Exhibitor Resources

What is included with your exhibition space:

Center space includes: 

• Standard booth draping (8-ft. high drape back wall and 3-ft. high drape side rails – in linear space ONLY) and an identification sign (11 x 17 inch) listing Exhibitor name and booth number will be provided to all indoor linear Exhibit Space.
• Five Complimentary Exhibitor Registrations per 100 square feet of Exhibit Space to be used for staff working the booth 
• Access to all OTC Technical Sessions
• 20 complimentary 4-Day Guest Invites - Invite partners and customers to join you at OTC!
• Exhibitor listing in official online Conference Program, show APP and show website.
• Daily Trash Removal and Carpet Vacuuming is included with your indoor and outdoor space rental.  
• One copy of the OTC proceedings (Code emailed to Primary booth contact)
• 24-hour booth security (indoor space)
• **Shipping and Drayage is not included with the cost of your booth space.

Outdoor exhibit space includes:

• Include contracted space only.
• 20 complimentary 4-Day Guest Invites - Invite partners and customers to join you at OTC!
• Five Complimentary Exhibitor Registrations per 100 square feet of Exhibit Space to be used for staff working the booth.
• Access to all OTC Technical Sessions
• Exhibitor listing in official online Conference Program, show APP and show website.
• Daily Trash Removal and Carpet Vacuuming is included with your indoor and outdoor space rental.  
• One copy of the OTC proceedings (Code emailed to Primary booth contact)
• **Shipping and Drayage is not included with the cost of your booth space.

What is not included with with your exhibition space:

• Floor covering for your booth – this is required. You can either bring your own floor covering or rent from Freeman, our General Services Contractor.  Freeman ordering information can be found in our Exhibitor Service Kit (coming in November 2024).

• Booth furnishings – any furnishings including a table, chairs, a wastebasket, any kind of lighting must be brought in by you or rented from Freeman.

• Electrical power - You must order any electrical power service needed for your booth space.  Power can be ordered from our electrical partner, Freeman Electric.  Their order forms and pricing can be found in the Exhibitor Service Kit. 

• WiFi – there is no WiFi service in the exhibit hall – only in the common areas outside the Hall.  You can order WiFi service in our Exhibitor Service Kit.

• Lead retrieval – you can purchase a Lead Retrieval system from our Registration Vendor, Maritz, that will allow you to scan attendee badges and collect their contact information.  This can be purchased in advance via our Exhibitor Service Kit.

• Material handling – if you have any items shipped to your attention at your exhibit booth, there will be a charge to collect the shipment and transport it to your booth.  Please see our Rules and Regulations on what can be hand-carried into the exhibition. All shipping and drayage costs are the responsibility of the exhibitor.

• Exhibitor Insurance – All exhibitors MUST carry an insurance policy that conforms to OTC's requirements (insurance requirements are available on the Exhibitor Resources page and on your exhibition contract.  If you don’t have insurance, you can purchase a low-cost policy from our vendor, RainProtection. 

EXHIBITION SCHEDULE (Including Move-In & Move-Out Details)

TARGET MOVE-IN MAP - Coming January 2025

 
***Exhibitors may arrive as early as 6:30am on Monday, 5 May and as early as 7:00am on Tuesday - Thursday, 6-8 May. Any other arrangements must be made in advance with Aleigha Frazier - afrazier@otcnet.org.***

NRG PARK IS CLOSED TO ALL EXHIBITORS ON SUNDAY, 4 May 2025.

MOVE-IN SCHEDULE:
Booth Move in begins Tuesday, 29 April 2025 at noon.  Please refer to the target move-in map above for your date/time.  Request for additional time must be submitted in writing to afrazier@otcnet.org.

All booths must be fully set by 1700 hours on Saturday, 3 May 2025.  NRG Park is closed to all exhibitors on Sunday, 4 May 2025.

SPECIAL RULES - SHOW DAYS:

• No one under the age of 15 on the show floor on show days.
• Anyone accessing the show floor must have an official show badge.
• Exhibitors may access the show floor early on show days. See the official Exhibition Schedule for specific hours.

