Exhibitor Services Manual
New! – Reliant Stadium Exhibitor Information Now Available
OTC is pleased to provide you with quick access to important information regarding exhibiting at the 2007 Offshore Technology Conference. The online manual is designed in a similar tabular format as the printed version. We encourage you to review each section and contact us should you have any questions.
Thank you for exhibiting at the 2007 Offshore Technology Conference and Exhibition.
New Information For OTC.07
General Information
OTC Show Regulations
OTC Pavilion Exhibit Information
OTC Outdoor Exhibit Information
OTC Reliant Stadium Exhibit Information – Now Available
Exhibitor Registration/Housing/Travel
Marketing Programs
Freeman Services
Material Handling/Freight Services
Reliant Park Services
Additional Services
Reliant Center Inbound Freight Target Schedule
Exhibitor Newsletters
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 | sgraham@otcnet.org |
| Sally Goldesberry, Director of Meetings & Exhibits | +1.972.952.9380 | sgoldesberry@otcnet.org |
| Chris Torsy, Meetings Manager | +1.972.952.9318 | ctorsy@otcnet.org |
| Deena Walters, Exhibits Manager | +1.972.952.9317 | dwalters@otcnet.org |
| Barbara Katz, Exhibit Services Administrator | +1.972.952.9326 | bkatz@otcnet.org |
| Jim Klingele, Senior Sales Manager | +1.972.952.9387 | jklingele@otcnet.org |
| Joan Payne, Exhibits Sales Manager | +1.972.952.9356 | jpayne@otcnet.org |
| Sue Mick, Exhibits Sales Coordinator | +1.972.952.9516 | smick@otcnet.org |
We look forward to working with you for a successful OTC.07.
New Information For OTC.07
There is new and important information in this year’s manual. For complete details please review the New Information for OTC .07.
General Information
Schedule
Move-in for Reliant Center, OTC Pavilion, Reliant Stadium and the Outdoor Exhibit Area begins on Wednesday, 25 April, and all booths must be complete by 12:00 noon on Sunday, 29 April. The exhibition closes at 2:00 pm on Thursday, 3 May at which time exhibitors may begin dismantling their booths, and all freight must be cleared by 6:00 pm on Saturday, 5 May. There are significant penalties for exhibitors who begin tear down prior to the official close of the show. See detailed exhibit schedule here.
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 official and exclusive contractors appointed by OTC. A satellite Service Center will also be located in the OTC Pavilion. The Exhibit 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 First Aid Center is located in the Reliant Center Lobby at the entrance to Hall C.
Official and Exclusive OTC Contractors
OTC has appointed Official and Exclusive Contractors to ensure smooth installation, dismantling, and operations during the event. In the event you are contacted by a company stating they are representing OTC, please refer to the OTC Official Contractors List to make sure they appear on the list.
Planning Tools
To assist in the planning of your exhibit, please utilize the Coordinator’s Checklist, Exhibit Budget Form, and Staff Scheduling Form to keep up with important deadlines.
OTC Show Regulations
The 2007 OTC Exhibit Regulations 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 (for Reliant Center only) 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 Freeman as the official labor contractor to ensure the sufficient number of qualified craftsmen necessary to install and dismantle the exhibition.
UNION LABOR: In order to make sure you are in compliance with local union regulations, please refer to the Houston Labor Jurisdictions. Compliance with union regulations will be uniformly enforced.
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. The 2007 Work Authorization Request Instructions have been revised and you are encouraged to read this information in its entirety.
Exhibitors utilizing Freeman or a hired EAC must complete the Work Authorization Request Form. The deadline for submitting this form is 19 March 2007.
All exhibitors are required to adhere to the City of Houston Fire Regulations.
New For 2007: OTC Pavilion Exhibit Information
To assist companies exhibiting in the OTC Pavilion, OTC has prepared specific information as it relates to the OTC Pavilion.
The Freeman Quick Facts and OTC Exhibit Information provide detailed information such as show hours (which are different than Reliant Center), carpet and drape colors, weight limitations/floor load, hanging signs and detailed schedules.
By order of the Fire Marshal, exhibitors who plan to display a double-decker booth, must complete and submit the OTC Pavilion Double-Decker Exhibit Booth Notification Form. For security purposes, exhibitors planning on having a special/hospitality event either during or after official show hours must submit the OTC Pavilion Special Event Notification Form.
New For 2007: OTC Outdoor Exhibit Information
To assist companies exhibiting in the Outdoor Exhibit Area, OTC has prepared specific information as it relates to the Outdoor Exhibit Area.
