Exhibitor Services Manual

OTC is pleased to provide you with quick access to important information regarding exhibiting at the 2005 Offshore Technology Conference. The online manual is designed to provide the same information as found in the printed version of the manual, plus relevant links. We encourage you to review each section and contact us should you have any questions.

Online Exhibitor Registration Closed
Online Exhibitor Registration is now closed. On-site registration opens Tuesday 26 April and will be available 08:00-17:00 daily through Saturday 30 April for early registration. Badges may be picked up early during this time to avoid long lines on opening day. Online registration for attendees and Guest Cards will remain open through Saturday 23 April.

Thank you for exhibiting at the 2005 Offshore Technology Conference and Exhibition.

New Information for OTC.05
General Information
OTC Show Regulations
Exhibitor Registration/Housing/Travel
Marketing Programs
Freeman Companies Services
Material Handling/Freight Services
Inbound Freight Target Schedule
Reliant Park Services
Additional Services
Exhibitor Newsletters

List of Contractors and Contact Information

Should you have any questions regarding your exhibit or if we may be of any assistance, please do not hesitate to contact us:

We look forward to working with you for a successful OTC.05.

New Information for OTC.05

Exhibit Regulations (pdf) have been revised. Please read this information carefully and share with your staff and exhibitor appointed contractors. Specific revisions involve hanging signs/graphics. Hanging signs/graphics are allowed in peninsula, split island and walk-thru booths with dimensions of 20’x30’ or larger, and in island booths sized 20’x20' or larger.

Win a cruise! Register now to win! Earn a chance to win a five-day premium Carnival Cruise for two by booking your hotel room within the official OTC room block before 4 April 2005.

Take advantage of the new on-line interactive exhibit floor plan. The floor plan is continually updated to keep you up-to-date on any changes. It will also allow attendees to review the list of exhibitors and floor plan prior to the show and make their own itinerary of exhibitors they wish to visit.

OTC Guest Cards are now electronic.

New sponsorship opportunities are available.

• PDA/Digital Event Guide Sponsorship
• Wireless Internet Hot Spots (WiFi)
• Outdoor Signage
• TV Monitors

See the complete list of sponsorship opportunities.

“The Wave” goes electronic. Up to date information important to exhibitors will be provided in the monthly newsletters.

General Information

Schedule
Move-in begins on Wednesday, 27 April, and all booths must be complete by 12:00 noon on Sunday, 1 May. The exhibition closes at 2:00 p.m. on Thursday, 5 May at which time exhibitors may begin dismantling their booths, and all freight must be cleared from the center by 6:00 p.m. on Saturday, 7 May. There are significant penalties for exhibitors who begin tear down prior to the end of the show. See detailed exhibit schedule and rules here.

Carpet and Drape Colors
Refer to your booth number (listed on your OTC invoice) to determine the aisle carpet and drape colors for your exhibit space.

• Aisles 1000 - 2200 Red & white backdrape, red side dividers & red aisle carpet
• Aisles 2300 - 3500 Blue & white backdrape, blue side dividers & blue aisle carpet
• Aisles 3600 - 4700 Teal & white backdrape, teal side dividers & teal aisle carpet
• Aisles 4800 - 6000 Plum & white backdrape, plum side dividers & plum aisle carpet

On-site Services
The Exhibitor Service Center will be in the Reliant Center Lobby, located between the entrances to Halls B and C. This area will include all service contractors appointed by OTC. The Exhibitor Management Office is located in the Reliant Center Lobby at the entrance to Hall C. Emergency first aid will be available during move-in, show days and move-out. The Medical Services Center is located in the Reliant Center Lobby at the entrance to Hall C.

Official Service Contractor List
In addition to the information provided below, we've also provided a complete list of official service contractors and contact information. Should you have any questions regarding computer rentals, audiovisual, modular rentals, floral, and so on, please refer to the list.

Planning Tools
To assist in the planning of your exhibit, please utilize the Coordinator's Checklist (pdf), Exhibit Budget Form (pdf), and Staff Scheduling Form (pdf) to keep up with important deadlines.

