Important Exhibitor Task List

Review the list of tasks below for items that you will need to complete to continue planning for the event.

Required Tasks for ALL Exhibitors Vendor Deadlines & Additional Tasks

Required Tasks for ALL Exhibitors

Vendor Deadline	Task
ASAP	Edit Your Company Profile This profile includes contact info & product categories and is visible on the public Exhibitor List and the event app. **You must be logged in to the Resource Center to access this section.
ASAP	Register for Exhibitor Badges All staff working in your booth space during the event will need an Exhibitor Badge. This badge will also give you access during installation & dismantle days.
ASAP	Invite Customers or Buyers Through the Exhibitor Registration portal you can also invite your customers to attend The Running Event. All exhibitor eVIP invitations are at no cost to you; they are included with your exhibit space purchase.
October 1, 2026	Submit Booth Approval Form Through this form you will provide booth details along with drawings of the booth design for our Operations team to evaluate and approve. This form is required for ALL Exhibitors.
Submit Exhibitor Appointed Contractor (EAC) Form Required to be completed ONLY if you are hiring an outside contractor to install/dismantle your booth. You do not need to fill this out if you are building your booth yourself or if you are hiring our Official General Contractor, Freeman.
Food Permit Application Food & Beverage Sampling Regulations A temporary food service permit application is required if an exhibitor is sampling food or beverage. Booths that are distributing pre-packaged food items are exempt from permitting. All companies at The Running Event and Indie 5K that plan to sample food or beverage must apply for the below permit.

Vendor Deadline

Task

ASAP

This profile includes contact info & product categories and is visible on the public Exhibitor List and the event app.
**You must be logged in to the Resource Center to access this section.

ASAP

Register for Exhibitor Badges

All staff working in your booth space during the event will need an Exhibitor Badge. This badge will also give you access during installation & dismantle days.

ASAP

Invite Customers or Buyers

Through the Exhibitor Registration portal you can also invite your customers to attend The Running Event. All exhibitor eVIP invitations are at no cost to you; they are included with your exhibit space purchase.

October 1, 2026

Submit Booth Approval Form

Through this form you will provide booth details along with drawings of the booth design for our Operations team to evaluate and approve. This form is required for ALL Exhibitors.

Submit Exhibitor Appointed Contractor (EAC) Form

Required to be completed ONLY if you are hiring an outside contractor to install/dismantle your booth. You do not need to fill this out if you are building your booth yourself or if you are hiring our Official General Contractor, Freeman.

Food Permit Application

Food & Beverage Sampling Regulations

A temporary food service permit application is required if an exhibitor is sampling food or beverage. Booths that are distributing pre-packaged food items are exempt from permitting. All companies at The Running Event and Indie 5K that plan to sample food or beverage must apply for the below permit.

Vendor Deadlines & Additional Tasks

Vendor Deadline	Task
ASAP	Review the Marketing Toolkit Explore Activation Opportunities Access promotional assets to help you to spread the word about TRE 2026 and browse available sponsorship opportunities.
ASAP San Antonio Police Department Off-Duty Employment Unit	Order Booth Security Booth Security Pricing Information- Pricing valid until October 1, 2026. If your booth contains valuables which are difficult to secure or setup/ teardown on a daily basis, you may want to hire your own security guard overnight.
October 20, 2026 (Early Bird Discount Deadline)	Order Lead Retrieval You can order Lead Retrieval service to scan badges of visitors to your booth to capture their information after the event.
October 29, 2026 - November 20, 2026	Ship to Freeman Warehouse If you will be shipping your materials in advance of the event to the Freeman Warehouse, please note the indicated timeframe. Freeman will deliver your materials to your booth prior to the event. Please contact Freeman for all associated fees.
Discount Deadline: November 2, 2026	Freeman Online Ordering Mannequin Pricing - *Deadline to Order Mannequins is November 11th.* If you will be ordering any of the following items, please do so before the deadline: Order Furniture & Accessories Electrical Water, Drainage & Compressed Air Audio Visual Booth Package & Rental Exhibits Order Flooring Order Signs & Graphics Order Labor Mannequins
November 5, 2026	Book Hotel Rooms Please be sure to book your hotel stay through the ONLY official Housing Vendor, onPeak. Please let us know if you are contacted by any other companies regarding housing.
Incentive order deadline: November 14, 2026	Order Internet/ Technical & Telephone Henry B González has complimentary WIFI available in all public spaces and meeting rooms (this does NOT include Exhibit Halls and Ballrooms). Speeds may vary depending on device capabilities and service is vulnerable to interference from other wireless devices. If you are conducting a product demonstration, presentation, or streaming video over the Internet, the purchase of a wired Internet connection is strongly recommended.
November 28, 2026	Ship to Show Site Label Freeman will begin receiving materials on-site on this date. Shipments arriving prior to November 28, 2026 may be refused by the venue and/or incur additional charges. Freeman will receive your materials and deliver them to your booth space. Please contact Freeman for all associated fees.

Questions?

Please feel free to e-mail us at customerservice@divcom.com, use the chat feature below, or call +1-207-842-5508. We look forward to working with you in preparation for a successful event!

Important Information

Recently The Running Event has been the target of groups that offer a variety of fraudulent services. This includes but is not limited to fraudulent travel, advertising, and data services. Many of our customers have reported that these groups who are not our official vendors fail to deliver on their promises to provide hotel reservations, advertising, or accurate data, then refuse to grant refunds. Some of these groups engage in illegal phishing practices or embed malware in their messages that could (if clicked) infect/hack your company’s systems. We strongly advise that you do not click on any links from e-mails or groups that look suspicious and always check our Official Vendor List before contracting with anyone. If you suspect that you have been contacted by a fraudulent vendor or have any questions, please contact us at customerservice@divcom.com. Please note that The Running Event and its official vendors DO NOT sell attendee lists under any circumstance. Companies or groups offering such lists are not affiliated with The Running Event in any way and cannot possibly have accurate attendee data. Buyers should beware!

Complete Important Exhibitor Tasks

Questions?

Important Information