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We look forward to supporting your successful sponsorship experience!
Hosted Meetings Guidelines & Timeline
Schedule for Move-in, Show Days, and Move-out
Below is our schedule outlining the exhibit hall move-in and move-out periods, as well as show open times and pre/post-show access hours for exhibiting sponsors.
Please note that access dates and times for the build-up and breakdown periods will vary based on your stand type and may be subject to change.
Important Note
The registration desk will be operational for any support needed from the SubSummit, and you can also contact our team directly at (248)808-0928. Freeman’s service desk will be operational for the duration of the move-in and move-out times. If support is needed outside of those times, please contact the Freeman team at (888) 508-5054.
Move-In Schedule
Date
Access
Time
Tuesday, May 27 2025
Exhibitors/ EAC ONLY
12pm-9pm CT
Wednesday, May 28 2025
Exhibitors/ EAC ONLY
7am-9am CT
Show Hours
Networking Break: Coffee & Pastries
Location: Lonestar Preconvene
Who Attends: Everyone
Time: 8:30am-9:30am CT
Opening Ceremony & Remarks | Mainstage Theater Sessions
Location: Lonestar Ballroom
Who Attends: Everyone
Time: 9:30am-11am CT
Exhibitor Hall Hours
Location: Dallas Ballroom
Who Attends: Everyone
Time: 10:30am-5:30pm CT
Lunch
Location: Dallas Ballroom
Who Attends: Everyone
Time: 12:00pm-2:00pm CT
Hosted Meetings (Pre-scheduled)
Location: Lonestar Preconvene
Who Attends: Invite Only
Time: 2:10pm-4:18pm CT
Not a hosted sponsor? Schedule a call to learn more.
Welcome Reception
Location: Dallas Ballroom
Who Attends: Everyone
Time: 5:30pm-7:00pm CT
Networking Break: Coffee & Pastries
Location: Dallas Ballroom
Who Attends: Everyone
Time: 7:30am-9:30am CT
Exhibitor Hall Hours
Location: Dallas Ballroom
Who Attends: Everyone
Time: 8:00am-5:00pm CT
Hosted Meetings (Pre-scheduled)
Location: Lonestar Preconvene
Who Attends: Invite Only
Time: 10:10am-12:00pm CT
Not a hosted sponsor? Schedule a call to learn more.
Lunch
Location: Dallas Ballroom
Who Attends: Everyone
Time: 11:30am-1:30pm CT
Hosted Meetings (Pre-scheduled)
Location: Lonestar Preconvene
Who Attends: Invite Only
Time: 1:55pm-3:45pm CT
Not a hosted sponsor? Schedule a call to learn more.
SubSummit Awards & After-Party
Location: Lonestar Preconvene & Ballroom
Who Attends: Everyone
Time: 8:00pm-11:00pm CT
Secure your After-Party VIP booth today. Schedule a call to learn more.
Networking Break: Coffee & Pastries
Location: Dallas Ballroom
Who Attends: Everyone
Time: 8:30am-9:30am CT
2026 Sponsor Meeting
Location: Dallas Ballroom
Who Attends: Sponsors
Time: 10:00am-12:00pm CT
Exhibitor Hall Hours
Location: Dallas Ballroom
Who Attends: Everyone
Time: 8:30am-12:30pm CT
Move-Out Schedule
Date
Access
Time
Friday, May 30 2025
Exhibitors/ EAC ONLY
12:30pm-5pm CT
The Sheraton Dallas Hotel and Convention Center is connected through a Skybridge located on the 2nd level of the hotel. Click here to secure your hotel stay.
Please take a moment to complete your company profile as soon as possible. We recommend that company description submissions stay under 500 characters.
Completing the form will provide our team with the information to include you on our SubSummit website, create custom social sharing graphics, and include you in any upcoming sponsor announcements.
Security will patrol the expo hall in the off hours of the event. If there is an immediate concern, please contact the hotel directly or a SubSummit team member to speak to their security team.
If you are on site and need assistance, our registration desk will be operating during show hours for support. You can also contact our team directly via text or call at (248)808-0928.
SubSummit will provide all attendees with access to the event Wifi. The network and password will be provided throughout the event.
