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Shipping details

Direct Shipment to Show Site Is Not Available

To ensure on-time delivery to your booth, all freight must be shipped in advance to the warehouse. Shipments to the Hyatt will not be accepted this year. Please plan accordingly and adhere to the shipping timeline below.

ADVANCED SHIPMENT SCHEDULE

July 25, 2025

8:00 AM PT

Advanced Shipments May Begin Arriving at Warehouse

August 25, 2025

3:00 PM PT

Last Day for Advanced Shipments to Arrive at Warehouse Without Surcharges

Shipments arriving before July 25, 2025, will incur storage fees. Shipments arriving after August 25, 2025, will incur after-deadline charges. If a box is over 50lbs, additional material handling charges will be assessed based on the weight.

SHIPMENT TRACKING INSTRUCTIONS

To ensure accurate delivery of your items to your booth at Future Proof 2025, please complete and submit the tracking form for each shipment sent to the Advanced Warehouse.

Required Information:

  1. Exhibitor/Sender Details: Company name, sender’s name, and contact information.
  2. Booth and Zone Numbers: Assigned booth and zone numbers for delivery.
  3. Tracking Number: Include the tracking number for each shipment.
  4. Carrier/Shipper: Specify the shipping carrier (e.g., FedEx, UPS, DHL).
  5. Item Description: Briefly describe the items in the “Notes” section.
  6. Pallet Shipments: Use one tracking number per pallet (individual boxes not required).
  7. Third-Party Vendors: If shipped via a third-party vendor without a tracking number, include their details in the “Notes” section for identification.

For questions, please email us at maria@rheventgroup.com

DOWNLOAD SHIPPING LABEL

Each box/item must have an Advanced Shipping Label attached. Please click here to download the shipping label.

IMPORTANT NOTES

The inventory warehouse will not accept the following:

  • COD shipments
  • Hazardous materials
  • Freight requiring refrigerated or frozen storage
  • Single freight pieces weighing over 5,000 pounds
  • Freight exceeding dimensions of 108″ H x 93″ W

GENERAL INFORMATION

For outbound shipping, please follow these instructions if you wish to have any boxes or cases held for return:

  1. Complete a “HOLD EMPTY BOX LABEL” for each box or case you want returned after the show’s close. Items will be returned after 1 PM on Wednesday.
  2. Attach the completed label to the box or case and leave it inside your tent area to prevent accidental removal during trash collection.
  3. Note that replacement boxes will not be available onsite, so plan accordingly.
  4. Additional labels can be obtained at the Exhibitors Service Tents.
  5. Any boxes or cases left outside your designated space after 12 PM on Sunday will be discarded to maintain clear aisles.

GUIDELINES FOR OUTBOUND SHIPMENTS

FedEx and UPS will provide direct pickup services for outbound shipments from the boardwalk. You do not need to schedule a pickup yourself. Please carefully follow these instructions to ensure a smooth shipping process:

Packaging and Labeling Requirements

  • All boxes and packages must be securely taped to prevent damage during transit.
  • Shipping labels must be pre-printed and fully completed; handwritten labels will not be accepted.
  • Include the following details on your shipping label:
    • TO Address: The destination address of your shipment.
    • FROM Address:
      • We recommend using the TO address as the FROM address to ensure undelivered items are returned to your company.
      • Only use a different FROM address if you are shipping to another company or event location.
    • Your account number for the shipment.

 

Drop-off Details

Packages should be brought to the Exhibitor Services Tent on Wednesday, September 10, between 1:00 PM and 6:00 PM, after the festival concludes.

FedEx and UPS will pick up shipments on Thursday, September 11. Once scanned into their system, you will receive tracking information directly from your carrier to monitor your package.

IMPORTANT NOTES

Future Proof/RHEG is not responsible for any boxes left in your booth, even if they are labeled. It is the exhibitor’s responsibility to bring all items to the Exhibitor Services Tent for processing.

LATE FEES

Post-August 25 Shipping Information:

Shipping Rates (August 26–29)

  • Boxes:
    • $78.75 each (if purchased in Exhibitor Form after 8/25)
    • $88.75 each (if NOT purchased in Exhibitor Form)
  • Pallets:
    • $393.75 each (if purchased in Exhibitor Form after 8/25)
    • $418.75 each (if NOT purchased in Exhibitor Form)

 

Shipping Rates (August 30–September 3)

  • Boxes:
    • $105 each (if purchased in Exhibitor Form after 8/29)
    • $130 each (if NOT purchased in Exhibitor Form)
  • Pallets:
    • $413.45 each (if purchased in Exhibitor Form after 8/29)
    • $463.45 each (if NOT purchased in Exhibitor Form)

 

After September 3
Shipments arriving after 9/3 will incur full round-trip shipping and labor charges.

have questions about shipping?

FREQUENTLY ASKED QUESTIONS

RHEG – (Your company Name)
c/o JW Cole & Sons, Inc
4451 Eucalyptus Ave.
Suite 320 (Dock 9 & Docks 16-18)
Chino, CA 91710

Please attach the Advanced Warehouse Label to every package

Packages can arrive as early as July 25, 2025. Don’t wait to send your items – ship early! However, items received prior to July 25th will incur storage fees.

All packages must arrive by August 25, 2025. Anything received after this date will incur late pricing.

Packages will be charged a per box/pallet rate. Boxes under 50lbs are $52.50/each and pallets are $341.25/each. Please note, any packages received after August 25, 2025, will be subject to a late fee and special delivery charges.

The following cannot be shipped to the advanced warehouse. In some cases, you can have these delivered directly to the Huntington Beach parking lot via a private courier if necessary. Uncrated freight, COD shipments, hazardous materials, freight requiring refrigerated or frozen storage, a single piece of freight weighing more than 5,000 pounds, a single piece of freight beyond the dimensions of 108”H x 93”W.

Shipping directly to the Hyatt Huntington Beach is NOT available for Future Proof 2025. You can arrange delivery to your hotel room and carry boxes to the event, drive them to the site or under special circumstances hire a courier to deliver directly to the showsite.

All packages will be delivered directly to your booth on Saturday, September 6.

Yes, there is a daily delivery charge for this option.