?

You can find the Expo Rules and Regulation in the Exhibitor Reference Guide.

Is an attendee list available?

To respect the privacy of all GHC registrants, we do not divulge or share registration information. Before arrival, and once on-site, we offer ways to network with other registrants, including the GHC mobile app. You can rent a Lead Retrieval Device from Cvent to scan badges of the attendees enter your booth.

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Freeman Online

Who is Freeman?

Freeman is the GHC official convention services contractor. They are a nationally renowned general contractor for trade shows, events, and exhibits. You can reach them at FreemanHoustonES@freeman.com or (713) 770-6750.

What is Freeman Online?

Freeman Online (FOL) is your go-to resource for GHC Expo planning. It provides easy access to all the information pertaining the Expo. FOL enables exhibitors to access important event info, order products and services, track freights, submit services requests, review insurance requirements, submit booth designs, receive time-saving notifications, simplify move-out, and review order summaries.

How do I log into the site?

First-time users of FOL will need to create new accounts to browse the Exhibitor Service Manual and other information. Simply click on the “Login” button to register. If you already have a FOL account, you may use the login information for that account.

How do I give another staff member or an EAC access to Freeman Online?

If you need to allow additional staff (or vendors) access to Freeman Online, the primary contact for your organization can forward the link to the site. The site does not need any access granted to view the information provided on the site. Should the primary contact want to give the ordering access to another person to place orders, he/she will need to send an email with permission and the alternate contact information to GHC@AnitaB.org.

Where can I go for additional support for questions not answered on this webpage?

You can email GHC@AnitaB.org with any additional questions. We will also conduct monthly meetings to provide updates and support to all our sponsors beginning in June. During these meetings, we will review all important Expo upcoming deadlines, answer questions, and help you feel prepared for GHC. We will email an invitation to the sponsor primary contact. We encourage you to invite your team members who manage the logistics in the GHC Expo. We will use WebEx for the meetings. For the webinar schedule and a complete list of topics, recordings, and presentation slides of previous calls, visit Freeman Online > Resources.

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Exhibitor Insurance & Security

Do you require insurance from exhibitors?

Yes, we require all exhibitors and their Exhibitor Appointed Contractors at the Grace Hopper Celebration to carry Commercial General Liability Insurance. For details, visit the Insurance section of the Exhibitor Reference Guide. Your organization and EACs must be able to provide evidence of such insurance to AnitaB.org and GRB upon request.

Whom should I list as Additional Insured?

List both the Anita Borg Institute and the George R. Brown Convention Center:

Anita Borg Institute for Women in Tech
1501 Page Mill Road
MS 1105
Palo Alto, CA 94304
George R. Brown Convention Center — GRB
1001 Avenida de las Americas
Houston, TX 77010

What about Property Insurance?

We do not maintain insurance policies covering exhibitors’ property, nor does the George R. Brown Convention Center. We highly recommend that you take appropriate steps to insure your products and all displays from the time you leave your place of business until your return after GHC. This insurance is different and separate from the required Commercial General Liability Insurance policy. We advise you obtain adequate insurance coverage, at your own expense, for any property loss or damage.

How do I obtain the required insurance?

You may choose to either add riders to your existing insurance policies, or purchase new policies for either the required Liability Insurance or the recommended Property Insurance coverage.

What if I don’t have an insurance company?

There are many insurance carriers offering Exhibitor Liability and/or Exhibitor Property Insurance policies. We recommend you do a quick search on the internet to find one that best suits your needs.

Can you recommend an insurance provider?

No, we do not endorse or recommend any specific insurance provider.

What are the guidelines regarding intellectual property?

You must warrant and represent that you own all intellectual property of your promotion or exhibition uses at GHC. You agree to defend, at your expense, and to indemnify AnitaB.org for any action brought against us directly arising out of any dispute over intellectual property.

How can I secure my booth and keep safe any valuables?

We have taken steps to ensure a safe, secure environment for all exhibitors. AnitaB.org will provide perimeter security for the duration of GHC and will station additional security during move-in and move-out at primary freight entrances. Sponsors may hire additional booth security at their own expense.

We highly recommend the following precautions:

  • Obtain property insurance that includes a rider to your existing policy to protect your entire exhibit and products from the time they leave your place of business until they return.
  • Avoid shipping valuables to GHC in cartons or crates marked with their contents visible to the public.
  • Do not store products in empty cartons.
  • Prepare your product for shipping. We advise you to package all shipments in a way that protects against damage during transport.
  • Make a complete list of all products shipped, listing detailed descriptions whenever possible.
  • Secure your staff’s personal property, briefcases, coats, cameras, purses, etc., at all times (move-in/move-out is the most vulnerable time).
  • Stay with your products on closing day until your products are securely packed and marked for shipment. Make outbound shipping arrangements in advance of the close of GHC at the Freeman Service Desk on-site.
  • Please report any property damage or theft to security and/or event staff on-site immediately.

