Alcohol Shipping Guidelines
See below for all information regarding shipping your alcohol to Access LIVE and alcohol product handling on-site while at the show. Guidance varies based on the scenarios detailed in each block.
Instructions vary based on the distribution status of your product. Please review the option that best describes the status of your product below and follow the corresponding instructions carefully.
Questions? We're here to help! Email exhibits@wswa.org for more guidance.
Your Product is Currently Distributed in Texas
If your product is currently distributed in Texas with a wholesaler, you must use that wholesaler to facilitate delivery to Gaylord Texan Resort & Convention Center. Please be in touch with your current Texas wholesaler to coordinate delivery with Freeman.
Leigh Burte | leigh.burte@freeman.com
- Alcohol Beverage Product List (excel file)
- Destination Labels*
- *Destination Labels will be provided directly by the Access LIVE team for additional activations (ex. Brand Battle, Sponsorships, Receptions, etc.). Please contact exhibits@wswa.org with questions.
Your Product is Produced or Distributed Domestically but NOT in Texas
If your product is produced, distributed, or imported in the U.S. but NOT in Texas, you must use SGWS or Reyes Beverage Group to facilitate delivery to Gaylord Texan Resort & Convention Center. The team will process paperwork and assist with product delivery.
*Destination Labels will be provided directly by the Access LIVE team for additional activations (ex. Brand Battle, Sponsorships, Receptions, etc.). Please contact exhibits@wswa.org with questions.
SGWS Contacts:
- Stephanie Groff | Phone: 972-277-2000 | Email: stephanie.groff@sgws.com
- Gio Bonilla | Phone: 972-788-3817 | Email: giohana.bonilla@sgws.com
SGWS Forms to Complete:
- SGWS Instructions & Forms (coming soon)
- SGWS Supplier Information & Declaration of Contents Form (excel file)
- Alcohol Beverage Product List (excel file)
- Destination Labels*
*Destination Labels will be provided directly by the Access LIVE team for additional activations (ex. Brand Battle, Sponsorships, Receptions, etc.). Please contact exhibits@wswa.org with questions.
Reyes Contact:
Todd Young | Phone: 972-595-6451 | Email: wtyoung@reyesholdings.com
Reyes Forms to Complete:
- Reyes Beverage Group TX Instructions (coming soon)
- Reyes Beverage Group TX General Release (coming soon)
- Reyes Beverage Group Supplier Wholesaler Designation and Acceptance Form (coming soon)
- Reyes Supplier Information Form (excel file)
- Alcohol Beverage Product List (excel file)
- Destination Labels*
*Destination Labels will be provided directly by the Access LIVE team for additional activations (ex. Brand Battle, Sponsorships, Receptions, etc.). Please contact exhibits@wswa.org with questions.
Your Product is NOT Produced or Distributed Domestically (including Texas)
If your product is not currently produced or distributed in the U.S., including in Texas, and you do not use a U.S. wholesaler/importer, you must use Southern Glazer’s Wine and Spirits (SGWS) to manage and facilitate the importation and COLA waiver process for your product.
You must contact Southern Glazer's Wine & Spirits BEFORE shipping your product.
- Stephanie Groff | Phone: 972-277-2000 | Email: stephanie.groff@sgws.com
- Gio Bonilla | Phone: 972-788-3817 | Email: giohana.bonilla@sgws.com
- SGWS Instructions & Forms (coming soon)
- SGWS Supplier Information & Declaration of Contents Form (excel file)
- Alcohol Beverage Product List (excel file)
- Destination Labels*
- Access HQ (Exhibit Hall)
- Main Street Suite
- Wine & Spirits Tasting Competition
- TASTE
*Destination Labels will be provided directly by the Access LIVE team for additional activations (ex. Brand Battle, Sponsorships, Receptions, etc.). Please contact exhibits@wswa.org with questions.
Onsite Alcohol Beverage Product Handling Services through Freeman
REMEMBER! A licensed Texas wholesaler MUST deliver ALL alcohol beverage products to the Gaylord Texan Resort & Convention Center.
- Alcohol cannot be shipped to Freeman's advance warehouse or directly to the Gaylord Texan.
- Exhibitors may not hand-carry alcohol into the venue.
- Products delivered outside the approved process may be confiscated and subject to applicable taxes.
- Affix the applicable destination label for each shipment to ensure delivery to the appropriate location.
Freeman will receive the product onsite at Gaylord Texan from the Texas Wholesaler and deliver it to its designated Access LIVE location as indicated by the destination label (Exhibit Hall, Main Street Suites, TASTE, Tasting Competition and other events).
Exhibitor Alcohol Delivery
The Freeman Product Distribution Center will be located on Level 1 of the Gaylord Texan convention center, near the entrance to the Access HQ Exhibit Hall. It will be open before and throughout the show to assist exhibitors with locating their products and coordinating deliveries. Click here for hours and additional information.
Access HQ Exhibit Hall Booths: Alcohol beverage products will be delivered directly to exhibit booths on Monday, February 1, 2027. If your product has not arrived as expected, please visit the Freeman Product Distribution Center for assistance.
Main Street Suites: All Main Street Suite holders must check in at the Freeman Product Distribution Center to identify their product and arrange for the delivery to their suite. Products will not be automatically delivered to Main Street Suites. A representative must be present in the suite to accept delivery.
Wednesday, February 3, 2027
TASTE Set-Up: 3:30 pm – 5:30 pm
TASTE: 5:30 pm – 7:30 pm
TASTE participants have the following options for getting product to their TASTE table:
- Hand-Carry from Your Booth or Suite: Participants may hand-carry product to and from TASTE from their exhibit booth or Main Street Suite during the TASTE set-up period.
- Freeman Delivery: To have Freeman move your product to TASTE, indicate the total number of cases on the Alcohol Beverage Product Handling form below. A $59 per-case handling fee applies to product moved by Freeman in addition to any fees charged by your Wholesaler.
- Direct Delivery to TASTE: To have product delivered directly to your TASTE table for set-up, affix the TASTE Destination Label to the applicable cases delivered by your Wholesaler. Freeman will identify these cases for delivery directly to your TASTE table.
- Transfer from Your Booth or Suite: To have Freeman move product from your Exhibit Booth or Main Street Suite to your TASTE table, indicate this request on the Alcohol Beverage Product Handling Form in the Freeman Exhibitor Kit.
Freeman charges $59 per case for alcohol deliveries for Exhibit Hall, Main Street Suite, TASTE. Upon request, Freeman will move product for Exhibit Hall and Main Street Suites to the TASTE event or other requested location (after initial delivery) at an additional $59 per case rate. To help properly manage the labor needed and to assist in timely delivery, please visit the Freeman Exhibitor Services Portal and enter an estimate of number of deliveries needed. You will also find applicable rates for non-alcohol delivery and additional services as needed.