Quick Links
- Deadline/Discount Checklist
- On-Site Services
- General Information
- OTC Show Regulations
- Exhibitor-Appointed Contractor Information
- Exhibitor Registration/Housing/Travel
- Marketing Programs
- Reliant Park Services
- Freeman Services
- Material Handling Freight Services
- International Shipping
- Additional Services
- Target Move-In Schedules
Exhibitor Services Manual
OTC is pleased to provide you with quick access to important information regarding your exhibit at the 2010 Offshore Technology Conference. We encourage you to review each section and contact us should you have any questions.
For 2010, OTC has improved the Deadline/Discount Checklist for your convenience in planning your exhibit. Open the Checklist and click on the service(s) you need, and it will take you directly to the appropriate form. After you have submitted your form, use the Checklist to keep track of what you still need to accomplish prior to the show.
This year, the indoor exhibitors will only be housed in Reliant Center and Reliant Arena.
Although most of the information regarding exhibits pertains to both areas, Reliant Arena has different ceiling heights and weight load limitations. Be sure to review Reliant Arena Exhibit Information to verify specific restrictions in Reliant Arena.
Computer orders for 2010 can now be ordered from SmartSource.
On-Site Services
The Exhibitor Service Center will be in 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 Reliant Arena.
The First Aid Center is located in Reliant Center Lobby at the entrance to Hall C.
The Exhibit Management Office is located in Reliant Center Lobby at the entrance to Hall C. Emergency first aid will be available during move-in, show days, and move-out.
General Information
Contact Information as well as other general show information can be found in this section.
Refer to the Deadline/Discount Checklist to find forms for services such as carpet, furnishings, material handling, shipping information, telephone, internet and many others.
- Deadline/Discount Checklist
- Exhibition Schedule
- Official Contractors List
- Budgeting Tool
- Staff Scheduling Tool
- Transportation Information & Directions to Center
- Contact Information
OTC Show Regulations
This section provides overall generalized information as well as specific requirements regarding various booth locations. If your booth is located in Reliant Arena, please review the Exhibit Information Sheet specific to Reliant Arena. Many of the specifications are different from Reliant Center due to ceiling height restrictions and floor load weight limitations.
Be sure to read the entire 2010 overall regulations that pertain to all exhibitors regardless of location. It is important to be familiar with these regulations as they will be enforced!
Reliant Center Information
Reliant Arena Information
Outdoor Reliant Center Information
OTC Double-Decker Exhibit Booth Notification Form
OTC Special Event Notification Form
Houston Union Labor Regulations
Fire Regulations – City of Houston
Exhibitor-Appointed Contractor Information
If you are planning to use an Exhibitor-Appointed Contractor (EAC), you MUST complete the Work Authorization Request Form by 19 March 2010 advising of your intentions.
Upon receipt of this form, OTC Management will send the required paperwork to the appointed EAC, which includes the EAC Agreement, sample of insurance requirements, Badge Request Form and an invoice in the amount of USD 300 for each exhibitor represented up to a maximum of USD 3,000. We must receive all paperwork and fees no later than 13 April 2010 in order for each EAC to be allowed on the floor to service the exhibit booths.
- Exhibitors are now responsible for ensuring that any EACs working on their exhibit have the necessary insurance coverage (sample insurance form) A copy of their proof of insurance must be submitted to OTC.
Exhibitor Registration/Housing/Travel
Exhibitor Registration Information will provide details of your complimentary allotment and important registration deadlines.
Registration
Additional Transportation, Airline and Rental Car information will be available soon.
Marketing Programs
- Exhibitor’s Guide to Marketing and Publicity
- OTC Logo Policy
- Advertising Contract and Specifications
- Sponsorship Contract and Specifications
- Event Marketing and Meeting Management
- OTC 2010 Show Newspaper Advertising - Increase your exposure at this year’s event, drive traffic to your stand, and leave a lasting impression by advertising in the Official OTC Show Newspaper, published by Gulf Publishing Company. The newspaper will have exclusive distribution points in Reliant Center, visitor registration, official hotels, and the Gulf Publishing Company booth. Advertisers will have their ad in all four days for one rate. Due to printing restrictions, space is limited and historically sells out quickly. View rates and reserve your space today.