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Booth Packages

Can my company purchase Career Fair, Technology Showcase, or Interview booths without sponsoring GHC?

No, you must be a sponsor of GHC.

What is included in my Career Fair booth?

All inline and perimeter booths come with back drape (gray and plum), side rails (gray), and an ID sign. Booth packages do not include material handlings, electricity or carpeting of the space. All booths must have carpeting or some other form of flooring. For exact details about your booth package based on size, see the Exhibitor Reference Guide. To order flooring, electricity, and other services for your exhibit space, please visit Freeman Online > Order Products & Services.

What is included in my Interview booth package?

All Interview booths come with four walls of drape (blue), an ID sign, a skirted table (gray), four chairs, and a wastebasket. The Interview Hall does not have carpeting, but you can order some for your booth through Freeman Online. For exact details about booth packages, see the Exhibitor Reference Guide. The Interview booth package does not include electricity and carpeting. To order furniture, flooring, electricity, and other services for your exhibit space, visit Freeman Online > Order Products & Services, available in May.

What is included in my Technology Showcase booth package?

The Technology Showcase is an open space for sponsors to use as they see fit. Since sponsors will showcase their products, the booth space does not include any pipe and drape, furniture, material handling, electricity, or carpeting of the space. All booths must have carpeting or some other flooring. To order furniture, flooring, electricity, and other services for your exhibit space, visit Freeman Online > Order Products & Services.

What color are the drapes in the Career Fair halls?

Booth pipe and drapes are gray and plum. Side rail drapes are gray.

What color are the drapes in the Interview halls?

Booth pipe and drapes are blue.

Can we change the color of our provided drape?

No. In the Interview Hall, you may order a different colored drape for the inside of your booth at your expense. The outside color of the drape may not change.

Can we remove the pipe and drape from our Interview Booth?

You can remove the pipe and drape from your Interview Booth if you do not share a wall with another sponsor or face another sponsors’ booth.

Can we use one (or more) of our Interview booths as a reception/check-in area?

Yes, you can use the booth space as you like if you do not share a wall with another sponsor or face another sponsors’ booth. Please be cognizant of your neighbors and be cautious of the noise level that reception/check-in areas can create.

Do I have to use the provided tables and chairs with the Interview booth?

You can ship your own furniture if you would like to customize your space. You must notify Freeman at FreemanHoustonES@freeman.com to request those items be left out of your booth space. You may order rental furniture through Freeman at your expense through Freeman Online > Order Products & Services.

Can I use my own furniture, or rent furniture for my Interview booths?

Yes, you can ship your own furniture if you would like to customize your space. Email Freeman at FreemanHoustonES@freeman.com to request the provided tables and chairs be left out of your booth space. After your booth space has been confirmed and entered into the Freeman system (five business days), you may order rental furniture at your expense through Freeman Online > Order Products & Services.

What carpet do you provide for my booth and aisles?

GHC will provide carpeting for all aisles within the Career Fair and Technology Showcase. GHC requires all sponsors in the Career Fair and Technology Showcase booths to have floor covering. You may provide your own floor covering; however, you must notify Freeman. Any flooring in your booth should not create a different elevation that creates a tripping hazard, and should comply with accessibility guidelines. If you do not order flooring, we will install standard carpeting and will charge the cost to the account on file.

Interview booths and some of the interview floor aisles will not have carpeting. To order flooring for your interview booth, please refer to Freeman Online > Order Products & Services > Flooring.

Are utilities included in my Career Fair, Technology Showcase, or Interview Hall booth package?

We do not provide electricity for any booths. You may order other utility services from Freeman through Freeman Online > Order Products & Services > Electricity.

Tip: A single 10 amp outlet is adequate for operating a laptop or a couple of lights. If you have questions as to the amount of power you need, you can reach Smart City at csr@smartcity.com or (888) 446-6911.

I have questions regarding my booth orders and services. Whom should I contact?

Freeman will assist with your booth orders and services questions. You can reach Freeman at FreemanHoustonES@freeman.com or (713) 770-6750.

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Registrations & Badges

What types of registrations do I get with my sponsor package?

All sponsorships (except Academic) include Booth Staff registration(s). These registrations give you early access to the Expo Halls for set-up. For Academic sponsors, your Individual Academic Registrations, included in your sponsorship, will give you early access to the Expo Halls. We will indicate Booth Staff on your badges during registration.

When do I need to wear my badge?

Everyone attending GHC and/or working in the Expo Halls must wear an official badge at all times. Exhibitors must also wear badges during move-in and move-out hours.

What registration/badge types will allow for early access to the Expo?

All-Access, Booth Staff, and Individual Academic badges are the only badge types to which we grant or allow early access to the Expo Halls.

When should we staff our booth?

