Exhibitor Services Manual
OTC is pleased to provide you with quick access to important information regarding your exhibit at the 2008 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 2008 Offshore Technology Conference and Exhibition.
New Information For OTC.08
General Information
OTC Show Regulations
Exhibitor Registration/Housing/Travel
Marketing Programs
Freeman Services
Reliant Park Services
Additional Services
Reliant Center Inbound Freight Target Schedule
Printable Manual
Important Contacts
OTC Meetings & Exhibits Department |
+1.972.952.9494 +1.972.952.9435 (fax) |
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 |
Karen Rainish, Exhibit Services Coordinator |
+1.972.952.9459 |
Jim Klingele, Senior Manager Sales |
+1.713.779.9595 ext. 612 |
Joan Payne, Exhibits Sales Manager, Americas |
+1.972.952.9356 |
Kirk Colligan, Sales Representative |
+1.972.952.9516 |
NEW INFORMATION FOR OTC.08
There is new and important information in this year’s manual. For complete details please review the New Information for OTC .08.
GENERAL INFORMATION
Schedule
Move-in for Reliant Center, OTC Pavilion, Reliant Stadium, and the Outdoor Exhibits begins on Wednesday, 30 April, and all booths must be complete by 1200 on Sunday, 4 May for Reliant Center, OTC Pavilion and Reliant Stadium. Installation must be complete in the Outdoor Exhibit areas by 1700 on Sunday, 4 May. The exhibition closes at 1400 on Thursday, 8 May, at which time exhibitors may begin dismantling their booths. All freight must be cleared by 1200 on Sunday, 11 May. There are significant penalties for exhibitors who begin tear-down prior to the official close of the show. Please review the detailed exhibit schedule.
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. Satellite Service Centers will also be located in the OTC Pavilion and Reliant Stadium.
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 2008 OTC Exhibit Regulations is one of the most important documents. Review in its entirety and share with your colleagues.
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. They will 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 2008 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 21 March 2008.
All exhibitors are required to adhere to the City of Houston Fire Regulations.
Reliant Center Exhibitors (Booth #'s 1000-6000 Series)
Reliant Center has provided Exhibit Area Specifications for your review. For additional information, please refer to the OTC Exhibitor Information.
For security purposes, exhibitors planning on having a special/hospitality event either during or after official show hours must submit the OTC Reliant Center Special Event Notification Form (Booth #’s 1000-6000).
Pavilion Exhibitors (Booth #’s 8000-9000 Series)
To assist companies exhibiting in the OTC Pavilion, OTC has prepared specific information as it relates to the OTC Pavilion.
The Freeman Pavilion Quick Facts and OTC Pavilion Exhibit Information (Booth #’s 8000–9000 Series) 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.
There is a separate form this year for Pavilion exhibit electrical needs (Booth #’s 8000–9000 Series).
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.
Outdoor Reliant Center Exhibitors (Booth #’s 7000 Series)
To assist companies exhibiting in the Outdoor Reliant Center Exhibit Area, OTC has prepared specific information as it relates to the Outdoor Reliant Center Exhibit Area.
The OTC Outdoor Exhibit Information provides detailed information regarding move-in and move-out, weight limitations/floor load, tents, hospitality events, and more.
There is a separate form this year for outdoor Reliant Center electrical needs (Booth #’s 7000 Series).
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 TexasTents and Events or Aztec Tents & Events for availability and pricing.
Reliant Stadium Exhibitors (Booth #'s 10000 and 11000 Series)
The Freeman Stadium Quick Facts and OTC Reliant Stadium Exhibit Information (Booth #’s 10000–11000) provide detailed information such as show hours, carpet and drape colors, weight limitations/floor load, hanging signs, detailed move-in and move-out schedules, and more.
For 2008 there are specific forms from Harper Wood for electrical requirements in the Stadium (Reliant Stadium–Booth #’s 10000 Series) and for electrical requirements in the Stadium Concourse (Booth #’s 11000 Series).
