OTC is pleased to provide you with quick access to important information regarding exhibiting at the 2006 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.
Thank you for exhibiting at the 2006 Offshore Technology Conference and Exhibition.
General Information
OTC Show Regulations
Exhibitor Registration/Housing/Travel
Marketing Programs
Freeman Companies Services
Material Handling/Freight Services
Reliant Park Services
Additional Services
Inbound Freight Target Schedule
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:
OTC Meetings & Exhibits Department |
+1.972.952.9494 |
+1.972.952.9435 Facsimile |
Stephen Graham, Associate Executive Manager |
+1.972.952.9409 |
|
Sally Goldesberry, Director of Meetings & Exhibits |
+1.972.952.9380 |
|
Chris Torsy, Meetings Manager |
+1.972.952.9318 |
|
Deena Walters, Exhibits Manager |
+1.972.952.9317 |
|
Barbara Katz, Exhibit Services Administrator |
+1.972.952.9326 |
|
Paul Thone, Senior Manager Sales |
+1.713.779.9595 |
|
Jim Klingele , Sales Representative |
+1.972.952.9387 |
|
Joan Payne, Sales Representative |
+1.972.952.9356 |
We look forward to working with you for a successful OTC.06.
Schedule
Move-in begins on Wednesday, 26 April, and all booths must be complete by 12:00 noon on Sunday, 30 April. The exhibition closes at 2:00 p.m. on Thursday, 4 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, 6 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
OTC has appointed Official Contractors to ensure smooth installation, dismantling, and operations during the event. In the event you are contacted by a company stating they are an OTC Official Contractor, please refer to the complete list of official service contractors and contact information to make sure they appear on 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 Spindletop, George Ranch Historical Park, NASA Space Center, and the Ocean Star offshore drilling rig.
The 2006 OTC Exhibit Regulations (pdf) is one of the most important documents you need to review in its entirety and share with your colleagues. Reliant Center has provided Exhibit Area Specifications (pdf) for your review. For additional information, please refer to the OTC Exhibitor Information.
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 2006.
All exhibitors are required to adhere to the City of Houston Fire Regulations (pdf).
Exhibitor Registration/Housing/Travel
OTC has appointed Continental Airlines as the official airlines and Enterprise Rent-A-Car as the official car rental company. Special airline and car rental discounts have been created for all OTC attendees and exhibitors.
Online Exhibitor registration is now available and will remain live until noon on Wednesday, 19 April 2006 . Register early and your badges will be available at the On-Site Exhibitor Registration Counter beginning 8:00 a.m. on Tuesday, 25 April 2006.
NEW FOR 2006: Badges will not be automatically mailed to exhibitors ( U.S. companies only); however, you may request badges be mailed. When registering online, you will be prompted to check the appropriate box regarding the mailing of your badges. Should you elect to have your badges mailed, registrations must be received by 3 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.
Exhibitors may also make housing reservations using a printable housing request form. See the details here.
The 2006 OTC Conference Program Form is now available online. In order to ensure your company’s accurate listing, please complete this information and submit to OTC by 28 February.
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 Margaret Watson at mwatson@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 2006 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 Contract (pdf) and Advertising Contract (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, Joan Payne at jpayne@otcnet.org , or Paul Thone at pthone@otcnet.org.
Use the OTC logos in your advertisements and promotional materials. They will remind your audience to visit your booth at OTC.
OTC Electronic Guest Card Program. OTC will once again offer the electronic guest card available in standard letter format or A4 format. The electronic guest card will allow you to customize your guest card with your logo or company theme line. Take advantage of this great 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 2006 Pre-Registered Attendee List (pdf) from ExpoExchange. 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 2006 to receive discount pricing. To order online (preferred), you will need the following OTC access code: DIRDRH.
Conference and Meeting Assistance Corporation (CMAC) 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 VIP & Special Events Transportation (pdf) for any of your special transportation needs.
The Official OTC Show Daily (pdf) has several ad formats available. The paper will have multiple distribution points throughout Reliant Center.
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.
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 17 April 2006.
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 27 March 2006. 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 17 April 2006.
International Shipping, Customs Brokerage, International Freight Forwarding
OTC has appointed Rogers Worldwide as the official provider of international shipping, customs brokerage, freight forwarding and related services. The 2006 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).
Reliant Park has a number of services available. See more information here. 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 Reliant Service Desk upon arrival. Permits allow you unlimited in and out privileges without having to pay each time you enter. To pre-order, please use the Parking Permit Form (pdf).
Cleaning
Complimentary nightly booth vacuuming and trash removal is provided with the cost of your indoor exhibit space. Only outdoor exhibitors need to order vacuuming and daily trash removal 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 is the exclusive electrical contractor for Reliant Park. In order to guarantee power installation by the first day of the show, orders must received by the deadline date. To order electrical services, complete the Electrical Services Order Form (pdf)
Plumbing Service
Harper Wood Electric is the exclusive plumbing contractor (water, drain, gas, air) for Reliant Park. In order to guarantee service by the first day of show, orders must be received by the deadline date. To order compressed air, water and drain services, complete the Plumbing Services Order Fom (pdf)
Telephone and Internet
For your telecommunication needs, Smart City Networks is the exclusive provider of telephone and internet services for Reliant Park. Order online (preferred), or use the Telephone Service Contract (pdf) and Network Service Contract (pdf).
Catering
ARAMARK is the exclusive provider of the booth catering services for Reliant Park. For a complete list of food and beverage opportunities, please review the Aramark OTC Exhibitor Booth Menu (1.3MB). (Due to the file size, we recommend that you right-click on the link, select "Save Target As...", and save a copy on your local machine before opening the file.)
Hospitality Suites
OTC exhibiting companies may request hospitality suite accommodations at Reliant Stadium from Reliant Park Suite Sales. Hospitality functions may not be scheduled to conflict with any official OTC event. To request a suite, complete the Hospitality Suite Registration Form (pdf) and return by 28 February 2006 to take advantage of discount pricing.
OTC provides its exhibitors with a variety of resources for additional services you may require to maximize your exhibiting experience.
Audio Visual
AVW-TELAV Audio Visual Solutions. Order online (preferred), or complete the AVW-TELAV Audio Visual Service Order Form (pdf).
Computer Rental
Rentsys. 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. To order, complete the Convention Plant Creations Floral Order Form (pdf).
Exhibit Hostess/Host, Narrator or Translator
Neal Hamil Agency. To order, complete the Neal Hamil Agency Order Form (pdf).
Exhibitor Events, Communications, Entertainment and Destination Management Services
The Sullivan Group. For more details, please refer to The Sullivan Group Information.
Photography
Barchfeld Convention Photography. To order complete the Barchfeld Convention Photography Order Form (pdf).
Promotional Products
Corporate Incentives. For more details, please refer to the Corporate Incentives Information.
Inbound Freight Target Schedule
Due to the size and scope of OTC, it is necessary to prepare an Inbound Freight Target Schedule (2.2MB 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 27 March 2006.
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.
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.