We recommend you staff your booth at all times during the Expo hours. You may need to add more staffing during higher traffic such as during lunch and session breaks. Booth staff should arrive in the Expo Hall at least 30 minutes before the Expo Halls open.

How do I receive my Booth Staff badges?

You can pick up Booth Staff badges at any of the registration counters. All exhibitors must wear an official badge at all times at GHC before, during, and after the event while dismantling displays.

I will be hiring a vendor (photographer, t-shirt, photo booth, etc.) to work within my booth. Do I need to purchase Booth Staff registrations for them?

Yes, we require registration and official badges for anyone entering the Expo Hall. Additional booth staff registrations are available for purchase for $600 per registration through June 22 or when sold out. Contact GHC@AnitaB.org if you have questions regarding registrations.

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Booth Selection & Design

What is the process for booth selection, and when can I select my booth?

You can select your Career Fair, Technology Showcase, and Interview Booth location choice(s) online. The primary contact will receive an invitation email with instructions on how and when to select your booth space. Sponsors within each level of sponsorship will select booths in the order of purchase.

Diamond and Platinum sponsors will select their booth spaces in May. Gold and Silver sponsors will select their booth spaces in June/July. For detailed information, see the Booth Selection Process or visit > Freeman Online > Exhibitor Information.

When will we know the booth assignment number?

Booth confirmations will be sent out to the sponsors following the conclusion of each sponsor level selection process.

Where can I find an updated floor plan?

We will publish the final floor plan on the GHC website in August.

Does AnitaB.org need to approve my booth design or graphics?

Yes, we require that all Diamond, Platinum, and Gold exhibitors submit the Career Fair Booth designs and activity plan for final approval by 5 p.m. PT August 22. If you purchased a Technology Showcase booth, you must submit the Technology Showcase booth design, activity plans, and product description form separately. Sponsors are to submit the drawings of proposed designs, including measurements/dimensions of all fixtures, elements, and signage. Your booth activity plans should detail your planned activities — food, giveaway, promotions, etc. Visit Freeman Online > Exhibitor Information > Booth Design and Description of Activity.

How tall is my booth? What are the height limits?

Each inline booth has a maximum back wall height of eight-foot-high. Perimeter booths have a maximum back wall height of 12 feet. Island booths have a maximum height limit of 20 feet. For more display information, please refer to the Guidelines for Display Rules and Regulations in the Exhibitor Reference Guide.

Can I hang signs over my booth? What are the height limits?

Hanging signs are only allowed over Island booths in the Expo Hall. Signs can have a maximum height of 20 feet from the hall floor to the top of the sign. The minimum clearance from the hall floor to the bottom of sign is 16 feet. Signs have to be within booth boundaries. Booth owners are responsible for any alternation expenses incurred due to noncompliance. For more display information, please refer to the Guidelines for Display Rules and Regulations in the Exhibitor Reference Guide.

Can I bring my own exhibit property if I have an inline/perimeter booth?

Yes, you may bring your own property. Your exhibit display must follow the Guidelines for Display Rules and Regulations in the Exhibitor Reference Guide. You need to submit your booth render (display) and plan by 5 p.m. PT August 22, but you can submit early. Visit Freeman Online > Exhibitor Information > Booth Design and Description of Activity.

May I adhere anything on the facility walls or floors?

You may not post, tack, nail, screw, or otherwise attach items to columns, walls, floors, or other parts of the convention hall exhibit area without permission of AnitaB.org and the proper building authority. Packing, unpacking, and assembling of exhibits shall be done only in your booth space and in conformity with directions of the Expo Manager, Facility Managers, or their assistants.

What can I exhibit in the Technology Showcase?

You can demonstrate or display any item that your organization produces.

Can I cancel or downsize my booth space?

You may not cancel or downsize your space once you have selected your booth. We do not give refunds and exhibit space is non-transferable. If you don’t plan on using all of your space, we ask that you let us know at GHC@AnitaB.org.

Can I share my booth space with another company?

You may not share, sell, assign, sublease, or charge admission for entry into any portion of your space (including to an affiliated company) without prior written consent from AnitaB.org. If we have not granted your company permission to share space with an affiliate or partner, you must exhibit under one name only. Organizations identifying as joint ventures may also request to exhibit next to one another. We cannot guarantee the fulfillment of any such requests. Please notify us if you wish to co-exhibit in any manner by sending an email to GHC@AnitaB.org.

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Exhibitor Signage & Decoration

Can I bring my own signage? Will you provide any?

Sponsors with Turnkey Kiosk booths will have the opportunity to provide customized graphic at no cost to your company for the back wall of the turnkey kiosk. Due to space limitations, Turnkey Kiosk booths are not allowed any additional signage or furniture in their booth space.

Booths of 100 sq. ft. to 300 sq. ft. will receive a 7″x44″ ID sign that we will hang in your Career Fair Booth and/or Interview Booth. We do not require you to use this sign. You may use your own signage in accordance with the Guidelines for Display Rules and Regulations in the Exhibitor Reference Guide.

