SWVS 2026 Henry B Gonzalez Convention Center
Exhibit Hall 4AB San Antonio, TX September 16-20, 2026
Introducing
Trade Show Planning: Your Road Map to Success
NO EXHIBITOR LEFT BEHIND is more than a motto—it’s our pledge to you. Our new Exhibitor Service Manual is one of many tools we’ve created to guarantee you have a smooth, positive experience. Whether you’re exhibiting for the first time or an experienced exhibitor, this easy-to-use kit guides you through the steps of planning a successful event from start to finish. “easy-to-use kit” From decorating and setting up your booth to ordering key services, the kit provides all the product and service information, links, dates, and order forms you’ll need. It even offers the convenience of shopping online and ordering our services 24/7. Our goal is to simplify the process and deliver the unexpected while you remain focused on the show.
Speak To Our Team If you have questions or need to discuss any display or graphics needs, contact your project manager at 407-292-0025 or eventservices@ags-expo.com
Table of Contents Conference Information
Shipping & Material Handling
Guidelines for Display. . . . . . . . . . . . . . . . . . .................. 5 Labor Rules & Regulations . . . . . . . . . . . . . . . ................ 9
Quick Glance - Material Handling Process. . . . . . . . ........ 74 Material Handling & Rates. . . . . . . . . . . . . . . ................ 75 Special Handling Definitions. . . . . . . . . . . . . . .............. 79 Reducing Material Handling Costs. . . . . . . . . . . ............ 80 Freight Re-Route Policy. . . . . . . . . . . . . . . . ................. 81 Shipping Addresses. . . . . . . . . . . . . . . . . . ................... 82 Shipping Labels . . . . . . . . . . . . . . . . . . . . .................... 83 Material Handling Estimate Form. . . . . . . . . . . . ............ 86 Outbound Bill of Lading/Shipping Label Request. . . . .... 87 Inbound Shipping Information Form. . . . . . . . . . .......... 88 Cartload Service Order Form. . . . . . . . . . . . . . .............. 89 Premium Empty Return Service . . . . . . . . . . . . ............. 90 Terms & Conditions of Contract - Material Handling Services . . . . . . . . . . . . . . ............... 91 ABF Freight. . . . . . . . . . . . . . . . . . . . . . ....................... 97 Ancillary Services Electrical & Plumbing. . . . . . . . . . . . . . . . . ................ 100 WiFi . . . . . . . . . . . . . . . . . . . . . . . . . ......................... 101 Internet . . . . . . . . . . . . . . . . . . . . . . . ....................... 102 Audio-Visual. . . . . . . . . . . . . . . . . . . . . ..................... 106 Lead Retrieval . . . . . . . . . . . . . . . . . . . . .................... 107 Rigging over 250lb and/or w/ Truss/Motors. . . . . . ...... 110 Catering. . . . . . . . . . . . . . . . . . . . . . . ....................... 112
Official Contractor Official Show Information. . . . . . . . . . . . . . . ................ 11 Official Service Contractor . . . . . . . . . . . . . . . ............... 13 Recap of Services. . . . . . . . . . . . . . . . . . . .................... 14 Method of Payment Form. . . . . . . . . . . . . . . ................ 15 Third-Party Billing Agreement. . . . . . . . . . . . . .............. 16 Payment Terms and Conditions . . . . . . . . . . . . ............. 17 Notification of Intent to Use Non-official Service Contractors. . . . . . . . . . . . ............. 22 Example Certificate of Insurance For Exhibitor Appointed Contractors. . . . . . . . . . . . . . . . . . . . . . ....................... 23 Standard Furnishings Carpet Order Form. . . . . . . . . . . . . . . . . . . ................... 25 Table Order Form. . . . . . . . . . . . . . . . . . . .................... 26 Seating & Accessories Order Form. . . . . . . . . . . ............ 27 Charging Pedestal Table. . . . . . . . . . . . . . . . ................ 28 Popular Furnishings Brochure. . . . . . . . . . . . . .............. 29
Display Solutions Exhibit Rentals. . . . . . . . . . . . . . . . . . . . . ..................... 31
Custom Furnishings Custom Furnishings Catalog . . . . . . . . . . . . . . .............. 33 Custom Furnishings Order Form. . . . . . . . . . . . ............. 57 Booth Labor & Cleaning Booth Labor Order Form. . . . . . . . . . . . . . . . ................ 66 Forklift Order Form . . . . . . . . . . . . . . . . . . ................... 68 Sign Hanging Order Form - Signs Less than 250lbs. Without Truss/Motors. . . . . . ...... 69 Sign Hanging Approval Form. . . . . . . . . . . . . . . . . . . . . . . . . . . 70 Booth Cleaning Order Form. . . . . . . . . . . . . . ............... 71 Booth Layout Form . . . . . . . . . . . . . . . . . . ................... 72
Conference Information Conference Information and Forms
Guidelines for Display. . . . . . . . . . . . . . . . . . . . ...................5 Labor Rules & Regulations. . . . . . . . . . . . . . . . . . .................9
Call: 1-407-292-0025 | Email: eventservices@ags-expo.com | Order Services Now How Can We Help?
SWVS 2026 Henry B Gonzalez Convention Center San Antonio, TX September 16-20, 2026
Discount Price Deadline Date SEPTEMBER 2nd Method of payment must accompany your order
Guidelines for Display
The guidelines for display have been provided below. This section outlines the standard heights, lengths, and requirements of booths on the exhibit floor and are based on industry standards. We encourage you to review this information prior to planning your booth space. AUDIO VISUAL/MUSIC/SOUND In general, the use of sound or audio visual equipment in booths is permitted as long as the noise level does not disrupt the activities of neighboring exhibitors. Speakers and other sound devices should be positioned to direct sound inward (to be contained within the booth) rather than outward (toward aisles and other exhibitor booths). Any devices which project sound must be tuned to conversation level. BOOTH DESIGNS Exhibits must be designed, constructed, and operated in good taste and in accordance with the best interests of the event. It is the sole responsibility of exhibitors to camouflage, with a close off, any unsightly or unused booth materials stored behind booth curtains. STRUCTURAL INTEGRITY All exhibit displays should be designed and erected in a manner that will withstand normal contact or vibration caused by neighboring exhibitors, hall laborers, or installation/dismantling equipment, such as forklifts. Displays should also be able to withstand moderate wind effects that may occur in the exhibit hall when freight doors are open. BOOTH HEIGHT Standard booth (Illustration A) height is 8 feet. No signage or display features will be permitted above this height unless the booth is a perimeter wall booth (Illustration B) in which case the maximum permitted height is 12 feet. If the booth configuration is a peninsula (Illustration C) and/or island (Illustration D) of four booths or more, then maximum height will be 16 feet.
