Exhibiting at HPBExpo requires planning, but we’re here to make it easy. This guide gives you all the forms, instructions, and resources to prepare efficiently, set up your booth smoothly, and focus on connecting with buyers.

Order forms from our official general service contractor, Freeman, and other approved specialty contractors are available below. Have questions? Visit the FAQs page or contact our Exhibits Team at exhibits@hpba.org.

🧭 Quick Navigation

1. Getting Started
2. Rules, Policies & Required Forms
3. Sponsorship, Marketing & Strategy
4. Shipping, Drayage & FREEMAN Services
5. Booth Setup & Services
6. Burning Requirements
7. Onsite Support
8. Show Move-Out
9. Need Assistance?

🚀 1. Getting Started

Essential Information

• 1.1 Exhibitor General Info
• 1.2 Exhibitor Deadlines
• 1.3 Exhibitor Badge Registration
• 1.4 Exhibitor Hotel Reservations
• 1.5 HPBA Membership Information
• 1.6 Who to Contact
• 1.7 Exhibitor Newsletter Archive
• 1.8 International Visitors/Letters
• 1.9 FAQs

💡 Tip: Register early for badges to save money and avoid delays onsite.

City & Venue Details

• 1.10 New Orleans Visiting Information
• 1.11 Convention Center Exhibitor Policies & Information
• 1.12 Convention Center Venue Floor Plans
• 1.13 Convention Center Taxi/Rideshare Map
• 1.14 Convention Center Area Parking

📋 2. Rules, Policies & Required Forms

Regulations & Requirements

• 2.1 Trade Show Rules & Regulations for Exhibiting
• 2.2 Exhibit Space Rental Charges & Terms
• 2.3 Show Policies
• 2.4 Covered or Multi-Level Exhibit Requirements (MCCNO)
• 2.5 Fire Inspector Notice
• 2.6 New Orleans Labor Jurisdictions
• 2.7 Insurance Requirements (order temp. insurance below)
• 2.8 Hanging Sign, Aerial, & Theatrical Labor Rules & Regulations (Freeman)
• See Section #6 for Indoor & Outdoor Burning Requirements

💡 Tip: Review Section #10. of the Trade Show Rules & Regulations to ensure booth design is acceptable.

Required Approval & Order Forms

• 2.9 Ancillary Meeting/Event Approval Request Form
• 2.10 Exhibitor Appointed Contractor (EAC) Form
• 2.11 Third-Party Billing Authorization (Freeman)
• 2.12 Variance / Hanging Sign / F&B Approval Form
• 2.13 Temporary Exhibitor Insurance Order Form
• See Section #6 for Indoor & Outdoor Burning Approval Forms

💡 Tip: Complete insurance, EAC, and burning approvals early to prevent move-in delays.

📣 3. Sponsorship, Marketing & Strategy

• 3.1 Sponsorship Opportunities
• 3.2 New Product Pavilion / Attendees’ Choice Awards Entry
• 3.3 Update Exhibitor & Mobile App Listing
• 3.4 Additional Company Listing Order Form
• 3.5 Exhibitor Marketing Toolkit
• 3.6 Exhibiting Strategy Checklist
• 3.7 Exhibit Like an Expert – Booth Planning Guide

💡 Tip: Use free tools available in the Marketing Toolkit to announce your participation and maximize ROI.

🚚 4. Shipping, Drayage & Freeman Services

Official General Contractor – Freeman

• 4.1 Freeman Online Exhibitor Login
• 4.2 Freeman Notification Summary

Overview & Guidance

• 4.3 Freeman Quick Facts & Show Schedule
• 4.4 Shipping & Material Handling Information
• 4.5 Shipping & Material Handling – What’s the Difference
• 4.6 Shipping & Material Handling Video
• 4.7 Shipping Checklist
• 4.8 Freeman FAQ’s

Shipping to HPBExpo

• 4.9 Targeted Exhibitor Move-In Schedule (Coming Soon)
• 4.10 Targeted Exhibitor Move-In Change Request
• 4.11 Advanced Warehouse Shipping Labels – PRINT
• 4.12 Show Site Shipping Labels – PRINT
• 4.13 Hanging Sign Labels – PRINT
• 4.14 “This Side Up” / “Do Not Stack” / “Fabric Backwall” Labels – PRINT
• 4.15 Directions to Freeman Marshalling Yard – For Show Site Shipments
• 4.16 Freeman Transportation & International Shipping Services

💡 Tip: Ship early to the warehouse whenever possible to reduce stress on move-in day.