Tours
OTC will once again offer tours of area attractions. You may book a tour of NASA, the Ocean Star offshore drilling rig, the Rienzi art tour, Battleship Texas and San Jacinto Monument Tour.

OTC Show Regulations

The 2005 OTC Exhibit Regulations (pdf) have been revised and it is the most important document you need to review in its entirety and share with your colleagues. Reliant Center has provided Exhibit Area Specifications (pdf) for your review.

New for 2005

• Hanging signs/graphics are now permitted in peninsula and walk-thru booths with dimensions of 20’x30’ or larger.
• Hanging signs/graphics are also allowed in island booths with dimensions of 20’x20’ or larger.
• Early Tear-Down Penalty: Should an exhibitor begin to dismantle, pack or vacate their exhibit space before official close of the show, the exhibitor will forfeit the annual ten (10) priority points for the current year’s participation.
• Review the Exhibit Regulations for complete details.

Full-time employees of exhibiting companies may install and dismantle their own display. Should you require assistance with your display, OTC has appointed The Freeman Companies as the official labor contractor to ensure the sufficient number of qualified craftsmen necessary to install and dismantle the exhibition.

An Exhibitor-Appointed Contractor (EAC) is any person and/or company, other than the designated official or exclusive contractors, that provides a service and requires access to your exhibit at any time. Please refer to the Work Authorization Request Instructions (pdf) for complete details.

Exhibitors utilizing The Freeman Companies or a hired EAC must complete the Work Authorization Request Form (pdf). The deadline for submitting this form is 22 March 2005.

All exhibitors are required to adhere to the City of Houston Fire Regulations (pdf).

Exhibitor Registration/Housing/Travel

Special airline and car rental discounts have been created for OTC.05 attendees and exhibitors.

Online Exhibitor Registration Closed
Online Exhibitor Registration is now closed. On-site registration opens Tuesday 26 April and will be available 08:00-17:00 daily through Saturday 30 April for early registration. Badges may be picked up early during this time to avoid long lines on opening day. Online registration for attendees and Guest Cards will remain open through Saturday 23 April.

See more exhibitor registration and housing details, including your complimentary allotment and important registration deadlines.

Online housing reservations are now available. Visit the OTC housing page for a list and map of hotels offering discounted OTC rates as well a link to online registration through Conferon (contact information).

Exhibitors may also make housing reservations using a printable housing request form. See the details here.

Marketing Programs

OTC's Marketing and Public Relations Department has developed a number of pre-show and on-site services designed to increase awareness of your company's products and services and assist you with your marketing objectives. Refer to the Exhibitor's Guide to Publicity (pdf) and Promotional Opportunity Submittal Form (pdf) to find out more about these free public relations programs and press conference details.

For questions or additional information on media lists or scheduling a press conference, contact Jennifer Castenson at jcastenson@otcnet.org. Exhibitors holding a special event or celebrity appearance at their exhibit should notify OTC show management using the Events/Celebrity Appearances Information Form (pdf) for informational and security purposes. OTC may help promote this event for you.

Maximize your ROI by participating in the 2005 OTC Corporate Advantage Program. Take advantage of great opportunities to reach OTC's audience through advertising and a wide variety of sponsorship opportunities. You'll find pricing and ordering details on the Sponsorship Form (pdf) and Advertising Opportunities Form (pdf). The Advertising and Logo Specifications page (pdf) will provide the requirements for the printed ads.

For additional sponsorship and advertising information, contact Jim Klingele at jklingele@otcnet.org or Joan Payne at jpayne@otcnet.org.

Use the OTC logos in your advertisements and promotional materials. They will remind your audience to visit your booth at OTC.

New for 2005—OTC Electronic Guest Card Program. OTC has revised its guest card program and now offers only an electronic guest card available in standard letter format or A4 format. The new electronic guest card will have the same information as the previously used printed version; however, you will now be able to customize your guest card with your logo or company theme line. Take advantage of this new electronic marketing tool and invite your key prospects and customers with a click of a button. You will still need to fill out an Electronic Guest Card Order Form (pdf), as it will contain your company name and identification number.