CHILDREN For safety considerations, children under the age of 12 will not be allowed to enter the exhibit hall.
DEMONSTRATIONS (IN BOOTH) As a matter of safety and courtesy to others, exhibitors should conduct sales presentations, product demonstrations, press conferences and other media events in a manner which assures all exhibitor personnel and attendees of such in-booth events are within the contracted exhibit space and not encroaching on the aisles or neighboring exhibits. Any queue lines formed for exhibitor customer interaction must also be contained within the booth footprint. Exhibitors should be aware of, and adhere to, local regulations regarding fire/safety and environment. Product demonstrations must be held within the exhibitor’s space so as not to interfere with any aisle traffic or neighboring exhibitors’ booth space (Illustration H).
EXHIBITOR ETIQUETTE 1. Exhibitors shall not congregate or solicit trade in doorways or aisles. 2. Conduct of exhibitors shall be professional and courteous at all times.
3. Exhibitors may not enter the exhibit space of another exhibitor without express permission. If admission has been granted, exhibitors shall be courteous and move aside when the host exhibitor is showing merchandise to prospective buyers.
AGS Expo Services • 4561 SW 34th Street • Orlando, FL 32811 Phone: 407.292.0025 • Fax: 407.292.4414 Email: eventservices@ags-expo.com Order Online: www.ags-expo.com
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AGS 01/11/13 - 001
SWVS 2026 Henry B Gonzalez Convention Center San Antonio, TX September 16-20, 2026
Discount Price Deadline Date SEPTEMBER 2nd Method of payment must accompany your order
Guidelines for Display
4. Under no circumstances shall an exhibitor interrupt another exhibitor showing merchandise to a prospective buyer. 5. Exhibitors may not have models, signs, or other solicitation devices outside assigned exhibit space or in aisles. 6. No furniture, product, or packing materials may be left in the aisle during show hours. HANGING SIGNS AND POSTERS Signs and posters must be within the booth area and may not be posted on columns or pillars, nor placed in the aisles. Hanging signs are permitted only above peninsulas and/or islands of four booths or more to a maximum of 16 feet. This means that the top of the hanging sign can be no more than 16 feet off the ground. Hanging Signs and Graphics should be set back 10 feet from adjacent booths and be directly over contracted space only. This will be strictly enforced! ALL HANGING SIGNS MUST BE APPROVED IN ADVANCE OF MOVE-IN BY SHOW MANAGEMENT. MULTI-STORY OR COVERED EXHIBITS Exhibit booths that are multi-story or contain covered assembly areas, such as conference areas or theaters, must meet the following minimum life safety requirements: 1. Each enclosed or covered area must be protected by an audible smoke detector. This includes storage closets built into the exhibit. 2. Each enclosed or covered area must display a charged fire extinguisher with a minimum rating of 2A20BC. 3. The maximum occupancy of the load-bearing area(s) in a multi-story exhibit shall be limited to one person per fifteen net square feet of floor space, not to exceed a total of twenty-five persons. This maximum occupancy shall be posted. 4. There should be no less than two means of egress from each load-bearing area in a multi-story exhibit or from each occupied area of a covered assembly area. 5. A fire prevention attendant shall be provided by the exhibitor and shall be on duty at all times, from the time that the enclosure is completed until the time that the enclosure is dismantled or per the local Fire Marshal regulations. NOISE AND ODORS Any devices which project sound must be tuned to conversation level. Noisy or obstructive work will not be permitted during exhibit hours, nor will loud operating displays or exhibits producing displeasing odors be allowed. PAGING Paging will be restricted to EMERGENCIES ONLY during show hours. Exhibitors requiring emergency help shall report to the Exhibitor Registration Desk or the AGS Exhibitor Service Center. SET-UP/DISMANTLE All exhibits must be set-up by the exhibitor on move-in day. No set-up will be allowed during show hours unless approved by Show Management. Dismantle of an exhibit will not be permitted prior to the close of the show. Such action may cause forfeiture of rights to participate in future events.
STAFFING Exhibit space must be staffed throughout ALL show hours.
AGS Expo Services • 4561 SW 34th Street • Orlando, FL 32811 Phone: 407.292.0025 • Fax: 407.292.4414 Email: eventservices@ags-expo.com Order Online: www.ags-expo.com
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AGS 01/11/13 - 001
SWVS 2026 Henry B Gonzalez Convention Center San Antonio, TX September 16-20, 2026
Discount Price Deadline Date SEPTEMBER 2nd Method of payment must accompany your order
Guidelines for Display
STANDARD BOOTH (ILLUSTRATION A) Maximum Height: 8’ Hanging Signs: No Front Displays:
A.
8’3” (2.5M) MAX HT.
If over 4’ in height, must be placed at least 5’ from the aisle line.
Standard Corner:
Unsightly displays and/or material storage which can be viewed from aisle must be camouflaged at exhibitor’s expense. (See the “Booth Close-off’s ” in the “Furniture & Accessories” form in your Exhibitor Service Manual).
4’ (1.22M) MAX HT.
4’
5’ (1.5M)
AISLE
DISPLAY FIXTURES OVER 4’ (1.22m) HIGH MUST BE CONFINED TO THAT AREA OF THE BOOTH THAT
IS AT LEAST 5’ (1.52M) FROM THE AISLE LINE
B.