Material Handling / Drayage

• 4.17 Material Handling Fees & Capping System
• 4.18 POV/Cart Service Rates & Regulations
• 4.19 Mobile Unit & Vehicle Spotting Rates
• 4.20 Accessible Storage Information
• 4.21 Priority Crate Return

💡 Tip: Estimate material handling fees prior to the event and budget accordingly.

🛠️ 5. Booth Setup & Services

Freeman Rentals & Booth Essentials

• 5.1 Exhibit Packages
• 5.2 Custom Exhibits
• 5.3 Carpet/Flooring
• 5.4 Furnishings
• 5.5 Signs & Graphics | Graphic Guidelines
• 5.6 Cleaning Services
• 5.7 Fire Extinguisher Rental
• 5.8 Frequently Missed Items

Freeman Labor Services

• 5.9 Display, Forklift, Hanging, Aerial & Theatrical Labor Services
• 5.10 New Orleans Labor Jurisdictions

Audio Visual Labor Services

• 5.11 Freeman Production & Audio Visual Services

Utilities & Specialty Vendors

• ⚡ 5.12 Electrical – Pricing Review | Ordering Portal
• 💧 5.13 Natural Gas / Air / Water / Drain – Pricing Review | Ordering Portal
• ☎️ 5.14 Telephone – Pricing Review | Ordering Portal
• 🌐 5.15 Internet – Pricing Review | Ordering Portal
• 📲 5.16 Lead Retrieval Ordering Instructions
• 🍴 5.17 Booth Catering – Menu | Ordering Portal
• 🧾 5.18 Temporary Exhibitor Liability Insurance
• 🏢 5.19 Onsite Business Center
• 🌿 5.20 Plant & Floral Ordering
• 🔒 5.21 Security for Individual Booths – Submit Inquiry

🔥 6. Burning Requirements

Indoor Burning

• 6.1 Indoor Burning Request Form
• 6.2 Indoor Burning Requirements
• 6.3 Fire Inspector Notice
• 6.4 Natural Gas Pricing Review | Ordering Portal
• 6.5 Fire Extinguisher Rental (Freeman)

Outdoor Burning

• 6.6 Outdoor Burning Request Form
• 6.7 Outdoor Burning Requirements
• 6.8 Outdoor Cooking Requirements
• 6.9 Fire Inspector Notice
• 6.10 Tent & Canopy Rental Information
• 6.11 Fire Extinguisher Rental (Freeman)
• 6.12 Raw Food Menu | Ordering Portal

🏁 7. Onsite Support & During the Show

• 7.1 Show Schedule
• 7.2 Accessible Storage Information
• 7.3 Lead Retrieval Orders
• 7.4 Business Center & Printing
• 7.5 Contacts
• 7.6 Set-up Safety Checklist
• 7.7 Freeman Service Desk Location & Hours (Coming Soon)

📦 8. Show Move-Out

• 8.1 Your Show Move Out
• 8.2 Priority Crate Return
• 8.3 Post-Show Survey / Feedback (Coming Soon)

📞 9. Need Assistance?

HPBA Exhibits Team
exhibits@hpba.org

Freeman Customer Support
US or Canada: (888) 508-5054 | International: 1(817) 210-4869 | WhatsApp: (214) 984-3514

Freeman Shipping Quote
(800) 995-3579 | Domestic: exhibit.transportation@freeman.com | International: international.freight@freeman.com