Access to the Austin Convention Center for move-in and move-out is allowed on the date(s) and time(s) listed on the contract under “Licensed Premises”.
The Department refrains from accepting, storing, or shipping packages for show management, exhibitors, delegates, the Contractor before an event.
For more information, please see the Freight & Shipments in our Operational Policy
Requests for early move-in are taken one (1) week prior to the first move-in day.
The General Service Contractor is required to place at least one (1) representative at the entrance gate to the service yard to issue dock passes for freight waiting to enter the yard or unload at the dock.
All move-in and move-out of exhibit materials must be through the service yard, the designated loading docks, freight elevators and freight doors. The lobby areas, side doors, escalators and passenger elevators are not to be used for this purpose.
Doorways, carpeted areas, path leading to staged area and floors must be protected from the movement of crates, registration counters, pallet jacks, plants, sign-hanging activities, and all other rolling equipment during move-in and move-out.
Carpeted areas must be protected by the use of a minimum of six-millimeter (6mm) polyethylene sheeting (reinforced preferred). For heavy objects and powered lift equipment, temporary carpet or plywood on top of reinforced polyethylene sheeting must be used. No wood of any kind may be stored on any carpet throughout the facility, including during move-in and move-out.
Automobiles require approval to be allowed in the facility. Additional security must be used to facilitate moving vehicles in and out of the building.
More information on vehicle requirements can be found in our Operational Policy
Motorized and display vehicles are not permitted in permanent carpeted areas.
Bicycles and carts are allowed only on the exhibit floor and in the service corridors.
Dock spaces are assigned to the general service contractor based on availability by the event coordinator. The general service contractor will then be responsible for assigning individual dock spaces for Deco, Freight, AV and exhibitors throughout move-in, show and move-out.
The Client or GSC is responsible for securing the required open top dumpster for all expo events. An open top dumpster is required for all non-recyclable goods. The General Service Contractor is responsible for scheduling the delivery and removal of open top dumpsters. Dumpsters must be pickup up by the last date contracted, they may not be kept in the service yard past this date.
It is our policy that all contractors and their associated staff pick up a wristband at the service yard gate (located on Red River St.) before entering the building.
All exhibitory equipment, boxes, crates, and pallets should be kept at least three (3) feet off the walls at all times.
12.2
Show
Department personnel will refrain from entering exhibit booths to clean.
The decorating company is responsible for servicing all of their equipment (i.e. booth carpet cleaning, emptying booth trash cans, etc.)
Removal of crates, cardboard and/or pallets from the exhibit hall is required.
Custodial services are provided for all public areas, restrooms, meeting rooms and ballrooms (except when used for exhibits) at no cost to clients. Facilities personnel will clean non-carpeted food service areas on show days only, as well as will empty trash containers placed in the aisles during show and non-show hours.
Clients are responsible for the removal of bulk trash in the meeting rooms, ballrooms, exhibit halls and pre-function areas such as registration and show office areas during move-in, show and move-out.
Clients are responsible for removing all tape and chalk markings from the exhibit hall floor or carpeted areas at the end of the event.
Crate storage must take place in trailers or off premise.
Flammable liquids are prohibited from being brought into or used in the facility.
Display vehicles require inspection by the Department.
Exit signs must be visible at all times.
Permission from the Department is required to store general service contractor equipment, such as forklifts, truck trailers, etc. before or after the lease premises date(s).
Parking is not allowed in the service yard.
12.3
Move Out
The Department expects the facility to be returned to the condition in which it was received.
Excessive clean-up required by the Department will be invoiced to the Contractor.
Remove all form of waste throughout the facility coming from your event.
Carpet removal is the sole responsibility of the General Service Contractor and all carpet should be removed off-site by the end of the last contract date.
Any debris left on premises, tape or residue left on any surface, will be removed by the Department and the cost will be invoiced to the Clients.
The General Service Contractor is responsible for all damages resulting from their activities.
Any property not removed and that has not been claimed is considered abandoned by Clients, its contractors or exhibitors. The Department may take possession of and dispose of such property without liability. The Client will be invoiced for the cost associated with such disposal.
General Service Contractor equipment can only stay in the building or service yard with prior approval by the Department.