PERIMETER BOOTH (ILLUSTRATION B) Maximum Height:
4 ft. additional height allowed on perimeter
1 2’ (Drape line is at 8’)
12’ (3.66M) MAX HT.
Hanging Signs:
Y es, top can be no more than 12’ off the ground. Back wall only. If over 4’ in height, must be placed at least 5’ from the aisle line.
4’ (1.22M) MAX HT.
4’
5’ (1.5M)
Front Displays:
AISLE
DISPLAY FIXTURES OVER 4’ (1.22m) HIGH MUST BE CONFINED TO THAT AREA OF THE BOOTH THAT
IS AT LEAST 5’ (1.52M) FROM THE AISLE LINE
ENDCAP BOOTH
Maximum Height: Hanging Signs:
8’
No
Front Displays:
The maximum back wall height allowed is 8ft and the maximum backwall width allowed is 10ft at the center of the backwall with a maximum 5ft height on the two side aisles. Within 5ft of the two side aisles, the maximum height for any display materials is 4ft.
C.
PENINSULA (ILLUSTRATION C) Maximum Height:
16’ (4.88M) MAX HT.
16’ - 20’
15’ (4.88M) MAX HT.
Hanging Signs:
Y es, top can be no more than 16’ off the ground. If over 4’ in height, must be placed at least 5’ from the aisle line.
FINISHED WALL NO COPY
5’ (1.52M)
4’ (1.22M) MAX HT.
Front Displays:
MUST BE 10’ (3.05M)
5’ (1.52M)
NEIGHBORING EXHIBITS
D.
ISLAND (ILLUSTRATION D) Maximum Height
16’ - 20’
16’ (4.88 M) MAX HT
Hanging Signs:
Y es, top can be no more than 16’ off the ground. Full use of space is permitted.
Front Displays:
AGS Expo Services • 4561 SW 34th Street • Orlando, FL 32811 Phone: 407.292.0025 • Fax: 407.292.4414 Email: eventservices@ags-expo.com Order Online: www.ags-expo.com
7
AGS 01/11/13 - 001
SWVS 2026 Henry B Gonzalez Convention Center San Antonio, TX September 16-20, 2026
Discount Price Deadline Date SEPTEMBER 2nd Method of payment must accompany your order
Guidelines for Display
CANOPIES/CEILINGS (ILLUSTRATION E) Maximum Height: 8’ - Standard 12’ - Perimeter
MAXIMUM 12” (30cm) DEPTH FOR CANOPIES OR FALSE CEILINGS
E.
CANOPY
16’ - Island or Peninsula
Maximum Drape: Maximum Depth:
OPEN
16’
OPEN
To full dimensions of contracted space. Must contain an opening above 4’ high and extending back 5’ from the aisle line. Must meet with local fire codes and conform to the minimum life safety requirements.
4’ (1.22M) MAX HT
Side Views:
5’ (1.52M)
AISLE MAXIMUM 3” (7.62cm) DIAMETER SUPPORTS PERMITTED FOR CANOPIES OF FALSE CEILINGS
Fire Code:
TOWERS (ILLUSTRATION F) Maximum Height:
F.
8’ - Standard 12’ - Perimeter 16’ - Island or Peninsula
16’ (4.88 M) MAX HT
Maximum Depth:
To full dimensions of contracted space. Must contain an opening above 4’ high and extending back 5’ from the aisle line. All towers over 12’ in height must have blueprints available for inspection.,the signature/stamp of a structural engineer, and exhibit company.
Side Views:
16’ (4.88 M) MAX HT
Structural Integrity:
5’ (1.52m)
5’ (1.52m)
NEIGHBORING EXHIBITS
HANGING SIGNS (ILLUSTRATION G) Maximum Height:
16’ (to top of sign) Island or Peninsula;
G.
Maximum Width:
No more than 50% of the total booth length (if placed length-wise). No more than 50% of the total booth width (if placed width-wise). Must be contained within booth. No signs will be allowed on columns, pillars or in aisles. Must be obtained prior to move-in from Show Management.
HANGING SIGN
16’ (4.88M) MAX HT
Location:
Approval:
SET BACK AT LEAST 25% OF THE BOOTHS WIDTH DIMENSION FROM THE BACK LINE OF THE BOOTH
AISLE
LENGTH OF SIGN NOT TO EXCEED 50% OF THE CORRESPONDING DIMENSION OF THE BOOTH
DEMONSTRATIONS (ILLUSTRATION H) Location:
Must be contained within the booth area so as not to interfere with aisle traffic or neighboring booth space. Tables must be set back a minimum of 2’ from aisle line Must be tuned to conversation level Hazard barriers must be provided as needed for moving or potentially dangerous machines.