- Guest Card Program Request Form - Click to take advantage of the Guest Card Program which offers exhibitors the opportunity to invite those key propects and current customers to visit your booth at OTC. There is no charge for ordering the electronic guest card. However, you will be charged USD 10 for each card redeemed up to a maximum of 200 or USD 2,000. A complete list of your guests will be provided along with you invoice after the show.
- Shuttle Bus Advertising Information will be coming soon. Check back often.
- Create your online and printed exhibitor listing for the Conference Program by 17 February 2010. If you have any questions, please contact Barbara Katz at bkatz@otcnet.org.
- Experient Pre-Registered Attendee List
- Experient ExpoCard Lead Management Services
Reliant Park Services
Many of the important services you will need such as electrical (Harper Wood), catering (Aramark), parking, custom cleaning and additional booth security are offered to you by Reliant Park. You will find the appropriate forms under the deadline date of 26 April on the Deadline/Discount Checklist or you can order directly from the Reliant Park website.
For entertaining those important clients during OTC, be sure to reserve a Hospitality Suite by clicking here or on the Deadline/Discount Checklist under “Additional Services”.
Freeman Services
SPE has appointed Freeman as the official decorator and labor contractor. Freeman can assist you with carpet, furnishings, labor, modular exhibit rentals, signs/graphics and hanging sign labor. Visit Freeman Online to order your Freeman services, view important dates, and print forms. Many of the forms are also available on the Deadline/Discount Checklist.
Quick Facts provides details of booth equipment and services you receive with your exhibit space, discount pricing deadlines, and Service Center hours as well as carpet and drape colors, installation and dismantling information and warehouse shipping deadlines.
Be sure to include this document along with your order forms.
Material Handling Freight Services
OTC has appointed Freeman as the exclusive contractor to control access to Reliant Park (Reliant Center, Reliant Arena and outside) of all delivery and freight trucks, administer assignment and usage of loading docks, and supervise the local Teamsters Union Labor responsible for the loading and unloading of freight shipments.
Freeman will begin accepting advance warehouse shipments on Friday, 2 April 2010. To avoid additional after deadline charges, materials must arrive by Wednesday, 21 April 2010.
Visit Freeman Online to order these services electronically. Standard forms are available on the Deadline/Discount Checklist.
- What are Freight Services?
- Shipping Quick Facts
- Special Material Handling Definitions
- Method of Payment Form
Be sure this document is included with all your order forms.
OTC is pleased to announce the return of the POV Express. OTC allows exhibitors to use a privately owned vehicle for move-in and move-out. Privately Owned Vehicles (POVs) are defined as cars, pick-up trucks, vans, small tow trailers, and other trucks less than 12 feet.
If you intend to use the POV Express Program, be sure to follow the procedures provided for your exhibit location. Please note that there must be two people in the car if you are going to unload your exhibit material yourself. Once unloaded, parking will not be permitted. Vehicles may not be left unattended.
International Shipping
Rogers Worldwide is the official provider of international shipping, customs brokerage, freight forwarding, and related services. OTC.10 has been designated as an International Trade Fair. 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 and FAQs.
Please NOTE: International shipments that do not comply with U.S. Customs and Border Protection regulations, specifically the Importer Security Filing requirement (ocean shipments only) WILL NOT clear customs and will be eligible for fines and penalties. Exhibitors are urged to contact a Rogers Worldwide agent or representative to arrange shipment to the exhibition OR require their freight forwarder to contact Rogers Worldwide at least 30 days in advance of the shipment’s departure for specific information on how to comply with import regulations.
Additional Services
OTC provides its exhibitors with resources to obtain the additional services you may require to maximize your exhibiting experience. Before ordering from another source, please search for exclusive contractors, which are designated by an asterisk, in the Official Service Contractors List. Forms are available in the Deadline/Discount Checklist.
Target Move-In Schedules
