Exhibitor Services Manual

Exhibit Information

OTC has appointed Official Contractors to ensure a smooth installation, dismantling and operation for the Exhibition. 

• Exhibition Schedule
• Official Contractors List

General Information

• General Exhibit Regulations
• Fire Regulations

Exhibit Information for Specific Area

Reliant Center

• Exhibit Information
• Quick Facts
• Exhibit Area Specifications
• Dismantle Shedule

Reliant Arena

• Exhibit Information
• Quick Facts
• Dismantle Shedule

Reliant Outdoor and Pavilion

• Outdoor Booths Quick Facts
• Quick Facts
• Outdoor and Pavilion Dismantle Schedule

Marketing Programs

Exhibitor Listing

• Create your complimentary online and printed exhibitor listing for the Conference Program by 18 February 2012.
• Enhance your online listing by adding up to three product descriptions and photos
  For questions, contact Denise Startz at 1.972.952-1129 or dstartz@otcnet.org.

Exhibitor’s Guide to Publicity

• Exhibitor’s Guide to Publicity

Advertising & Sponsorship Information

• OTC Logo Policy
• Learn about the many advertising and sponsorship opportunities
• Review the advertising specifications

Pre-Show Promotions and Lead Retrieval

• Experient Pre-Registered Attendee List
• Experient Lead Management Services

Additional Advertising Opportunities

• OTC Show Daily
• CMAC Shuttle Buses

Exhibitor Invites Program

• Create your own customized email campaign to invite guests to attend
• No charge for sending out guest invites; exhibitors are charged only for registered guests.
• 1-Day (USD 15.00) and Multi-Day Pass (USD 50.00) available. Maximum charge per exhibitor is USD 3000.00, based on registered guests.
• To get started, go to Exhibitor Invites
• Contact Amber Poggemiller at 1.866.771.6290 ext. 1907 or email amber@exhibitorinvitesteam.com
• International Exhibitors contact Michelle Smith at +1.319.730.1587 or email michelle@exhibitorinvitesteam.com

Decorator and Labor Contractor

Freeman is the official decorator and labor contractor. Contact Freeman for the following:

• Furnishings
• Install and dismantle services
• Modular exhibit rentals
• Sign and graphics

Order services online

• Visit Freeman Online to place orders directly

Order services by email or fax:

• Find individual forms and download from the column to the right.
• Complete forms
• Include the Method of Payment form with all orders.
• Submit hard copy forms to Freeman by fax/email address shown on form. Order forms sent to OTC Management will not be processed or forwarded.

Official Contractor Services

To ensure smooth installation, dismantling and operation during the exhibition, OTC has appointed Official Contractors. Some services are restricted and must be provided by an Exclusive OTC Contractor. 

• A list of these services and providers are found in the General Regulations and are designated as an Exclusive Contractor on the Official Contractors List

If you plan to use an Exhibitor Appointed Contractor (EAC):

• You must submit a Work Authorization Request Form (WAR) no later than 15 March 2012.

Upon receipt of the WAR form, OTC Management will send the required paperwork to the appointed EAC. The packet includes the EAC Agreement, Badge Request Form, Sample of Insurance Requirements and the Invoice for EAC Fee.

For EAC personnel to be allowed on the floor to service the exhibit booths, all paperwork and fees must be received no later than 2 April 2012. For complete details, see the 2012 OTC Exhibit Regulations and the Work Authorization Request Instructions

Stay Safe, Avoid Exhibitor Scams

• Experient is the official housing contractor for OTC. No other hotel/housing provider is authorized to contact you on OTC's behalf.
• Several other vendors are approved to contact exhibitors about OTC sponsorship opportunities -- Exhibitor Invites, IndustryConnect, Media-7, and Prism. When in doubt, you can view our Official Service Contractors.
• Austrian-based Construct Data Verlag AG and Mexican-based Expo Guide are not authorized to contact OTC exhibitors. They are targeting exhibitors offering advertising space on their Fair Guide website.
  • If you receive a document with our name or name of our event(s) listed which offers advertising space on the Fair Guide website or in their directories, please do not sign the form unless you have carefully read and understood the terms contained in the small print. OTC has no association with this company nor have we authorized them to use our name or trademark.
  • If you have any concerns about this company, you should address them to the Office Fair Trade or equivalent for your country/US state. Read more information about these scams.

Material Handling Services

Freeman is the exclusive contractor that controls and supervises delivery and freight truck access to Reliant Park, assignments and usage of loading docks, and the Teamsters Union Labor responsible for the loading and unloading of freight shipments.  All carriers must check in with Freeman.

To use Material Handling Freight Services

1. Review Shipping Information
2. Fill out and submit the required forms for Shipping and Material Handling found in the Freeman Exhibit Transportation Services
3. Download directions to the Marshalling Yard

Shipping Timeline

Freeman will accept advance warehouse shipments beginning Monday, 26 March.  Ensure materials arrive by Wednesday, 18 April to avoid additional after-deadline charges. Shipments directly to the exhibit facility will be received beginning Tuesday, 24 April at 0800 hours.

Target Move-in

The Target Move-in is the date your shipment should be to your booth. Please refer to the map for your respective area to determine your target move-in date. 

• Reliant Center (pdf)
• Reliant Arena (pdf)
• Reliant Outdoor and Pavilion (pdf)

Privately Owned Vehicles (POV)

OTC allows exhibitors to use a privately owned vehicle for move-in and move-out. Privately Owned Vehicles (POV) 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.

• POV Express – Reliant Center
• POV Express – Reliant Arena
• POV Express – Outdoor Parkway and OTC Pavilion

International Shipping

International Shipping Services

Rogers Worldwide will provide international freight forwarding services and customs brokerage.  OTC.12 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 in a timely manner, refer to the following:

• International Freight Forwarding & Customs sheet
• FAQs
• International Shipping Instructions from Rogers Worldwide

Please note that none of the courier companies will custom clear into the US without a valid tax identification number and a customs bond. If the weight of the shipment via a courier is too big and it arrives late, you will have trouble getting the shipment to the show.

Other Services

Utilities and Other Booth Services

• Electricity – Harper Wood
• Plumbing and Compressed Air – Harper Wood
• Internet – SmartCity
• Computer – SmartSource
• Catering – Aramark
• Plants – Convention Plant
• Tents – Aztec Tents and Events
• Special Events – Sullivan Group
• Hospitality Suites – Reliant Park
• Fans – Cool-A-Zone
• Booth Cleaning, Parking Permits, Security – Reliant Park
• Transportation
• Promotional Products
• Photography – Barchfeld Photography
• Hostess, Specialty Acts and Translators – Neal Hamil Agency

Registration and Hotel Information

Online Exhibitor Registration will open in December!  In order to register online, you will need to enter your OTC Company Number which can be found on OTC correspondence regarding exhibit space.

• Registration Information
• Housing Information