Samples:
Audio/Visual:
Safety Precautions:
AGS Expo Services • 4561 SW 34th Street • Orlando, FL 32811 Phone: 407.292.0025 • Fax: 407.292.4414 Email: eventservices@ags-expo.com Order Online: www.ags-expo.com
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AGS 01/11/13 - 001
SWVS 2026 Henry B Gonzalez Convention Center San Antonio, TX September 16-20, 2026
Discount Price Deadline Date SEPTEMBER 2nd Method of payment must accompany your order
Labor Rules & Regulations
To assist you in planning your participation for your upcoming exposition, we are certain you will appreciate knowing in advance that union labor may be required for certain aspects of your exhibit handling. To help you understand the jurisdictions of the various unions, we ask that you read the following: EXHIBIT INSTALLATION AND DISMANTLING LABOR Exhibitor personnel may set-up their own exhibits if so desired, provided they are full-time employees of the exhibiting company. Any labor services that may be required beyond what your regular full-time employees can provide must be rendered by the Union. If, however, you hire any labor to assist you, it must be through a contractor which meets all of the regulations as an Exhibitor Appointed Contractor. Labor can be ordered in advance by returning the Display Labor order form, or by ordering at show site from the AGS Expo Services Center. FREIGHT HANDLING LABOR AGS Expo Services, in cooperation with the Teamsters Union, has the responsibility of receiving and handling all exhibit materials and empty crates. We have the responsibility to manage docks and schedule vehicles for the smooth and efficient move-in and move-out of the exhibition. AGS Expo Services will not be responsible, however, for any material they do not handle. Exhibitors may unload Personally Owned Vehicles (cars, passenger vans and pick-up trucks) at an area designated by AGS Expo Services, and may hand-carry materials to their exhibit space without the use of hand trucks, dollies or pallet jacks. AGS Expo Services will have complete control of the loading docks at all times. Vehicles must not be left unattended at the loading areas. Any unattended vehicles will be towed away at owner’s expense. The Fire Marshal absolutely prohibits the storage of empty containers in the exhibit hall. Arrangements have been made with AGS Expo Services to store empty crates. Please refer to the Freight Information sheet in the service kit for the handling of empties, disposal of skids, etc. GRATUITIES Tipping is expressly prohibited. This includes such practices as giving money, merchandise, or other special consideration for services rendered. Do not give coffee breaks other than mid-morning and mid-afternoon, when the Union has a 15 minute paid break. Meal breaks are one hour. Any attempt to solicit a gratuity by an employee for any service should be reported immediately to the Exhibition Manager and AGS Expo Services. IN GENERAL Craftsmen at all levels must be instructed to refrain from expressing any grievances or directly challenging the practices of any exhibitor. All questions originated by labor are to be expressed only to AGS Expo Services and/or the Exhibition Manager. Exhibitors are asked to refrain from voicing labor complaints directly to craft personnel. Any questions regarding contract labor should be directed to the Exhibition Manager or AGS Expo Services. SAFETY Safety of everyone working in the hall is of our utmost concern at all times. Standing on chairs, tables and other rental furniture is prohibited. This furniture is not engineered to support your standing weight. AGS Expo Services cannot be responsible for injuries or falls caused by the improper use of this furniture. If assistance is required in assembling your booth, please order labor on the Display Labor order form and the necessary ladders and tools will be provided.
AGS Expo Services • 4561 SW 34th Street • Orlando, FL 32811 Phone: 407.292.0025 • Fax: 407.292.4414 Email: eventservices@ags-expo.com Order Online: www.ags-expo.com
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AGS 01/11/13 - 001
Official Contractor Event Information and Forms
Official Show Information . . . . . . . . . . . . . . . . . ................. 11 Official Service Contractor. . . . . . . . . . . . . . . . . ................. 13 Recap of Services . . . . . . . . . . . . . . . . . . . . . ..................... 14 Method of Payment Form. . . . . . . . . . . . . . . . . ................. 15 Third-Party Billing Agreement. . . . . . . . . . . . . . . ............... 16 Payment Terms and Conditions. . . . . . . . . . . . . . ............... 17 Notification of Intent to Use Non-official Service Contractors. . . . . . . . . . . . . . .............. 22 Example Certificate of Insurance For Exhibitor Appointed Contractors . . . . . . . . . . . . . .............. 23
Call: 1-407-292-0025 | Email: eventservices@ags-expo.com | Order Services Now How Can We Help?
SWVS 2026 Henry B Gonzalez Convention Center San Antonio, TX September 16-20, 2026
Discount Price Deadline Date SEPTEMBER 2nd Method of payment must accompany your order
Official Show Information
As the Official Service Contractor for SWVS 2026, AGS Expo Services would like to say welcome! The information below is only a brief summary of the important times, dates, addresses, and details regarding your event. More detailed information has been provided in each section of this Exhibitor Service Manual and at www.ags-expo.com.
Show Information
OFFICIAL SERVICE CONTRACTOR AGS Expo Services
Phone: 407.292.0025
4561 SW 34th Street
Fax: 407.292.4414
Orlando, FL 32811
Email: eventservices@ags-expo.com
EXHIBIT HALL INFORMATION Exhibit Hall(s): Exhibit Hall 4AB
Backwall Drape:. . . . . . . . . . . . . . . . . . . . . .......... Black Siderail Drape:. . . . . . . . . . . . . . . . . . . . . ........... Black Booth Carpet Color:. . . . . . . . . . . . . . . . . . . .......... Booths are NOT carpeted - Floor covering is mandatory AisleCarpetColor:..............................Purple
Booth Equipment
Booth Size: 10’ x 10’ Includes:
(1) 6’ x 30” Black Skirted Table (2) Plastic Folding Chairs (1) Wastebasket
8’H Backwall Pipe and Drape 3’H Siderail Pipe and Drape ID Sign
Show Schedule
Other Details
• Empty crates and cartons will be returned beginning at 4:30 PM on Saturday, September 19th • All carriers must check-in no later than 9:00 AM on Sunday, September 20th • All exhibitor materials must be removed from the exhibit facility by 11:00 AM on Sunday, September 20th • Freight Re-Route Deadline: All unconsigned materials remaining on the event floor will be re-routed via the official show carrier, ABF Freight at 9:01 AM on Sunday, September 20th • Avoid long wait times, order Premium Empty Return service (pg. 90). Store up to (3) priority pieces during show for quick return during move-out; dismantle faster, leave sooner! • Floor Covering Notice: All booths must be carpeted or have flooring installed. No exposed concrete is permitted. If flooring is not in place by 5:00 PM, on Wednesday, September 16, 2026, carpet will be installed and directly billed to you. This policy is strictly enforced and will prohibit your ability to exhibit at SWVS.