The OTC .07 Outdoor Exhibits Information provide detailed information regarding move-in and move-out, weight limitations/floor load, tents, hospitality events, and more. For security purposes, exhibitors planning on having a special/hospitality event either during or after official show hours must submit the OTC Outdoor Special Event Notification Form.
OTC does not supply tents for outdoor exhibitors. For your convenience, you may contact Aztec Party Rentals for availability and pricing.
New for 2007: OTC Reliant Stadium Exhibitor Information
To assist companies exhibiting in Reliant Stadium, OTC has prepared specific information as it relates to Reliant Stadium. The OTC Reliant Stadium Exhibitor Information provides detailed information regarding move-in and move-out, weight limitations/floor load, electrical information, and more. The Freeman Quick Facts also provides additional information. For Fire Marshal requirements, exhibitors must notify OTC if they are planning on having a double-decker (two story) exhibit. Please complete the OTC Reliant Stadium Double-Decker Exhibit Booth Notification Form. For security purposes, exhibitors planning on having a special/hospitality event either during or after official show hours must submit the OTC Reliant Stadium Special Event Notification Form.
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 OTC.07 attendees and exhibitors.
Online exhibitor registration is now open.
Complete information and instructions for exhibitor registration will be sent to all exhibitors in January. Exhibitors may now register their booth personnel online using the link above . A Master Exhibitor Registration Form is sent to all fully paid exhibitors and includes information needed to register online. The Exhibitor Registration Information provides details of your complimentary allotment and important registration deadlines.
If you wish to have your badges mailed to you (U.S. companies only), Experient (formerly ExpoExchange) must receive your registration by 2 April. If you do not want them mailed, you must notify Experient directly.
NEW FOR 2007: OTC and Experient are working closely together to ensure your registration process runs as smoothly as possible. To assist in this process, if you opt to have your badges mailed, please complete the Badge Mailing Request Form (available in January) and return to OTC. (This form will be included in your registration packet). This will help us monitor the mailing of exhibitor badges with Experient.
To streamline registration to your advantage, Online Exhibitor Registration will remain live until Monday, 23 April. Register early and your badges will be available at the on-site Registration Counters beginning 8:00 am on Tuesday, 24 April.
NEW FOR 2007: When you receive your badges, either via mail or on site, each badge will include a tear-off coupon. On site, you will need to take the tear-off coupon to the Registration Counters in order to receive your badge holder. This process has been developed in order to assist in validating attendance numbers. Please make sure you inform your staff about the tear-off coupon and to make sure to bring it on site.
Book your hotel early and take advantage of negotiated rates within the official OTC Hotel Block. Book online and in real time to view hotel descriptions, rates, and maps of Greater Houston and Downtown Houston. To assist in securing hotel accommodations, the Exhibitor Housing Information provides additional details. If you prefer to make your reservations by mail or fax, please utilize the Exhibitor Housing Form.
Marketing Programs
The OTC Conference Program Form is online. In order to ensure your company’s accurate listing, please complete this information and submit to OTC by 12 February. It is the responsibility of exhibitors to complete this form for your 2007 listing. We do not guarantee that information provided to OTC in previous years will be listed in the 2007 program. For questions or additional information on your exhibitor and products and services listing, contact Barbara Katz at bkatz@otcnet.org.
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 Marketing and Publicity and Promotional Opportunity Information Form 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 Tisha Jones at tjones@otcnet.org.
The OTC logo is a registered service mark and the property of the Offshore Technology Conference. We encourage exhibitors and sponsors to use the logo to promote their participation in the conference. For complete information regarding usage of the OTC logo, please refer to the New OTC Logo Policy.
Maximize your ROI by participating in the 2007 OTC Corporate Advantage Program. Take advantage of great opportunities to reach OTC’s audience with Sponsorships or Advertising Opportunities. Information about Sponsorship Opportunities will help you identify the best to fit your specific goals. Advertising and Logo Specifications 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.
OTC Electronic Guest Card Program. OTC will once again offer the electronic guest card program. The electronic guest card will allow you to customize your guest card with your logo or company theme line. Take advantage of this unique marketing tool and complete the Electronic Guest Card Order Form.
Significantly increase your booth traffic with pre-show promotions by ordering the 2007 Pre-Registered Attendee list from Experient (formerly ExpoExchange). OTC has appointed Experient as the official lead retrieval management services company. Make arrangements for this great service by completing the Experient Order Form by 6 April to receive discount pricing.