Significantly increase your booth traffic with pre-show promotions by ordering the 2005 Pre-Registered Attendee List (pdf) from ExpoExchange (contact information). OTC has appointed ExpoExchange as the official lead retrieval management services company. Make arrangements for this great service by completing the ExpoExchange Order Form (pdf) by 1 April 2005 to receive discount pricing. To order online (preferred), you will need the following OTC access code: DIRDRH.

Conference and Meeting Assistance Corporation (CMAC) (contact information) will provide shuttle bus services for all conference participants from the official OTC hotels to Reliant Center. Additional shuttle advertising opportunities and Shuttle Advertising Rates (pdf) are available through CMAC for on-site, shuttle bus interior and exterior, and hotel lobby advertising. CMAC also offers Bus and Van Charters (pdf) for any of your transportation needs.

The Official OTC Show Daily (pdf) has several ad formats available. The paper will have multiple distribution points throughout Reliant Center.

Freeman Companies Services

OTC has appointed The Freeman Companies (contact information) as the official decorator and labor contractor. The Freeman Companies can assist you with your carpet, furnishings, labor, modular exhibit rentals, signs and graphics.

Freeman OnLine is available for your convenience to order all Freeman services, view important dates, or print order forms. To place online orders you will be required to enter your unique Login ID and Password. If this is your first time to use Freeman OnLine®, click on "New User" to create a Login ID and Password. U.S. and Canadian customers will be asked to provide the show number 62262, booth number, and company zip/postal code. International customers will be asked for the show number 62262, booth number and name of country. If you need assistance with Freeman OnLine, please call our Customer Support Center at (1-888-508-5054).

As the official labor contractor, The Freeman Companies are readily available to assist you with your installation and dismantle requirements. To receive special discount pricing, complete and submit the Freeman Labor Form (pdf) by 18 April 2005.

All overhead hanging must be assembled, installed and removed by The Freeman Companies. The Freeman Hanging Signs Form (pdf) provides complete instructions and labor rates. All hanging signs must be sent in separate containers directly to the advance warehouse no later than one week prior to the first exhibitor move-in day. If these procedures are not followed, The Freeman Companies cannot guarantee the hanging of your sign. The Freeman Structural Integrity Statement (pdf) must be completed and returned to Freeman for all ceiling hung structures. For your convenience you can use these Hanging Sign Printable Labels (pdf) for shipping hanging signs to the warehouse or show site.

Material Handling/Freight Services

OTC has appointed The Freeman Companies (contact information) as the exclusive contractor to control access to the Reliant Center of all delivery and freight trucks, administer assignment and usage of loading docks, and supervise the Teamsters Union Labor responsible for the loading and unloading of freight shipments.

See the shipping details page for information and instructions for:

• Advance warehouse shipments
• Shipments to show site
• Large and/or heavy shipments
• Outbound shipments

All exhibitors must submit the Labor and Shipment Notification Form (pdf) by 28 March 2005. Some exhibitors will be assigned a specific day during which their freight must be delivered to Reliant Center; failure to comply with the move-in instructions as given by Freeman will result in shipments being subject to special equipment rental and crew time charges, and/or refusal of entry into the exhibit area by OTC Management. The Material Handling Order (pdf) must be submitted by 18 April 2005.

International Shipping, Customs Brokerage, International Freight Forwarding
OTC has appointed Rogers Worldwide (contact information) as the official provider of international shipping, customs brokerage, freight forwarding and related services. The 2005 OTC has been designated as an International Trade Fair and all freight entering the United States must go through U.S. Customs. To ensure your materials arrive safely and in a timely manner, please refer to the International Shipping Instructions (pdf) and Invoice/Packing List (pdf).

Inbound Freight Target Schedule

Due to the size and scope of OTC, it is necessary to prepare an Inbound Freight Target Schedule (pdf). This schedule refers to the time your carrier has been assigned for check-in at the Freeman Companies Marshalling Area.

This target does not apply to exhibitors who ship their materials in advance to the Freeman Companies warehouse. This is for the move-in of your display/exhibit only. You are not required to set your display at this time.

It is extremely important that all exhibitors submit the Labor and Shipment Notification Form (pdf) by the published deadline of 28 March 2005.

If you cannot adhere to our assigned target and wish to change you date, please send a written request to the Freeman Companies, attention Kevin O'Brien.