EXHIBITOR MOVE-IN Wednesday
September 16, 2026
8:00 AM - 5:00 PM
Thursday
September 17, 2026
8:00 AM - 1:00 PM
EXHIBIT HOURS Thursday
September 17, 2026
1:00 PM - 4:00 PM
Friday
September 18, 2026
9:30 AM - 5:00 PM
Saturday
September 19, 2026
9:30 AM - 4:30 PM
EXHIBITOR MOVE-OUT Saturday
September 19, 2026
4:30 PM - 10:00 PM
Sunday
September 20, 2026
8:00 AM - 11:00 AM
AGS Expo Services • 4561 SW 34th Street • Orlando, FL 32811 Phone: 407.292.0025 • Fax: 407.292.4414 Email: eventservices@ags-expo.com Order Online: www.ags-expo.com
11
AGS 01/11/13 - 001
SWVS 2026 Henry B Gonzalez Convention Center San Antonio, TX September 16-20, 2026
Discount Price Deadline Date SEPTEMBER 2nd Method of payment must accompany your order
AGS Exhibitor Service Center Hours
AGS Expo production personnel will be available on-site to assist you with furniture, rental exhibits, labor, cleaning, and material handling. We are available during move-in, move-out, and exhibit hours. For the AGS on-site Service Center phone number, please call our main office during business hours at 407.292.0025 or email us at eventservices@ags-expo.com
Shipping Information
Below are the advance warehouse and direct shipping addresses for your event. Please know that a Method of Payment must be on file to receive your materials for the event Advance Shipments to Warehouse [Company Name] - [Booth #] SWVS 2026 AGS Expo Services c/o ABF Freight 4354 Director Dr San Antonio, TX 78219 Delivery Window • Deliveries only accepted between 8/12/26 - 9/9/26 • Closed Labor Day - Monday, September 7, 2026
• Receiving Dock Open: Monday - Friday 8:00 AM - 4:30 PM • Any shipments received after the advance receiving deadline or during the event will be assessed a late fee and redirected to the exhibit site. Delivery Window • Wednesday, September 16, 2026 - 8:00 AM - 5:00 PM • Thursday, September 17, 2026 - 8:00 AM - 1:00 PM • All booths must be set by 1:00 PM on Thursday, September 17, 2026
Direct Shipments to Exhibit Site [Company Name] - [Booth #] SWVS 2026 AGS Expo Services c/o Henry B Gonzalez Convention Center Halls 4AB 900 E Market St. San Antonio, TX 78205
Discount Deadlines & Policy Reminders
Take advantage of our substantial price discounts. To get our lower prices, return your order with payment by the discount deadline(s) on the order forms provided. Show Order Discount Deadline - September 2, 2026 Please review our payment policy carefully. As a reminder, AGS Expo Services requires payment in full at the time your order is placed along with a completed Method of Payment Form. This may be used to cover on-site charges such as labor and material handling, not included with your initial payment. It is important to review the local labor and/or Union jurisdiction policies located in this Service Manual. Policies vary by state and location. Please contact our Event Services Department with questions or special requests. We will provide you with all of your show needs and appreciate the opportunity to work with you.
AGS Expo Services • 4561 SW 34th Street • Orlando, FL 32811 Phone: 407.292.0025 • Fax: 407.292.4414 Email: eventservices@ags-expo.com Order Online: www.ags-expo.com
12
AGS 01/11/13 - 001
SWVS 2026 Henry B Gonzalez Convention Center San Antonio, TX September 16-20, 2026
Discount Price Deadline Date SEPTEMBER 2nd Method of payment must accompany your order DECEMBER 31st
Official Service Contractor
Show management, acting on behalf of all exhibitors and in the best interest of the exposition, has appointed AGS Expo Services as the official service contractor to perform and provide necessary services and equipment. Official service contractors are appointed to: a. Ensure the orderly and efficient installation and removal of the overall exposition. b. Assure the distribution of labor to all exhibitors according to need. c. Provide sufficient labor to satisfy the requirements of exhibitors and for the exposition itself. d. See that the proper type and limits of insurance are enforced. e. Avoid any conflict with local Union and/or exhibit hall regulations and requirements. Exceptions are: f. Supervision may be provided by the exhibitor. g. The exhibitor may appoint an exhibit installation contractor or display builder.
Exhibitor Appointed Contractors (EACs)
Exhibitors may employ the service of independent contractors to install and dismantle their exhibit, providing the exhibitor and the installation and dismantle contractor comply with the following requirements:
1. The exhibitor must notify, in writing, show management and AGS Expo Services of the intention to utilize an independent contractor no later than 30 days prior to the first move-in day by completing the Notification of Intent to Use Non-official Service Contractors Form contained in this Service Manual. 2. The exhibitor shall provide evidence that the Exhibitor Appointed Contractor (EAC) has a proper certificate of insurance with a minimum of $1,000,000 liability coverage including property damage and Worker’s Compensation naming AGS Expo Services as additional insured to show management and AGS Expo Services no later than the deadline date listed for EACs. 3. The exhibitor agrees that they are ultimately responsible for all services in connection with their exhibit including freight, drayage, rentals, and labor. 4. The EAC must have all business licenses, permits, and Worker’s Compensation Insurance required by the state and city governments and the convention facility management prior to commencing work and shall provide show management with evidence of compliance. 5. The EAC will share with AGS Expo Services all reasonable costs related to its operation including overtime to pay for stewards’ restoration of exhibit space to its initial condition, etc. 6. The EAC will provide AGS with the names of all on-site employees who will be working on the exposition floor and see that they have and wear at all times necessary identification badges as determined by show management or the facility.
7. The EAC must be able to provide evidence that it has a valid authorization from the exhibitor for services. The EAC may not solicit business on the exhibit floor. 8. The EAC must confine its operations to the exhibit area of its clients. No service desks, storage areas, or other work facilities will be located anywhere in the building. The show aisles and public spaces are not a part of the exhibitor’s booth space. 9. The EAC shall provide, if requested, evidence to AGS Expo Services that it possesses applicable and current labor contracts and must comply with all labor agreements and practices. 10. The EAC must not commit, or allow to be committed by persons in its employment, any acts that could lead to work stoppages, strikes or labor problems. 11. The exposition floor, aisles, loading docks, service, and storage areas will be under the control of the official service contractor, AGS Expo Services. The EAC must coordinate all of its activities with AGS Expo Services. 12. For services such as electrical, plumbing, telephone, cleaning, and drayage, no contractor other than the official service contractor will be approved. This regulation is necessary because of licensing, insurance, and work done using equipment and facilities owned by parties other than the exhibitor. Exhibitors shall provide only the material and equipment they own and to be used in their exhibit space.
