Shipping & Move-In/Move-Out Information

For assistance, please contact our Exhibitor Service Department at (888) 605-6059 or email inquiry@nycomiccon.com.

Click on the Exhibitor Action Checklist/Additional (Official) Contractors Services section of the manual to see all approved vendors for this event.

SHIPPING & MOVE-IN - The installation of exhibits will take place according to the attached color coded target map.  CLICK HERE FOR MAP. Targeted move-in is for delivery of freight; you do not have to begin construction of your booth on your target date/time, but your freight shipment(s) should be at the convention center on that date and time.  Obviously, your installation cannot begin until your freight is delivered and any utilities you need have been installed, so be certain to order these in advance of move-in.  Keep in mind, your target date & time applies to when your shipment(s) must be received by - it does not mean you must begin to set-up your booth at that time.

If you have questions regarding your move-in, please contact FREEMAN for more information regarding move-in times and dates at (201) 299-7575.

WAREHOUSE SHIPMENTS - Freeman will accept crated, boxed or skidded materials beginning Monday, September 09, 2013 at the below listed address. Material arriving after October 01, 2013 will be received at the warehouse with an additional after deadline charge. Warehouse materials are accepted at the warehouse Monday through Friday between the hours of 8:00 AM - 2:30 PM.  ANY SHIPMENTS RECEIVED OUTSIDE OF THIS TIME-FRAME WILL INCUR ADDITIONAL CHARGES

Please make sure your WAREHOUSE SHIPMENTS are labeled as follows:

Exhibiting Company Name / Booth #____________
NEW YORK COMIC CON
C/O FREEMAN
1 RAILROAD PLACE
MASPETH, NY 11378

DIRECT TO SHOW SHIPMENTS - Freeman will receive shipments at the exhibit facility beginning Tuesday, October 08, 2013. Shipments arriving before this date may be refused by the facility. Any charges incurred for early freight accepted by the facility will be the responsibility of the exhibitor.

Please note: All items and materials that must be brought into the facility may be subject to Material Handling Charges and are the responsibility of the Exhibitor.  This also applies to items not ordered through the Official Show Vendors.

Please make sure your DIRECT TO SHOW SHIPMENTS are labeled as follows:

Exhibiting Company Name / Booth #____________
NEW YORK COMIC CON
C/O FREEMAN
JACOB K. JAVITS CONVENTION CENTER
655 W 34TH ST
NEW YORK, NY 10001-1188

Crate Removal, Storage & Return - Empty crates, shipping containers, cardboard boxes, etc. marked with “EMPTY STICKERS” will be removed to storage and returned to your booth at the end of the show by our floor crew at no additional charge, provided you have used material handling services for the delivery of your booth.  Do not store merchandise in crates or cartons marked for empty storage or behind booths- this is prohibited due to Fire Regulations in the building.  “EMPTY STICKERS” can be acquired from the FREEMAN desk located at the Exhibitor Service Center.  Please label your materials as soon as they are ready to be removed.  We ask your cooperation in this important matter so that we can clean the aisles and install aisle carpet.

Customs Broker / International Shipping - TWI Group is the official provider of international shipping, customs brokerage, freight forwarding and related services for New York Comic Con.  All merchandise imported into the United States requires Custom House Clearance prior to release from any USA port or airport.  It is the sole responsibility of the exhibitor to adhere to customs and international guidelines. 

The exhibitor must insure that all documents are valid and complete and procedures are followed correctly.  Show Management will not be held liable for freight held up due to customs issues, duty payments or any other problems related to inbound and outbound international shipments. 

TWI Group will maintain a full staff on-site at the Exhibitor Service.

Please refer to the Exhibitor Action Checklist/Additional (Official) Contractors Services section of this online manual for additional information.

Elevators and Escalators - All large and heavy equipment should be transported using the freight elevator.  No equipment may be transported on escalators. This includes items such as easels, chairs, tables, wheelchairs, baby carriages, and other similar devices. Normally, escalators are not operated on move-in and move-out periods.

Passenger elevators are not to be used for transporting heavy freight and equipment.

Freight Moving - Javits' Freight Handlers are responsible for loading and unloading trucks and delivering exhibitor freight and machinery to and from exhibitors' booth; loading and unloading decorating contractors' equipment to and from a marshalling point on the exhibit show floor; and perform rigging work with forklifts. Freight Handlers are hired from the Center by general decorating contractors. Freight Handlers work under the direction and supervision of the general decorating contractor and their shifts are determined and organized by the contractor. Freight Handlers are represented by the International Brotherhood of Teamsters, Local 807.

Work Hours: Freight Handlers have three shifts per day, per event, per contractor and are paid straight time from Monday to Friday (except holidays). Freight Handlers are paid overtime (1 1/2 times) for Monday to Friday work over eight hours and all day Saturday and Sunday. They are paid double time for all work on holidays.  Freight Handler’s have 11 holidays: New Year's Day, Washington's Birthday, Memorial Day, Independence Day, Labor Day, Columbus Day, Election Day, Veteran's Day, Thanksgiving and the day after, and Christmas.