By order of the Fire Marshal, exhibitors who plan to display a double-decker booth, must complete and submit 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.
Outdoor Pavilion Exhibitors (Booth #'s 13000 and 14000 Series)
To assist companies exhibiting outside the OTC Pavilion, OTC has prepared specific information as it relates to outdoor the OTC Pavilion.
There is a separate form for Outdoor Pavilion exhibit electrical needs (Booth #’s 13000 –14000 Series).
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.
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.08 attendees and exhibitors.
Exhibitor Registration is open. We encourage you to register and purchase special event tickets well in advance of the conference.! The Exhibitor Registration Information provides details of your complimentary allotment and important registration deadlines.
If you wish to have your badges mailed to you (US companies only), Experient must receive your online registration by 28 March.
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 and return to OTC by 21 March. 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, 28 April. Register early and your badges will be available at the Onsite Exhibitor Registration Counters beginning 0800 on Tuesday, 29 April.
When you receive your badges, either via mail or on-site, each badge will include a tear-off coupon. You will need to take the tear-off coupon to the Badge Holder Pickup 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.
Reserve your hotel accomodations early and take advantage of negotiated rates within the official OTC Hotel Block. View in real time the hotel descriptions, rates, and maps of Greater Houston and Downtown Houston. If you prefer to make your reservations by mail or fax, please utilize the Exhibitor Housing Form.
MARKETING PROGRAMS
NEW FOR 2008 - Submit Your Listing for the Conference Program Online!
OTC has implemented a new software system which allows you to submit your Conference Program Exhibitor Listing and Products and Services online. In addition, the new system provides a complimentary Online Booth Profile for each exhibitor whereby attendees can access your information directly on the website.
In order for you to submit your information online, you will need a password, which is generated by the system. You will receive an email with your company password and instructions for submitting your information for the OTC website.
The deadline to submit this information is 12 February 2008. You must meet this deadline to ensure your company’s accurate listing in the Conference Program and Online Booth Profile.
OTC Electronic Guest Card Program
OTC offers an electronic guest card program that allows you to customize your guest card with your logo or company theme. 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 2008 Pre-Registered Attendee List from Experient. 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 5 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.
Promote Your Exhibit
OTC’s Marketing Department has developed pre-show and on-site services designed to increase awareness of your company’s products and services and assist you with your marketing objectives. Learn how to promote your exhibit to attendees and the media.
FREEMAN SERVICES
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 Reliant Center 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 16 April.
All overhead hanging must be assembled, installed, and removed by Freeman. The Freeman Hanging Sign Labor 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 instructions and guidelines available for specifically shipping hanging signs to the warehouse or show site.
Material Handling and Freight
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 2 April. 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 16 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.
Please review the 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. OTC .08 has been designated as an International Trade Fair and all freight entering the United States must go through US 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. 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 Center 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 for Reliant Center (Booth #’s 1000–6000).
Separate electrical forms are available for Outdoor Reliant Center, Pavilion, Outdoor Pavilion, Reliant Stadium, and Reliant Stadium Concourse.
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 Compressed Air, Water & Drain Order Form.
Telephone and Internet
For your telecommunication needs, Smart City Networks is the exclusive provider of telephone and internet services for Reliant Park. Online orders are preferred, but you may also 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 that conflict with any official OTC event. To request a suite, complete the Hospitality Suite Registration Form.
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 promotion products. For a complete selection of tradeshow promotional products and apparel, review the Corporate Incentives Information.
Audio-Visual
Freeman Audio Visual Solutions is the official provider. Order online (preferred) or complete the Freeman Audio Visual Service Order Form.
Special Event Services and Event Marketing
The Sullivan Group is the official provider. For more details, please refer to the Sullivan Group Information.
Computer Rental
Rentsys is the official provider with a complete list of available products and services online. 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.
RELIANT CENTER 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.