Deadline/Discount Checklist
| January 2012 | |||
|---|---|---|---|
To Do |
Deadline |
Contact |
Outlook |
Aramark In-Booth Catering on-line ordering begins |
2 January |
Aramark – Renee Taylor 1-832-667-2420 |
|
| February 2012 | |||
To Do |
Deadline |
Contact |
Outlook |
Submit the online Booth Profile and Conference Program Exhibitor Listing to be sure your company information is correct for the Program. |
18 February |
OTC Exhibits |
|
Order your Expo Lead Management from Experient for the Early Bird Discount |
21 February |
Experient - Ann Cusimano 1-866-297-5247 or 1-800-787-0475 |
|
Aramark In-Booth Catering – Deadline for early order discount |
24 February |
Aramark – Renee Taylor 1-832-667-2420 |
|
Submit Multi-Level Booth (Double Decker) Notification Form. Please reference the OTC General Regulations as many changes have been added this year |
27 February |
OTC Exhibits |
|
| March 2012 | |||
To Do |
Deadline |
Contact |
Outlook |
Submit Advertising and Sponsorship Contracts to be included in Conference Program and Exhibitor Guide |
7 March |
OTC Sales |
|
Submit Advertising Contracts to be included in Conference Map |
14 March |
OTC Sales |
|
Advertising Materials for the Conference Program and Exhibitor Guide due from Advertisers and Sponsors |
14 March |
OTC Sales |
|
Submit Work Authorization Request Form if you are planning to use an Exhibitor Appointed Contractor (EAC) |
15 March |
OTC Exhibits |
|
Submit a Special Event Notification Form if you are planning to hold an event in your booth |
16 March |
OTC Exhibits |
|
Last day for US companies to Register On-Line and request badges be mailed before the show |
16 March |
Experient Customer Services |
|
Advertising Materials due for Conference Map |
21 March |
OTC Production |
|
Final discount date to order Experient Lead Management Services |
21 March |
Ann Cusimano |
|
Complete housing request for more than one room |
23 March |
OTC.12 Housing Bureau-Experient 20 or more: Dave Rix |
|
Submit Fabric Solutions Order Form if planning to order custom Framing, various custom sizes or fabrics from Freeman |
26 March |
Freeman Customer Service 1-713-433-2400 |
|
Advance Shipments to the Freeman Warehouse must arrive by 18 April 2012 |
26 March |
Freeman Customer Service 1-713-433-2400 |
|
Notify Freeman of your shipping intentions to Warehouse or direct to Show Site by submitting the Labor & Equipment Shipment Notification Form |
29 March |
Freeman Customer Service 1-713-433-2400 |
|
| Fax Order Form for Tent Rental from Aztec Events and Tents |
31 March |
Aztec Events & Tents - Ray Rios or Annette Palacios 1-713-699-0088 ext 123, Fax: 1-713-699-9713 |
|
Order Fans for Outdoor Space from Cool-A-Zone |
31 March |
Cool-A-Zone – John Canon 1-888-827-1675 |
|
| April 2012 | |||
To Do |
Date |
Contact |
Outlook |
Rogers Worldwide Ocean Shipments to Advanced Warehouse |
2 April |
Sherri Pelc |
|
Pre-Registered Attendee List from Experient (shipping begins) |
2 April |
Ann Cusimano |
|
To receive the discount rate from Smart City for Internet-Network/Telephone Service submit form by |
2 April |
Customer Service |
|
Submit forms for electrical service to Harper Wood Electrical for Advance Price Discount |
2 April |
Customer Service |
|
Submit forms for Compressed Air– Water–Drain service at Advance Price Discount |
2 April |
Customer Service |
|
Submit Aramark Catering (In-Booth Service) form on-line or fax to avoid a 10% late fee after this date |
6 April |
Aramark – Renee Taylor 1-832-667-2420 |
|
Rogers Worldwide Air Freight Shipments to Advanced Warehouse |
9 April |
Sherri Pelc |
|
Rogers Worldwide Ocean Shipments to Arrive Direct to Show |
9 April |
Sherri Pelc |
|
Submit the following Freeman Services forms online or by email/fax:
|
10 April |
Freeman Customer Service 1-713-433-2400 Fax 1-469-621-5613 |
|
Submit form for Audio Visual Solutions from Freeman |
10 April |
Sammie Knight |
|
Order Floral Decorations from Convention Plant Creations 15% on-site mark up if order after this date |
13 April |
Linda Wineski |
|
Rogers Worldwide Air Freight Shipment Arrivals (Direct to Show) |
16 April |
Sherri Pelc |
|
Experient Lead Management Services (Final Date to Order Prior to Show) |
16 April |
Ann Cusimano |
|
Last date to submit Exhibitor Registration by mail or fax |
17 April |
Experient Customer Services
1-301-694-5243-US & Canada |
|
Reliant Park Forms due for the following services. Submit forms directly to Reliant Park.
|
17 April |
Exhibitor Services - Reliant Park |
|
Order Computer Rentals from Smart Source to avoid 25% surcharge |
20 April |
Customer Service |
|
Aramark Catering – Orders from limited Event Day Menu only |
25 April |
Aramark – Renee Taylor 1-832-667-2420 |
|
Parking Permit Forms due to Reliant Park for unlimited IN and OUT privileges during show days. (Order must include Billing Authorization Form) No charge for parking during move-in and move-out. Permit does not allow for overnight parking |
25 April |
Exhibitor Services-Reliant Park 1-832-667-1719 Fax: 1-832-667-1821 |
|
| Additional Services | |||
To Do |
Date |
Contact |
Outlook |
Order Hospitality Suites directly from Reliant Park |
N/A |
Brittany Ward |
|
Order Hostess/Host/Narrator/Translators from Neal Hamil (Must cancel at least 2 weeks before show) |
N/A |
Neal Hamil Agency - Chris Hancock or |
|
Order show photography from Barchfeld Photography |
N/A |
Barchfeld Photography |
Remind me |
Plan your Hospitality Event now! |
N/A |
Sullivan Group - Arlene Nowak 1-713-329-0122 |
Remind Me |
To order promotional materials, submit form to Corporate Incentives |
N/A |
Patrick Pearson |
Remind me |
For advertising opportunities on the Shuttle Buses contact Conference & Meeting Assistance Corp. (CMAC) |
N/A |
Lisa Altieri |
Remind me |