Freight Moving Exhibitors May Do Themselves ("Hand Carry Policy")

  • Hand-Carried items can be brought in through the front of the building (east side) and at specified times, the north side, as long as traffic regulations are obeyed. Temporary loading and unloading zones are assigned and managed by Javits Public Safety personnel in conjunction with Show Management Staff. Loading and unloading of vehicles is limited to vehicles no larger than an Econoline van. Vehicles must be attended by a licensed driver at all times.
  • Moving company trucks may be loaded and unloaded only on the Javits Center loading dock by Javits Freight Handlers. Such trucks may not be loaded or unloaded in front of the building or on the north end or anywhere else in the vicinity of the Center, as their freight is not considered "hand carry" regardless of its size. Under no circumstances will moving company employees, or any persons other than Javits Freight Handlers or direct employees of an exhibiting company engaged in legitimate "hand carry," be permitted to handle freight on Javits Center property.
  • Exhibitors may use nothing larger than a two-wheeled baggage cart (plastic or rubber wheels only) to move their items. Hanging clothing racks with four wheels are allowed for moving hanging garments.
  • "Pop-up" displays, equal or less than 10' in length, capable of being carried by hand by one person may be brought in.
  • Exhibitors moving items must use the doors and routes designated by event management.
  • Individuals moving these items must be employees of the exhibiting company and must carry identification with them to verify this fact.

Labor Regulations - New York City has several major unions that have jurisdiction over trade shows.  Please plan now to abide by labor regulations.  FREEMAN is the official labor contractor.  Labor arrangements may be made to set-up, service and dismantle your exhibit. 

Information regarding labor jurisdiction can be found in the Exhibitor Action Checklist/Additional (Official) Contractors Services section of this online manual. If you have any further questions or would like a quote for labor services, you may contact FREEMAN directly at (201) 299-7575.

Lend-A-Hand Program - For those exhibitors who are “do-it-yourself-ers” we’re offering a little extra assistance. We’ve secured easier access and additional free labor for both move-in and move-out. Please review the details and qualifications closely:

LEND-A-HAND MOVE-IN

  • “POV” (Privately Owned Vehicles) are defined as cars, pick-up trucks, vans, and other trucks primarily designed for passenger use and no larger than a Ford Econoline Van.  Vehicles containing more than 300 lbs of materials, straight trucks, bobtail, contract carriers and vehicles with trailers are NOT considered POV’s and must report directly to FREEMAN Marshaling Yard.
  • All box trucks, regardless of length shall not be permitted in the POV/Lend-A-Hand areas and must go to the loading dock in the rear of the exhibit hall.  All materials loaded in/out of the loading dock will be subject to building charges for the handling of materials
  • Vehicles with trailers are also not permitted in the POV/Lend-A-Hand areas and must also go to the loading dock in the rear of the exhibit hall.  All materials loaded in/out of the loading dock will be subject to building charges for the handling of materials.
  • Program Time & Dates
    • Tuesday, October 8, 2013 from 9:00 AM – 6:00 PM
    • Wednesday, October 9, 2013 from 8:00 AM – 6:00 PM
  • Vehicles may enter at 34th and 11th Street next to the Javits for assisted labor
  • On 34th Street next to the Javits, free labor will assist with unloading materials from the vehicle and brought directly to the booth. A check-in area will be provided for this service. Labor will be provided at a first come, first serve basis
  • Labor assistance on 34th Street is provided at NO Charge and Tipping labor is strictly prohibited
  • Exhibitors are still permitted to self-load / unload and move materials using a 2-wheeled hand truck from the POV lane of the Inner-Roadway

LEND-A-HAND MOVE-OUT

  • There will be a sign-in area for assisted labor move-out at 34th and 11th Street next to the Javits
  • If you wish to utilize this service, sign in at the predetermined location at the shows conclusion and labor will be provided to come to your booth, load your materials and bring to your vehicle
  • Labor assistance at the Crystal Palace entrance is provided at NO Charge and Tipping labor is strictly prohibited
  • Labor assistance on 34th Street is provided at NO Charge and Tipping labor is strictly prohibited
  • Program Time & Dates
    • Sunday, October 13, 2013 6:00 PM – 11:59 PM

Material Handling Agreements/ Shipping Information - All freight that is to be shipped from the Javits Center must be accompanied by a Material Handling Agreement (MHA) unless you have small pieces which you intend to hand carry. All pieces must also be labeled with the booth name and number, as well as destination.  Material Handling Agreements may be obtained from FREEMAN at the Exhibitor Service Center located in the West quadrant of the Crystal Palace.
You must have your exhibit completely dismantled and packed before returning your completed Material Handling Agreement (MHA) to the FREEMAN Service Desk.

Material Handling (Drayage) Services - FREEMAN is the exclusive material handling provider on the exhibit floor.  They will receive all shipments whether consigned in advance to their warehouse or sent directly to the Javits Center.  Material Handling includes return of your empty cartons and crates at the close of the Show.  Please refer to the Exhibitor Action Checklist/Additional (Official) Contractors Services section of this onlinemanual for more details.  FREEMAN will maintain a full staff on-site at the Exhibitor Service Center located in the West quadrant of the Crystal Palace. 