What are the guidelines for signage within my booth space?

You should professionally letter all signs and graphics to keep with the professional atmosphere of GHC. We limit signs to your booth area only, and they may not extend into the aisle or other areas within the venue. Signs placed without AnitaB.org permission are subject to removal.

Inline booths have a display and signage height limit of eight feet. You may not have hanging signs and/or banners over inline booths. Island booths have a height limit of 20 feet. Maximum height from the hall floor to the bottom of sign is 16 feet. Please see the Exhibitor Reference Guide for detailed information on signage.

What is the sightline/visibility rule for my display?

You should arrange display materials for an inline or perimeter booth in such a manner so as not to obstruct sight lines of neighboring booths. We allow the maximum height of eight feet, but only in the rear half of the booth space, with a four foot height restriction imposed on all materials in the remaining space forward to the aisle.

You may use the entire cubic content of the Island Booth up to the maximum allowable height, which is usually a range of 16 feet to 20 feet, including signage.

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Exhibitor Appointed Contractors

What is an Exhibitor Appointed Contractor (EAC)?

An Exhibitor Appointed Contractor is any company other than one of the designated official contractors which an exhibitor wants to employ inside the Expo Halls before, during, or after the show. EACs can include booth builders, supervisors or designers, independent display companies, delivery personnel, or technicians. You are responsible for ensuring that they comply with all Expo rules and regulations. See the Exhibitor Reference Guide for more details.

Do I need to register my Exhibitor Appointed Contractors?

You do not need to provide a conference registration for your Exhibitor Appointed Contractors. However, you will have to complete the Exhibitor Appointed Contractors form.

Where do Exhibitor Appointed Contractors check-in?

We provide your Exhibitor Appointed Contractor with wristbands on a daily basis. You may use these wristbands for booth builders, designers, and Exhibitor Appointed Contractors associated with your booth that are solely working during move-in and move-out.

The Exhibitor Appointed Contractor can pick up the wristbands at Security at the Loading Dock or at the Early Access Entry door. They must present a company ID upon request to obtain a wristband. If your Exhibitor Appointed Contractor returns the next day for set-up, they will need to check-in again to receive the correct wristband for that day.

When can Exhibitor Appointed Contractors be in the Expo Halls?

We allow Exhibitor Appointed Contractors in the Expo Halls during move-in and move-out dates and times only.

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Ordering Booth Services

How do I place orders for Freeman products and services?

The primary contact will need to have confirmed booth numbers to place orders for products and services. Freeman will receive confirmed booth numbers after each sponsorship level is confirmed and update their system. The updates will be made within five days of confirmation. Booth number(s) will then be pre-populated in the online order forms. If you need to place orders before the system is updated, you will need to enter your booth number(s) into the order form. Manually entering incorrect booth numbers can delay processing the request.

I have other team members that want to order for the booth. How can they do that?

Should the primary contact want to give the ordering access to another person to place orders, the primary contact will need to send an email with permission and alternate contact information to GHC@AnitaB.org.

I have questions regarding my booth orders and services. Whom should I contact?

Freeman will assist with your booth orders and services questions. You can reach them at FreemanHoustonES@freeman.com or (713) 770-6750.

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Labor, Internet, AV, Catering & Cleaning

Do I need to hire labor to move items into my booth?

If you use the main entrance to the Expo Halls, you may bring in your own materials providing such materials can be hand carried by one person.

If you use a separate lot behind the loading dock to unload items from Personally Owned Vehicles (POVs), you may use your own hand trucks or dollies. Freeman will impose material handling charges to any vehicles that access the loading dock ramp or any designated freight loading bays.

If you are unable to unload the materials yourself, you will need to hire labor through Freeman at Freeman Online > Order Products & Services > Labor.

How do I know if I need to use union labor?

You can find all Houston Union Labor Requirements information at Freeman Online > Order Products & Services > Labor. Please direct any questions arising with regard to union jurisdictions or practices to Freeman at FreemanHoustonES@freeman.com before GHC and at the Freeman Service Center at back of the Expo Hall under the Service Center hanging sign during GHC.

How much does union labor cost?

Labor rates are calculated on a per hour basis. Prices per hour vary, depending on when you need the labor. Straight time is between 8 a.m. and 4:30 p.m. Monday through Friday. Overtime rates are in effect between 4:31 p.m. and 7:59 a.m. Monday through Friday, and all day Saturday and Sunday. You will find labor pricing on the Freeman Online portal.

How do I order dedicated internet for my booth?

If you require any network service in your booth, please order a dedicated internet connection through Smart City, our Wi-Fi provider for GHC. After your booth space has been confirmed and entered into the Freeman system (five business days), you may order through Freeman Online > Order Product & Services > Telephone & Internet > SmartCity to order services.