Validar is SubSummit’s 2025 badge and lead retrieval provider. Please see the order form below and general information. Please note custom qualifier questions must be purchased by May 16, 2025.
FedEx Office is available onsite. For custom orders, please visit here. For direct shipping information, please visit here.
If additional tickets are needed beyond your sponsorship package, sponsor rate tickets can be secured directly here.
Please note that sponsors’ tickets are limited and will be available on a first-come, first-served basis.
Any print material including assets in your sponsorship package or logo confirmations are due by Wednesday, April 16, 2025.
For a general overview of what to expect in the Hosted Meeting Program, please review the Sponsor Guidelines & Timeline and additional terms and conditions here. If you have any additional questions, please contact our team at info@subsummit.com
SubSummit’s show vendor for A/V, electric, and additional internet needs is Encore. Additional internet access is recommended for any streaming or demo activations. Please see the contact and ordering information here. Orders must be received by: May 21, 2025
Onsite ordering will be available on a first-come, first-serve basis.
For any rigging or truss needs, please contact ilina.spasova@encoreglobal.com directly.
Freeman Online can be accessed here for any booth ordering.
Shipped Accepted to Advanced Warehouse: April 28, 2025
Last Day to Receive at Advanced Warehouse: May 20, 2025 (before additional fees incur)
Freeman Holiday Observation: Memorial Day: May 26, 2025
For exhibitor general information for shipping, labels, labor, waste removal, and more please review Freeman’s FAQ Information and the Shipping and Material Handling Information.
Need shipping labels? Please visit here.
Exhibiting Company Name / Booth Number
SubSummit 2025
C/O Freeman
5130 Cash Rd
Dallas, TX 75247
USA
The Freeman warehouse will be closed Monday, May 26, 2025, in observance of Memorial Day.
Ship early to avoid delays and save money. Freeman will accept crated, boxed, or skidded material beginning April 28, 2025, at the above address. Material arriving after May 20, 2025, will be received at the warehouse with an additional after-deadline charge.
Please note that the Freeman Warehouse does not accept uncrated freight (loose, pad-wrapped material and/or unskidded machinery), COD shipments, hazardous materials, freight requiring refrigerated or frozen storage, a single piece of freight weighing more than 5,000 pounds, or a single piece of freight beyond the dimensions of 108″H x 93″ W.
Warehouse materials are accepted at the warehouse Monday through Friday between the hours of 8:00 AM – 3:30 PM.
Certified weight tickets must accompany all shipments.
If required, provide your carrier with this phone number: (888) 508-5054.
Freeman is unable to accept direct shipments at the Sheraton Dallas Hotel.
SubSummit’s all-inclusive limited liability insurance coverage provided by RainProtection will cover all insurance needs. This coverage is provided to your company through the exhibitor fee included in your sponsorship invoice. You will no longer need to go through all the hassles of submitting your own compliant insurance. Policy coverage information can be found here.
Schedule a time with the Sponsorship Coordinator here to review your sponsorship package and address any questions you may have.
Please see this link to access your Social Sharing kit that includes a custom social graphic, recommended LinkedIn and email copy, and a 35% discount on all merchant tickets for your clients.
If your sponsorship package includes any marketing awareness such as an SMS, Email Blast, Push Notification, and/or Video Wall Ad, you can see those specs here. These deliverables are due by Friday, May 2, 2025
If your sponsorship package includes a custom onsite branding, please contact madison@subsummit.com to verify the specs. All graphics are due to the SubSummit team by Monday April 28, 2025.
Please note that upon arrival onsite, the exhibit halls will be in a state of construction. To ensure your safety, exhibitors must wear appropriate safety gear and their badges.
At a minimum, this includes:
Exhibit hall security will deny access to anyone not wearing the proper Personal Protective Equipment (PPE) during move-in and move-out periods. No exceptions will be made.
SubSummit 2025 concludes on May 30 at 12:30 PM CT. Under no circumstances should any items be removed or packed from your booth before this time.
Exhibitors and their employees are strictly prohibited from using scooters, forklifts, genie lifts, pallet jacks, condors, scaffolding, scissor lifts, motorized dollies, or any similar motorized or hydraulic equipment on the premises at any time.
If you are in need of first aid, please visit the registration or help desk for assistance.
Email sponsorships@subsummit or schedule a call with our team below!