AGS Expo Services • 4561 SW 34th Street • Orlando, FL 32811 Phone: 407.292.0025 • Fax: 407.292.4414 Email: eventservices@ags-expo.com Order Online: www.ags-expo.com
13
AGS 01/11/13 - 001
SWVS 2026 Henry B Gonzalez Convention Center San Antonio, TX September 16-20, 2026
Discount Price Deadline Date SEPTEMBER 2nd Method of payment must accompany your order
Recap of Services
Please use the checklist below to ensure that you and your company have ordered and submitted all the required services and forms. If at any time you feel that you need assistance with planning your services, please call our Event Services Department at 407.292.0025 or email us at eventservices@ags-expo.com
Discount Deadline
Date Submitted
Order Total
Things To Do / Order
Event Forms
Method of Payment (Required) Notification of Intent to Use Non-official Contractor Appointed Contractors Insurance Certificate
8/19/26 8/19/26
Event Services
Booth Carpeting / Padding Furnishings & Accessories Standard
9/2/26
9/2/26 9/2/26
Custom
Display Solutions
Labor Services
Labor (Installation & Dismantle)
9/2/26 9/2/26 9/2/26 9/2/26 9/2/26
Booth Set-up Diagrams
Outbound Shipping Information
Forklift Labor
Sign Hanging Services
Booth Cleaning and Porter Service
Material Handling Services
Material Handling - Advance/Direct Freight Premium Return Services - Priority Storage Return Shipping Method - ABF Freight
Ancillary Services
Electrical/Utilities Internet Telephone Audio-Visual & Computer Rentals Lead Retrieval Floral Food & Beverage
AGS Expo Services • 4561 SW 34th Street • Orlando, FL 32811 Phone: 407.292.0025 • Fax: 407.292.4414 Email: eventservices@ags-expo.com Order Online: www.ags-expo.com
14
AGS 01/11/13 - 001
SWVS 2026 Henry B Gonzalez Convention Center San Antonio, TX September 16-20, 2026
Discount Price Deadline Date SEPTEMBER 2nd Method of payment must accompany your order
Booth Number
Company Name
Tel #
Billing Address
City / State / Zip
Signature
All exhibitors are required to have a credit card on file as a primary method of payment. Credit Card Authorization Form For your convenience, we will use this authorization to charge your credit card account for your advance orders and any additional amounts incurred as a result of show site orders placed by your representative. For Third-Party pay- ers please use “Third Party Billing Agreement” form . Please complete the information requested below:
Personal
Company
Visa
Mastercard
American Express
Card Number:
Exp. Date:
Card Holder’s Name (Print)
CVV:
Signature:
Credit Card Billing Address:
City:
State:
Zip:
Account Option (please select one) Keep this Method of Payment on file for future events OR Use for this event only • By providing your signature, you hereby accept all the terms and conditions contained in this Service Manual.
Company Check • Please make all checks payable to: AGS Exposition Services, Inc . • All checks must be in U.S. currency . • Please print show name and booth number. • Company checks must be received 14 days prior to exhibitor
Check Number:
Amount Due:
move-in to provide adequate time for processing • Orders are processed and appropriate discounts (if any) are applied on the date that your payment is received. A copy of your check by email, fax, etc. is not considered payment. • Credit Card Authorization MUST be on file with AGS Expo Services before any goods or services are rendered regardless of your preferred method of payment. Wire Transfers
If you wish to make a payment via Wire Transfer, please call 407-292-0025, or email us at eventservices@ags-expo.com, to obtain bank information and routing identifiers. *Additional fees apply
Full payment must accompany order. PLEASE, NO TELEPHONE ORDERS. Credit Card Authorization MUST be on file with AGS Expo Services before any goods or services are rendered regardless of your preferred method of payment. By utilizing this form, exhibitors acknowledge that they have read and agree to comply with the terms of the Limits of Liability statements contained herein.
AGS Expo Services • 4561 SW 34th Street • Orlando, FL 32811 Phone: 407.292.0025 • Fax: 407.292.4414
15
Email: eventservices@ags-expo.com Order Online: www.ags-expo.com
AGS 01/11/13 - 001
SWVS 2026 Henry B Gonzalez Convention Center San Antonio, TX September 16-20, 2026
Discount Price Deadline Date SEPTEMBER 2nd Method of payment must accompany your order
Third-Party Billing Agreement
As an exhibitor electing to use a third-party for my billable services, I understand and hereby agree that the ultimate responsi- bility for payment of all charges is mine. Further, I agree to be bound by all terms and conditions outlined in the Payment Terms and Conditions within this Exhibitor Service Manual. In the event that the named third-party fails to meet the required payment terms, charges will revert back to me, the exhibiting company. All invoices are due and payable upon receipt, by either party.