How do I order audio/visual for my booth space?

PRG will provide audio/visual services that you require for your booth. Visit Freeman Online > Order Products & Services section to order audio/visual services.

How do I order food and beverages for my booth space?

Levy is the exclusive caterer for the GRB. All food dispensed from booths, including bottled water, must be purchased through Levy and may not be brought in from outside sources. Catering service is available and may be obtained for your exhibit booths. After your booth space has been confirmed and entered into the Freeman system (five business days), you may order through Freeman Online > Order Product & Services > Food & Beverage > Levy to order catering services.

How do I schedule cleaning of my booth space?

GRB provides booth cleaning and porter service (emptying waste basket(s) during the Expo). You may visit Freeman Online > Order Products & Services > Cleaning and order cleaning service.

Note: It is against AnitaB.org policy to dispose of your trash or materials in the trash receptacles on the Expo floor, which are for attendees only. We will charge any exhibitor using trash bins on the show floor a fine equal to the cost for booth cleaning services.

During GHC, I may have booth order questions. Where can I find help on-site?

Freeman provides an on-site Exhibitor Service Center to assist sponsors during the Expo. You can ask for help at the Service Center during move-in hours, Expo hours, and move-out hours. Freeman’s Service Center is located at the back of the Expo Hall under the Service Center hanging sign.

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Attendee Information Capture & Lead Retrieval

How do I order lead retrieval units for my booth?

Cvent will manage our exhibitor lead retrieval scanner rentals. You may order a lead retrieval device if you would like to capture attendee data. You may only use this scanner within your booth space; you may not use it at sessions or social events. Visit Freeman Online > Order Products & Services to order lead retrieval services.

Can I bring my own device or use my own lead retrieval system?

No. To ensure privacy compliance with attendee data, we prohibit the use of outside lead retrieval systems.

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Demonstrations & Giveaways

What are the guidelines for booth demonstrations and sound?

We prohibit soliciting business in aisles or engaging in any activity that leads to aisle congestion, including any roaming characters or models. If you plan to include demonstrations, presentations, drawings, or crowd gathering activities, you must confine such activity within your specific booth space and during public Expo hours only. If you have any type of interactive display, or an activity that may form a line, you must maintain a three-foot clearance from the aisle(s) to allow for crowds. All demonstrations must maintain a professional presence. If we find your demonstration to be in poor taste, we will not permit you to continue the activity.

Music played in your booth, whether live or recorded, may be subject to laws governing the use of copyrighted compositions. ASCAP, BMI, and SESAC are three authorized licensing organizations that collect copyright fees on behalf of composers and publishers of music. Take into consideration the placement of speakers and theater presentations when designing your booth and face the speakers to direct sound into your booth rather than out toward the aisle. The maximum allowable level of sound emitted from an exhibit booth or display is 90 decibels. If your exhibit exceeds this level, you will receive a warning to comply. Upon receipt of your second warning, AnitaB.org reserves the right to disconnect power from your booth for the remainder of the day. In the case of ongoing problems, we will disconnect your power for the remainder of the Expo.

What can I hand out on the Career Fair floor?

You may hand out literature, giveaways, or other promotional materials only within your contracted booth space or in a designated area pre-approved by AnitaB.org. We will discard any unauthorized materials placed elsewhere.

Is there an event logo we can use on our website or SWAG items?

Any use of the AnitaB.org logo or co-branding with the event must be approved by AnitaB.org in advance. Please email your request to GHC@AnitaB.org.

Can we use Grace Hopper’s image in any of my materials?

AnitaB.org does not own the rights to Grace’s likeness and cannot share any images or designs with third parties. Your organization will need to make arrangements with the Hopper estate to receive permission.

If you would like to use the Grace Hopper Celebration logo instead, please email your request to GHC@AnitaB.org.

Can I conduct business outside my booth space or place any items in the aisle?

You may not solicit business and/or distribute literature in aisles or engage in any activity that leads to aisle congestion. We do not allow aisle logos, such as gels or footprints, unless you purchased them as part of an official sponsorship.

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Shipping Information

How do I get my products and display materials into the Convention Center?

We prohibit soliciting business in aisles or engaging in any activity that leads to aisle congestion, including any roaming characters or models. If you plan to include demonstrations, presentations, drawings, or crowd gathering activities, you must confine such activity within your specific booth space and during public Expo hours only. If you have any type of interactive display, or an activity that may form a line, you must maintain a three-foot clearance from the aisle(s) to allow for crowds. All demonstrations must maintain a professional presence. If we find your demonstration to be in poor taste, we will not permit you to continue the activity.

You can have your materials delivered to Freeman’s Advance Warehouse, ship them direct to the GRB, or bring them in a Personally Owned Vehicle (POV) during the published move-in hours. You can find shipping information at Freeman Online > Shipping Your Exhibit.

How much does shipping cost?