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, Rates, and Special Value Packages are available through CMAC for on-site, shuttle bus interior and exterior, and hotel lobbies. CMAC also offers Bus and Van Charters for any of your transportation needs. Visit the CMAC website for more information.
The Official OTC Show Daily has several ad formats available. The paper will have multiple distribution points throughout Reliant Center.
Freeman
OTC has appointed Freeman as the official decorator and labor contractor. Freeman 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.
The Freeman Quick Facts provides details of booth equipment and services you receive with your exhibit space, discount pricing deadlines, and Service Center hours.
As the official labor contractor, Freeman is readily available to assist you with your installation and dismantle requirements. To receive special discount pricing, complete and submit the Freeman Labor Form by 11 April.
All overhead hanging must be assembled, installed and removed by Freeman. The Freeman Hanging Signs Form 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, Freeman cannot guarantee the hanging of your sign. The Freeman Structural Integrity Statement must be completed and returned to Freeman for all ceiling hung structures. There are special available for specifically for shipping hanging signs to the warehouse or show site.
Material Handling And Freight Services
OTC has appointed Freeman 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. Refer to the Freeman Shipping Quick Facts for advance and show site shipping instructions and deadlines.
All exhibitors must submit the Labor and Shipment Notification Form by 28 March. 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 and OTC 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 Form must be submitted 11 April.
All outbound shipments require a Material Handling Agreement and appropriate labels. Freeman can prepare these for you in advance and deliver them to your booth. To take advantage of this service, complete the Freeman Shipping Outbound Form.
NEW FOR 2007: Please review the NEW Directions to the Freeman Marshalling Yard and Freeman Uncrated Rates for shipments received at Reliant Center.
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 2007 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.
Reliant Park Services
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 Form.
Parking Permits
Permits may be ordered in advance and picked up at the Reliant Service Desk in the OTC Exhibitor Service Center 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.
Cleaning
Complimentary nightly booth vacuuming and trash removal is provided with the cost of your indoor exhibit space. Reliant Park is the exclusive cleaning contractor for all additional services. Should you require additional cleaning services, complete the Custom Cleaning Order Form.
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 booth by completing the Exhibit Booth Security Form.
Electrical
Harper Wood Electric is the exclusive electrical contractor for Reliant Park. In order to guarantee service by the first day of the show, orders must be received by the deadline date. To order electrical services, complete the Electrical Services Order Form.
Plumbing
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 the show, orders must be received by the deadline date. To order compressed air, water and drain services, complete the Plumbing Services Order Form.
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 Internet/Telephone Service Order Form.
Catering
ARAMARK is the exclusive provider of booth catering services for Reliant Park. For a complete list of food and beverage opportunities, please review the ARAMARK OTC Exhibitor Booth Menu.
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 and return by 28 February.
Additional Services
OTC provides its exhibitors with resources to obtain the additional services you may require to maximize your exhibiting experience.
OTC Promotional Products
Corporate Incentives is the official provider of promotional products. For a complete selection of tradeshow promotional products and apparel, review the Corporate Incentives Information or visit the Corporate Incentives website.
Audio-Visual
AVW-TELAV Audio Visual Solutions is the official provider. Order online (preferred), or complete the AVW-TELAV Audio Visual Service Order Form.
Special Event Services and Event Marketing
The Sullivan Group is the official provider. For complete details, please visit the Sullivan Group website. You may also view the Sullivan Group flyer.
Computer Rental
Rentsys is the official provider. A complete list of available products and services is available on the Rentsys website. To order, complete the Rentsys Computer Rental Order Form.
Floral
Convention Plant Creations is the official provider. To order, complete the Convention Plant Creations Order Form.
Exhibit Hostess/Host, Narrator or Translator
Neil Hamil Agency is the official provider. To order, complete the Neal Hamil Order Form.
Photography
Barchfeld Convention Photography is the official photographer. To order, complete the Barchfeld Convention Photography Order Form.
Inbound Freight Target Schedule
Due to the size and scope of OTC, it is necessary to prepare an Inbound Freight Target Schedule for Reliant Center. This schedule refers to the time your carrier has been assigned for check-in at the Freeman Marshalling Area. Please refer to the Freeman Marshalling Yard Directions for specific details.
NOTE: Specific target move-in schedules are being developed for the OTC Pavilion and Reliant Stadium. This information will be distributed and posted when finalized.
Exhibitor Newsletters
OTC will produce the OTC Exhibitor News – The Wave, which is a monthly newsletter designed to keep you up-to-date on information regarding the conference and upcoming exhibiting deadlines.