Exhibiting Firm
Exhibitor Company Name:
Booth #:
Exhibitor Contact Name:
Phone:
Email:
Address:
City:
State:
Zip:
Exhibitor Signature (Required):
Third-Party
The following items are to be charged to the Third-Party:
All Services
OR
Furniture/Carpet
Material Handling
Booth Cleaning
Labor
Third-Party Company Name:
Contact Name:
Phone:
Email:
Address:
City:
State:
Zip:
Third-Party Payer Signature (Required):
Payment in full must accompany your order. Please note, we will use this authorization to charge your credit/debit card account for all orders noted above, at anytime, including those placed onsite by your representative. These charges may include all services provided by AGS Expo Services including but not limited to material handling, labor, and product orders. For tax-exempt status, within the state of the event, please submit a tax- exempt certificate. We gladly accept VISA, Mastercard and American Express. Third-Party Credit Card Information:
Credit Card Number:
Exp. Date:
Card Holder’s Name:
CVV:
Signature:
Credit Card Billing Address: City:
State:
Zip:
AGS Expo Services • 4561 SW 34th Street • Orlando, FL 32811 Phone: 407.292.0025 • Fax: 407.292.4414 Email: eventservices@ags-expo.com Order Online: www.ags-expo.com
16
AGS 01/11/13 - 001
SWVS 2026 Henry B Gonzalez Convention Center San Antonio, TX September 16-20, 2026
Discount Price Deadline Date SEPTEMBER 2nd Method of payment must accompany your order
Payment Terms and Conditions
1. Definitions & Scope Customer means the party ordering Services or Goods from AGS. Engagement means any work AGS performs, including an Event (e.g., trade show, conference, or similar) or a Project (non‑event work such as graphics/print). Exhibitor means a Customer participating in an Event. Site means the venue, facility, or other delivery/installation location. Goods means items rented or sold by AGS. Services means services AGS provides, including without limitation rental of equipment and furnishings, installation/ dismantle, on‑site services, logistics coordination, graphics/ print, and related services. Order/Quote/SOW means documents describing scope, schedule, quantities, and pricing for an Engagement. Deliverables means the finished output of Services or Goods delivered (e.g., printed graphics). These Terms bind Customer, AGS, and their respective permitted agents and representatives. 2. Agreement to Terms & Establishment of Company Account By submitting a signed Method of Payment Form, Customer agrees to these Terms and all related service forms applicable to Customer and its agents. Alternatively, Customer may agree to these Terms through the Method of Payment submission process on AGS’s online ecommerce platform(s). Such acceptance requires Customer (or its authorized account holder) to provide a valid email address as an electronic signature before beginning the ordering process. Acceptance through the ecommerce platform(s) is binding on Customer and its agents to the same extent as a signed Method of Payment Form. When selecting “Keep this Method of Payment on file for future events,” Customer establishes a company account with AGS for one (1) calendar year, covering all active and future transactions regardless of Engagement. Customer is responsible for maintaining an active credit card on file, regardless of account balance. Third-party credit cards, when identified on the Method of Payment Form, are exempt and will instead establish a single event/project account for the period of service. 3. Rental Basis for Materials and Equipment All materials and equipment provided by AGS are furnished on a rental basis and remain the sole property of AGS
unless explicitly identified as a sale. 4. Limitation of Liability AGS shall not be liable for any indirect, incidental, special, or consequential damages, including lost profits or business opportunities, arising from the use of or inability to use AGS’s Services, equipment, or materials. AGS’s liability shall in no event exceed the total fees paid by Customer for the specific Service giving rise to the claim. 5. Indemnification Customer agrees to indemnify, defend, and hold harmless AGS, its officers, employees, and agents from and against any and all claims, liabilities, damages, losses, and expenses (including reasonable attorneys’ fees) arising out of or resulting from Customer’s negligence, breach of these Terms, violation of applicable law, or use of AGS equipment or Services. 6. Force Majeure Neither AGS nor Customer shall be liable for delays or failure in performance caused by acts of God, natural disasters, government actions, labor disputes, pandemics, or other events beyond their reasonable control. Obligations for Services rendered prior to such events remain enforceable and payable. 7. Insurance Requirements; No Insurance by AGS Customer shall maintain appropriate liability and property insurance coverage during the Engagement, including coverage for damages to Customer property, rented equipment, and third‑party claims, in commercially reasonable amounts. Upon request, Customer shall provide AGS with a certificate of insurance evidencing such coverage. No Insurance by AGS; Risk of Loss. AGS is not an insurer and does not provide insurance for Customer’s property. Risk of loss or damage to Customer’s property remains with Customer at all times; Customer is responsible for maintaining appropriate insurance for its property. 8. Payment Terms a. Payment of Balances All Orders must be accompanied by a Method of Payment Form. AGS accepts payments in U.S. funds via company check, Visa, MasterCard, or American Express. Any Order submitted without a valid
AGS Expo Services • 4561 SW 34th Street • Orlando, FL 32811 Phone: 407.292.0025 • Fax: 407.292.4414 Email: eventservices@ags-expo.com Order Online: www.ags-expo.com
17
AGS 01/11/13 - 001
SWVS 2026 Henry B Gonzalez Convention Center San Antonio, TX September 16-20, 2026
Discount Price Deadline Date SEPTEMBER 2nd Method of payment must accompany your order
Payment Terms and Conditions
scheduled start. Regardless, a credit card is required on file. Returned checks will incur a Non‑Sufficient Funds fee. i. No Cash Acceptance On Site Cash payments are prohibited on Site, except where AGS expressly approves in writing. j. Right to Withhold Services or Release of Orders for Non‑Payment AGS may suspend or withhold Services, including release of rented equipment or additional Orders, until past‑due amounts are paid in full. k. Prepayment Requirement After Delinquency Following any delinquency or history of disputes, AGS may require