A number of variables will influence your shipping costs such as distance, weight, and shipping method. To get an estimate of shipping costs, visit Freeman Online > Shipping Your Exhibit > Get Your Estimate.

Where should I ship my booth and collateral items?

You can ship your booth and expo materials to Freeman’s Advanced Warehouse beginning Wednesday, August 20 at 8 a.m. CT and ending Wednesday, September 19 at 3 p.m. CT. You can find the shipping addresses and additional shipping information through Freeman Online > Shipping Your Exhibit.

How should I label my materials for shipping to the Expo?

Freeman Online provides shipping addresses as well as blank shipping labels for materials going to the advanced warehouse or GRB. If you are using a small package carrier such as FedEx or UPS Ground, you will need to have the carries labels on the freight when shipping both inbound to Freeman’s Advance Warehouse and outbound after the end of GHC. We recommend also adding the official GHC Shipping Labels provided at Freeman Online > Forms & Brochures, as it will make it easier to read your company name and booth number for sorting.

What are the benefits of shipping to the Advance Warehouse?

By shipping to the Advanced Warehouse during the advance shipping timeframe, you will have greater flexibility with delivery dates and time. You will also have plenty of time to confirm that your shipment has arrived and everything is intact. Freeman will deliver these materials to your booth prior to the official exhibitor move-in time.

What should I do if my boxes are missing?

Report any missing boxes to the Freeman Service Center at the back of the Expo Hall under the Service Center hanging sign. Be sure to provide any tracking information you have to assist with locating your missing items.

What do I do with my empty crates and boxes during GHC?

Once you empty your crates, boxes, or pallets, you can mark them with EMPTY labels (available at the Freeman Service Center at the back of the Expo Hall under the Service Center hanging sign). Freeman will remove the labeled boxes and store them during the Expo. Freeman will return empty cartons/crates/pallets after removal of the aisle carpet following the close of the Expo on Friday afternoon. Please anticipate receiving your crate(s) between two and four hours of close. If you need assistance, please check with Freeman at the Exhibitor Service.

What is the process for shipping materials from the GRB after the Expo closes?

You may review the move-out information on the Freeman Online site for details on the exhibitor move-out process and schedule. Contact your carrier to arrange pick up of your materials. We recommend arranging your inbound and outbound shipping at the same time in advance. If you are shipping out with your own carrier, you must schedule the pickup and give them the move-out times and the driver check in times, provided at Freeman Online > Show Information.

You will receive a move-out letter with shipping instructions and a Material Handling Agreement with complete instructions on the morning of Friday, September 28. Please make sure to fill this out, listing your carrier of choice. Once your materials are all packed, labeled, and ready to leave the floor, take the completed Material Handling Agreement to the Exhibitor Services Center, process the paperwork, and leave your materials in the booth. This paperwork, tells us who to release your freight to and that it is ready to be loaded. If you do not submit your completed paperwork to the Exhibitor Services Center, your material will not be released to your carrier. Instead, we will reroute it through Freeman until the proper paperwork is submitted at your expense.

Once the carrier arrives, we retrieve the materials and load them to the carrier’s trucks. Should your carrier fail to show up and not be able to retrieve your materials, we will reroute the freight through Freeman at your expense.

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Expo Hours, Move-in/Move-out & Access

What are the public Expo Hall dates and hours?

Public Hours

Wednesday 9/26     11:30 a.m. – 5:30 p.m.
Thursday 9/27          9 a.m. – 5:30 p.m.
Friday 9/28               9 a.m. – 2 p.m.

We recommend you schedule your first interviews so that they begin each day 30 minutes after the Interview Hall opens. Sponsors should allow enough time for interviewees to pass through the badge security at the entrances and to find their interview location.

What are the Early Access Hours for the Expo Hall?

Early Access Hours

Wednesday 9/26      8 a.m. – 11:30 a.m.
Thursday 9/27          7 a.m. – 9 a.m.
Friday 9/28               7 a.m. – 9 a.m.

Who is allowed to enter the Expo Halls during Early Access Hours?

We grant Early Access to attendees who have registered as All-Access, Booth Staff, or Individual Academic Registrations. Access must be listed on the badge to gain access to the Expo Halls. Exhibitor Appointed Contractors (EACs) do not need to wear an official badge, but must obtain wristbands daily.

When can we set up our booth?

Booth Set-up Hours

Sunday 9/23            By appointment only, starting at 12 p.m. *
Monday 9/24           8 a.m. – 5 p.m.
Tuesday 9/25           8 a.m. – 5 p.m.
Wednesday 9/26     8 a.m. – 9:30 a.m. (final touches only)**
–                                 9:30 a.m. – 11:30 a.m. (final cleaning)

*To arrange for an appointment contact Freeman at FreemanHoustonES@freeman.com or (713) 770-6750.