Outbound Shipping - FREEMAN Transportation is the Official Carrier of New York Comic Con.  Please refer to the Exhibitor Action Checklist/Additional (Official) Contractors Servicesntractors Services section of this online manual for further information and assistance regarding Air Freight, Padded Van Lines, and Common Carrier.  FREEMAN Transportation will maintain a full staff on-site at the Exhibitor Service.

Privately Owned Vehicles (POV) - Defined as cars, pick-up trucks, vans, and other trucks primarily designed for passenger use and no larger than a Ford Econoline Van.  Vehicles containing more than 300 lbs of materials, straight trucks, bobtail, contract carriers and vehicles with trailers are NOT considered POV’s.

Box Trucks, Cube Trucks, U-Haul Trucks, Ryder Trucks, And Other Large Rental Vans, As Well As Any Trailers Hitched To Any Vehicle Are Not Permitted In The Self-Service Hand-Carry Unloading Areas At All Times. 

Self-Unloading/ Privately Owned Vehicles (POV) Access Area

  • Program Time & Dates
    • Tuesday, October 8, 2013 from 8:00 AM – 6:00 PM
    • Wednesday, October 19, 2013 from 7:00 AM – 6:00 PM
  • We suggest 3 individuals per car, two to unload and stage materials within the Javits Center North Concourse.  Please do not go directly to your booth until fully unloaded.  Once all materials are removed and staged, we will need the vehicle moved right away (by the third individual) out of the Inner Roadway
  • Security will be strictly enforcing rapid unloading and exit of vehicles

ForHand-Carry items the Javits Center is very flexible it comes to off-loading your booth materials as long as you follow the rules.  The movement of all freight from the loading docks at the Javits Center is handled by Teamsters.  However, Exhibitors are allowed to bring in certain hand-carried items through the front of the building on 11th Avenue (east side) and at specified times, the north side, as long as traffic regulations are obeyed.  

A special POV LANE and short term parking area will be located in the “Inner-Roadway” off of 11th Avenue.

Suitable vehicles for the self-service hand-carry unloading procedure - Privately Owned Vehicles (POV’s) are defined as cars, pick-up trucks, vans, and other trucks primarily designed for passenger use.  Vehicles containing more than 300 lbs of materials, straight trucks, bobtail, contract carriers and vehicles with trailers are NOT considered POV’s and must report directly to FREEMAN Marshalling Yard

Box Trucks, Cube Trucks, U-Haul Trucks, Ryder Trucks, And Other Large Rental Vans, As Well As Any Trailers Hitched To Any Vehicle Are Not Permitted In The Self-Service Hand-Carry Unloading Areas At All Times.  These Vehicles Will Be Directed To The Javits Loading Docks And Unloaded By Union Labor At The Exhibitor’s Expense. 

All single occupancy vehicles will be turned away by security personnel – no exceptions. There must be someone representing the exhibitor with the vehicle at all times/vehicles left unattended will be towed at exhibitor expense.

Temporary loading and unloading zones are assigned and managed by Javits Public Safety personnel in conjunction with show management staff.

Loading and unloading of vehicles is limited to vehicles no larger than an Econoline van.

Vehicles must be attended by a licensed driver at all times.

Moving company trucks may be loaded and unloaded only on the Javits Center loading dock by Javits Freight Handlers.   Such trucks may not be loaded or unloaded in front of the building or on the north end or anywhere else in the vicinity of the Center, as their freight is not considered "hand carry" regardless of its size. Under no circumstances will moving company employees, or any persons other than Javits Freight Handlers or direct employees of an exhibiting company engaged in legitimate "hand carry," be permitted to handle freight on Javits Center property.

Exhibitors may use nothing larger than a two-wheeled baggage cart (plastic or rubber wheels only) to move their items. Hanging clothing racks with four wheels are allowed for moving hanging garments.

"Pop-up" displays, equal or less than 10' in length, capable of being carried by hand by one person may be brought in.

Exhibitors moving items must use the doors and routes designated by event management.

Individuals moving these items must be employees of the exhibiting company and must carry identification with them to verify this fact.

Vehicle Demonstrations Or Exhibitions - There is a round trip spotting fee per vehicle.  Please refer to the FREEMAN Manual link in the Exhibitor Action Checklist/Additional (Official) Contractors Services section of this online manual for more information.

  • Vehicles are allowed in the Javits Center for display purposes provided they meet the following requirements:
  • Fueling or fuel removal is prohibited.
  • Vehicles are prohibited from being moved during an event without prior approval.
  • Natural gas powered vehicles must have the tank purged before entering the building.

Gasoline powered vehicles on display must have fuel maintained at ¼ tank or five (5) gallons, whichever is less. Fuel tank caps must be locked or taped shut. Battery cables must be disconnected, and the connecting leads wrapped with electrical tape. Gasoline and diesel fueled material handling equipment may not be stored overnight anywhere in the exhibit halls.

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