payment method, or with an outstanding balance, will be charged to the primary credit card on file. b. Credit Card Requirement A zero balance does not waive the requirement to maintain a valid credit card on file. c. Wire or ACH Funds Transfers AGS may accept Wire or ACH transfers for open or advance deposits. A valid credit card must remain on file regardless. Transfers must be noticed to AGS via a trackable carrier service with details (Engagement/Event, company name, booth number if applicable, and Services covered) and received at least ten (10) business days before the first day of move‑in or scheduled start. Failure to properly notice transfers may result in AGS’s inability to guarantee crediting of funds. Fees imposed by financial institutions and AGS policy apply. AGS may withhold Services for payment deficiencies arising from such fees. d. Payment Method Changes If Customer requests any change to the payment method after an Order has been submitted or processed — including, without limitation, (i) transferring balances between credit cards or other payment methods within the same account, (ii) substituting a different credit card or payment method for all or part of an existing Order, or (iii) reprocessing charges previously applied — AGS may assess a Payment Change Fee. This fee may be calculated as (a) a percentage of the amount transferred or reprocessed, not to exceed seven percent (7%), or (b) a flat convenience/reprocessing fee in an amount reasonably determined by AGS, depending on the nature of the request and administrative costs incurred. e. Credit Authorization AGS reserves the right to verify available credit on any card presented. If Customer fails to review or settle invoices before Engagement close (for Events, before Event close), charges will automatically be applied to the credit card on file. f. Discount Eligibility Discounts are available only if advance Orders are accompanied by payment and received prior to the published Order deadline date. g. Payment Upon Presentation Full payment is required upon presentation of invoices/statements (including at the Site for Events). Customer must settle all accounts prior to Engagement close (for Events, prior to Event close). h. Company Check Payments Company checks must be received at least fourteen (14) days prior to move‑in or
full prepayment for future Services. 9. Account Audits and Adjustments
No invoice or statement shall be deemed final. AGS reserves the right to audit and adjust accounts before, during, or after an Engagement. Services such as, but not limited to, Labor, Material Handling, Furnishings, and custom or quoted items are estimates subject to final billing upon completion. Any adjustments will be billed to the payment method on file or must be paid upon invoice presentation. 10. Responsibility for Payments Customer remains ultimately responsible for payment of all labor, equipment, and Services, whether ordered by Customer, its display builder, contractors, or other authorized parties. 11. Exhibitor-Appointed Contractors (EACs) a. Responsibility Customer remains fully responsible for all Services, labor, and equipment ordered on its behalf, including those arranged, performed, or supervised by an exhibitor-appointed contractor (“EAC”). Engaging an EAC does not relieve Customer of any payment, liability, or compliance obligations under these Terms. b. Payment Default If an EAC or other third-party acting for Customer fails to remit payment for any Services or Goods provided by AGS, Customer authorizes AGS to charge Customer’s primary payment method on file for any unpaid balances. Such amounts shall be deemed Customer’s direct obligation to AGS. c. Insurance and Authorization All EACs must submit to AGS, prior to move-in: (i) a current certificate of insurance
AGS Expo Services • 4561 SW 34th Street • Orlando, FL 32811 Phone: 407.292.0025 • Fax: 407.292.4414 Email: eventservices@ags-expo.com Order Online: www.ags-expo.com
18
AGS 01/11/13 - 001
SWVS 2026 Henry B Gonzalez Convention Center San Antonio, TX September 16-20, 2026
Discount Price Deadline Date SEPTEMBER 2nd Method of payment must accompany your order
Payment Terms and Conditions
14. Payment Disputes a. Chargebacks and Disputes Customers disputing charges through their merchant or banking institution may be assessed fees equal to those imposed by the processor. If the dispute is resolved in favor of AGS, Customer is liable for those fees in addition to any outstanding balances. b. Dispute of Authorized Charges Once Services are rendered, authorized charges may not be disputed unless a formal complaint is submitted in writing, either by email or via notation on an existing invoice, to an AGS Representative (including on‑site for Events). 15. Claims, Notices & Suit Limitation; No Set‑off a. Service Issue Escalation & Credits Customer must promptly notify an AGS Representative of any service issue in order to allow corrective action during the Engagement and for any possible credit to be considered. For Events: notice must be given on-site and before Event close. For Projects: notice must be given within two (2) business days of delivery/installation. Failure to provide notice within these windows waives Customer’s right to request corrections or credits for the issue. Invoices are sent to the primary email on file during the Engagement, and no credits will be issued for unreported, missing, or incomplete Orders after the applicable notice window. b. Incident Reporting and Formal Claims In addition to the escalation requirements above, any incident that Customer intends to pursue as a claim must also be reported in writing within twenty-four (24) hours of discovery and no later than Engagement close (for Events, no later than Event close). A formal written claim detailing the alleged issue must then be submitted to AGS within thirty (30) days after Engagement close (for Events, after Event close). Claims submitted after this period will not be accepted. c. Limitation Period for Legal Actions Any lawsuit, arbitration, or other legal proceeding relating to these Terms must commence within one (1) year after Engagement close (for Events, after Event close). Claims not filed within this period are permanently barred.
naming AGS Exposition Services, Inc. as an additional insured on a primary and non-contributory basis for commercial general liability coverage customary for trade- show contractors; and (ii) a completed EAC Authorization Form approved by AGS. AGS may deny, suspend, or revoke EAC access to the Site for failure to provide required documentation or for unsafe or non-compliant conduct. d. Compliance and Conduct EACs must comply with all facility, event, and safety rules, including union jurisdiction and time restrictions. Customer is responsible for ensuring such compliance and shall defend, indemnify, and hold harmless AGS from any claims, damages, or penalties arising from acts or omissions of any EAC, its employees, or subcontractors 12. Purchase Orders Where a purchase order is required, it must accompany the Order form(s). This requirement applies equally to government agencies. 13. Taxes Customer is responsible for any excise, property, sales, use, or other taxes imposed under applicable federal, state, or municipal tax laws. Products, Services, labor, and cancellation fees (including amounts due for partially rendered or non-cancellable Services or Goods) may be taxable depending on the jurisdiction in which the Engagement occurs. AGS operates on an accrual basis for accounting and tax purposes, as Services are provided over time and across multiple jurisdictions. Accordingly, tax obligations are assessed at the point when taxable Products, Services, or fees become due — which shall be the later of (i) the date of the applicable Event close, (ii) the effective date of cancellation or non-participation, or (iii) the date on which preparatory or partially rendered Services are performed — and are binding regardless of the date of invoicing or payment. If a tax code or rate changes after publication of an Order form but before fulfillment, AGS will adjust invoices as required by law. Customers claiming tax-exempt status must provide a valid exemption certificate for the state in which Services are delivered. Resale certificates are valid only if charges are being re-billed to Customer’s customers.
AGS Expo Services • 4561 SW 34th Street • Orlando, FL 32811 Phone: 407.292.0025 • Fax: 407.292.4414 Email: eventservices@ags-expo.com Order Online: www.ags-expo.com
19
AGS 01/11/13 - 001
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