**You must complete your booth set-up by 9:30 a.m. We will perform final aisle cleaning at 9:30 a.m. and the Expo Halls will open promptly at 11:30 a.m.

May I use my own truck or vehicle to deliver materials to my Expo Hall booths?

Yes, you may drive your own truck to deliver material after Saturday, September 23. Personally owned vehicles (POVs) may utilize a separate parking lot behind the loading dock to unload their items with their own hand trucks or dollies to hand carry items. Freeman will impose material handling charges to any vehicles that access the loading dock ramp or any designated freight loading bays.

Is there a designated parking lot for exhibitors at the George R. Brown Convention Center?

Exhibitors at the George R. Brown Convention Center (GRB) will find parking garages around the convention center. Parking garage locations and rates can be found at Freeman Online > Forms and Brochures > GRB Parking Garage Rates.

Can I set up my own booth?

Employees of the exhibiting companies may set and dismantle their own exhibit within the confines of their booth space without assistance from Freeman. We prohibit the use of power tools. You may use your own manual tools such as hammers, screwdrivers, ratchets, pry bars, etc.

If you know you will require labor for assistance in setting up your booth, you can order labor in advance by visiting Freeman Online > Order Products & Services > Labor. While onsite, you may order additional labor assistance at the Freeman Exhibitor Service Center.

Can I hand carry my items into the GRB?

Yes, you can hand carry items into the GRB.

For safety and security measures inside the GHC Expo, rolling bags of any size are prohibited, including travel luggage/suitcases, large carry-ons, and rolling luggage carts. GHC provides a luggage check service and you can store these items at no charge.

If the luggage or large carry-ons contain the exhibit materials, the security guards have the right to inspect before gaining access to the Expo Halls. Exhibitors must immediately bring the luggage/carry-ons directly to your booth.

During GHC, I need to contact Freeman for booth order questions. Where can I find them on-site?

GHC and Freeman provide an on-site Exhibitor Service Center to assist sponsors during the conference. The Service Center will be located at the back of the Expo Hall E under the Service Center hanging sign.

Will there be food and beverages in the Expo Hall?

Yes, there will be limited food available for purchase in the Expo Halls. Additionally, there are more concessions in the Hall B3, Level Three.

Do you permit alcohol in the Expo Hall?

We prohibit alcohol in booths at all times.

When can we dismantle our booth?

Booth Dismantling Hours

Friday 9/28             2 p.m. – 10 a.m.

  • You must not dismantle or pack before the Expo closes at 2 p.m. on Friday.
  • Freeman will return cartons/crates after removal of the aisle carpet. Please anticipate receiving your crate(s) between two and four hours after the Expo Halls close. Please check with Freeman at the Exhibitor Service Center at the back of Expo Hall under the Service Center hanging sign.
  • You must remove all exhibit materials from the Expo Hall by 10 p.m.

When can I break down my display and pack my materials?

You may break down your display or begin packing up until after the Expo Hall closes at 2 p.m. on Friday.

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Material Handling/Drayage

What is the difference between shipping and material handling?

Shipping is the transport of your exhibitor materials (freight) to the advance warehouse or direct ship to convention center via a carrier of your choice.

Material handling, often referred to as drayage, is the movement of your freight from the carrier to your booth and then back to the carrier at the close of the Expo. Material handling includes:

  • Unloading materials from your carrier’s truck.
  • Storage your materials at the advanced warehouse for up to approximately 30 days prior to move-in.
  • Delivery of the materials to your booth.
  • The handling of empty containers to and from storage (“empty” labels to be provided at the Freeman Service Center).
  • Removal of your materials from the booth for reloading onto your outbound carrier.

What company do I use for material handling?

Freeman is the exclusive provider of material handling services for GHC.

Is there a charge for material handling?

Yes, there are charges for material handling. The weight of the materials will determine the cost for handling.

How are material handling/drayage rates determined?

You may find the material handling rates at Freeman Online > Order Products & Services > Material Handling & Labels > Estimate Material Handling.

Rates are per 100 lbs. Divide the weight by 100 and round to the nearest 100 lbs.
Example: 100 lbs. is 1 CWT, 1,000 lbs. is 10 CWT. 1,000 lbs./100 = 10 CWT
CWT is Hundred Weight (C for Centum, a hundred, and Wt for weight) Certified weight tickets determine billable weight.

All drivers should attain these tickets for materials prior to arrival at the warehouse or direct ship to the convention center. Freeman reserves the right to determine weights for all shipments that do not include weight tickets. When Freeman weighs the shipment, they will charge the exhibitor for special handling.

Check your Expo schedule carefully to determine whether or not overtime charges may apply. Shipments handled before 8 a.m. or after 4:30 p.m. Monday through Friday, or anytime Saturday, Sunday, or holiday, will be assessed an overtime surcharge.