Your written request must include dimensions and weight of largest piece, total number of pieces, booth number, carrier, current target date and requested target date.

Every attempt will be made to accommodate your unloading times. The Freeman Companies will confirm all target changes in writing.

Reliant Park Services

Reliant Park (contact information) has a number of services available. Note that payment for parking, cleaning and security services can be combined into one disbursement using the Reliant Payment Authorization (pdf) form.

Parking Permits
Permits may be ordered in advance and picked up at the Service Desk upon arrival. You will not be charged a parking fee for the first day of move-in. After the first day, the entry fee is $7.00 at the gate. If you pay this fee, please bring the parking stub to the Service Desk on show site, and we will give you a $7.00 credit towards the purchase of a parking permit. This permit allows you in and out privileges without having to pay each time you enter. To pre-order, please use the Parking Permit Form (pdf). No refunds for permits not picked up at the Service Desk. All sales final.

Cleaning
Complimentary nightly booth vacuuming and trash removal is provided with the cost of your indoor exhibit space. Only outdoor exhibitors need to order sweeping service. Reliant Park is the exclusive cleaning contractor for all additional services. Should you require additional cleaning services, complete the Custom Cleaning Order Form (pdf).

Security
A uniformed security force will be on duty from the beginning of move-in through the completion of move-out. However, OTC cannot accept responsibility for theft or damage. Exhibitors may order additional security for their display by completing the Exhibit Booth Security Form (pdf).

Electrical
Harper Wood Electric (contact information) is the exclusive electrical contractor for Reliant Park, both indoor and outdoor. In order to guarantee power installation by the first day of the show, we must receive your requirements by the deadline date of 11 April 2005. Note that discounted rates apply only to orders received by the deadline date. Standard rates apply to all orders received after deadline date and at the show site. Electrical Contract (pdf)

Plumbing Service
Harper Wood Electric (contact information) is the exclusive plumbing contractor (water, drain, gas, air) for Reliant Park, both indoor and outdoor. In order to guarantee service by the first day of show, we must receive your plumbing order by the deadline date. Note that discounted rates apply only to orders received by the deadline date. Standard rates apply to all orders received after the deadline date and at the show site. Plumbing Contract (pdf)

Telephone and Internet
For your telecommunication needs, Smart City Networks (contact information) is the exclusive provider of telephone and internet services. Order online (preferred), or use the Telephone Contract (pdf) and Internet - Network Service Contract (pdf).

Catering
ARAMARK (contact information) is the exclusive provider of the booth catering services. The OTC Exhibitor Booth Menu will be posted as soon as it is available.

Hospitality Suites
OTC exhibiting companies may request hospitality suite accommodations at Reliant Stadium from Reliant Park Suite Sales (contact information). Hospitality functions may not be scheduled to conflict with any official OTC event. To request a reservation, complete the Hospitality Suite Registration Form (pdf) and return by 20 February 2005.

Additional Services

OTC provides its exhibitors with resources to obtain the additional services you may require to maximize your exhibiting experience.

Audio Visual
AVW-TELAV Audio Visual Solutions (Contact information). Order online (preferred), or complete the AVW-TELAV Audio Visual Service Order Form (pdf).

Computer Rental
Rentsys (Contact information). A complete list of Rentsys products and services is available on the Rentsys website. To order complete the Rentsys Computer Rental Order Form (pdf).

Floral
Convention Plant Creations (Contact information). To order complete the Convention Plant Creations Floral Order Form (pdf).

Exhibit Hostess/Host, Narrator or Translator
Neal Hamil Agency (Contact information). To order complete the Neal Hamil Agency Order Form (pdf).

Photography
Barchfield Convention Photography (Contact information). To order complete the Barchfeld Convention Photography Order Form (pdf).

Exhibitor Newsletters

The Wave is a monthly electronic newsletter for OTC exhibitors designed to keep you up-to-date on information regarding the conference and upcoming exhibiting deadlines.

April 05 OTC Exhibitor News (pdf)
March 05 OTC Exhibitor News (pdf)
January 05 OTC Exhibitor News (pdf)
November 04 OTC Exhibitor News (pdf)