Tips: Read the shipping and material handling section of Freeman Online carefully. Be aware of any surcharge for special handing or late shipments and pay special attention to deadline dates. If you ship in advance to Freeman’s warehouse and your shipment arrives after the published deadline, you may be assessed a surcharge. Crated materials are the easiest to unload and therefore have the least expensive drayage charge. Loose, pad wrapped, and uncrated materials require more labor time and therefore may be assessed a special handling fee. It may be cost effective for you to build crates for any portion of your exhibit that is not crated.

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Exhibitor Storage

What storage options do I have as an exhibitor?

You can store items/additional products within your booth space, outside of attendee view. During set-up, Freeman provides labels for the empty crates and boxes you need removed, saved, and returned to you after the Career Fair closes for move-out. You may not store items behind your booth space or in the aisles. If you require storage space for items you will need access to during the Expo Hall hours, you may rent Accessible Storage from Freeman. Contact Freeman for pricing and options at FreemanHoustonES@freeman.com or (713) 770-6750. Accessible Storage is limited.

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Services at GHC

Do you provide Wi-Fi?

Yes, we provide complimentary Wi-Fi available throughout the GRB. However, we provide this service as an amenity for the attendees, and it is not intended for exhibitors use. There is a risk of interference with the Wi-Fi when exhibitors bring their own devices for use within their booth space.

Do you allow children in the Expo Halls?

For safety reasons, we do not permit children 17 years or age and younger in the Expo Halls or sessions. We provide child care for children between the ages of 0–12 years. You must pre-register your child; there is no drop-in child care. Space is limited and is available on a first-come, first-serve basis. Child care registration opens July 11. We will post more information on the GHC Website.

Is there child care at GHC?

AnitaB.org provides complimentary child care for children of attendees who are between the ages of 0-12 years. You must pre-register your child; there is no drop-in child care. Space is limited and is available on a first-come, first-served basis. Registration opens July 11. We will post more information on the GHC Website.

Is there a private room for nursing mothers to use during GHC?

Yes, we provide private rooms for nursing mothers in the convention center and headquarter hotels. We will post more information on the GHC Website in summer.

What accommodations are there for exhibitors or attendees with disabilities?

We encourage individuals with disabilities to email GHC@AnitaB.org so we may offer them appropriate accommodations. We will open requests for these services July 11.

It is your responsibility as an exhibitor to be aware of and comply with ADA guidelines. We encourage you to design booths that are accessible to all. If your booth is inaccessible, you will be responsible for making alternative arrangements to serve the needs of persons with disabilities. Particularly pay attention to raised flooring and platforms as these can present a hazard for tripping and injury. If you include these in your booth, you’ll need to clearly mark them with special caution tape or similar warning devices.

Is there a luggage check for attendees and exhibitors?

Yes, we offer luggage and coat check for exhibitors and attendees. We will post information, location, and hours on the GHC Website in summer.

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Media, Photography & Social

Can I see a list of media who will be at GHC 18?

Hotwire, our PR agency, compiled a comprehensive communications guide for sponsors. Please direct any media related questions to AnitaB@hotwireglobal.com.

What are the official hashtags for GHC?

Our official hashtags are #GHC18 and #TopCos. To be part of a larger conversation, we will also use #WomeninTech and #DiversityinTech. Late this summer, we will post a Sponsor Communications Playbook to help you prepare and leverage opportunities.

What are the official Twitter handles for GHC?

The celebration handle is @GHC18. Our organization handle is @anitab_org.

What is the official Instagram handle for GHC?

We use our organization handle, @anitab.0rg/.

Can I take pictures or videos at the GHC?

We allow individuals to take photos and videos during GHC hours. You may not take photographs or record video during setup or dismantling. Professional photographers hired to take photos or videos within the sponsor’s booth space will need to be registered as Booth Staff. You may purchase additional Booth Staff Registrations for $600 per registration until June 22 or when sold out. To purchase additional registrations, send your request email to your Business Development Executive contact or BusinessDevelopment@AnitaB.org. You may not deny a reasonable request from an attendee to photograph an exhibit from the aisle. You may not photograph or videotape another exhibitor’s display without permission from the exhibitor.

How can I get pictures of GHC outside of my booth?

AnitaB.org will have event photographers at venues throughout GHC. We will share some of these photos on the GHC website at the end of each day for you to use.

We reserve the right to use any photography from the event for marketing purposes. By entering the GRB, you acknowledge that we may use your image and organization’s booth property in marketing and press materials.

Where can I find more information about press at GHC?

You must coordinate all press conference and media events related to an exhibitor’s participation at GHC with AnitaB.org staff. We prohibit press conferences by exhibitors in the Expo Hall. You may not schedule a press conference at hotels or other locations away from the GHC conference. You may place press kits in the Press Lounge. Hotwire, our PR agency, will release the list of attending press and Press Lounge location a few weeks before the event. You may direct any press questions to AnitaB@hotwireglobal.com.

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