SPECIAL RULES - MOVE IN & MOVE OUT:

• No open-toed shoes during move-in or move-out.
• No one under the age of 18 is allowed on the show floor during move-in or move-out.
• POV’s – Someone must remain with the vehicle at all times while at the loading dock.
• Anyone requiring access to the show floor must have an official show badge or a wristband.
• If bringing oversized/large equipment, please notify show management so special arrangements can be made to allow access for transport to your booth space.

LATE MOVE-IN

If you will NOT begin set-up until Saturday, 3 May 2025 after NOON, you MUST notify Show Management via the Late Set-Up Notification form. 

Please be sure to pre-order any services you may need ahead of time in order to avoid delays on-site such as furniture, electricity, and carpet. Exhibitors who have not notified show management of late arrival, and carpet has not been ordered, the exhibitor will be assumed a no-show and carpet will be forced at the exhibitor's expense and space will be resold.

POV MOVE-IN

Privately Owned Vehicles (POV) are defined as cars, pick-up trucks, vans, small tow trailers, and other trucks less than 12 feet. If you will be delivering your booth items by way of POV, please refer to the document below that correlates with the area your booth is located. 

Personal Vehicle Freight Arrival/Departure Instructions (PDF) - Coming April 2025

ARRIVALS IN A STRAIGHT TRUCK/BOBTAIL TRUCK, CONTRACT CARRIERS, AND TRUCKS OVER 12 FEET
Must check in at the Freeman Marshalling Yard.

Marshalling Yard Driving Directions - April 2025
Map to the Marshalling Yard - April 2025

MOVE-OUT/DISMANTLE

Dismantling Hours and Important Instructions - Coming Soon!

Early tear-down, vacating or dis-mantling your booth is strictly prohibited. Failure to observe this rule will result in a fine of USD $1,000. Should an Exhibitor begin to dismantle or vacate its exhibit space before the official close of the show, the Exhibitor will be penalized ten (10) points from their priority point total, if applicable, invoiced USD $1,000, and be subject to loss of their right to participate in future OTC events. Floor managers/Exhibit Staff/Security Staff will report the names of companies in violation of this rule to Show Management. An email along with an invoice will be sent post-show, informing Exhibitors of their penalty, and Exhibitor will not be permitted to participate in future OTC events until all outstanding balances are collected. Exhibitors are responsible for notifying their booth personnel of this regulation. In fairness to all Exhibitors, this regulation will be uniformly enforced for all OTC Exhibitors.

EXHIBITOR REGISTRATION
(Click here for Exhibitor Registration & Guest invitation instructions - PDF)

REGISTER AND BOOK HOUSING RESERVATIONS FOR YOUR BOOTH STAFF & THIRD-PARTY CONTRACTORS 

The number of complimentary Full Conference Registrations is five (5) per 100 square feet of contracted exhibit space and are for the purpose of registering booth personnel working the booth or 3rd party contractors assisting with your cleaning or build. Exhibitor Registration includes access to the technical sessions and the exhibition.  All other OTC events (Distinguished Achievement Award Event) and/or digital Proceedings can be purchased when you register. You will need your Exhibitor Password in order to access registration (the same password you use to access your exhibitor portal.)

• Additional exhibitor badges (over your allotment amount) are USD 200 for a 4-Day pass.

Any staff needing access to the exhibit floor on show days, (including booth staff and third-party contractors), must be registered and wearing an exhibitor badge. 

• Exhibitor Registration will open onsite on: Thursday, 1 May 2025 (we do encourage you to register before the show online to avoid long lines.) 

Onsite Registration Hours
Thursday, 1 May            0800 to 1700
Friday, 2 May                  0800 to 1700
Saturday, 3 May            0800 to 1700
Monday, 5 May               0700 to 1700
Tuesday, 6 May              0730 to 1700
Wednesday, 7 May       0730 to 1700
Thursday, 8 May            0730 to 1400 

Any staff needing access during set up or tear down ONLY will not need to be fully registered.  Instead, they can check in at specific check-in spots onsite and receive a colored wristband from staff and security. If you are hiring third-party contractors. please visit the "third-party contractor EAC accordion" for additional information and instruction. 

All staff must be prepared to provide a government-issued photo ID.

 

Stay Safe. Avoid Attendee and Exhibitor Scams!

Maritz is the official registration and housing vendor for OTC.

You may encounter other companies or websites claiming to process OTC registration or assist with hotel booking, but they are not associated with OTC nor the conference and are not authorized to use the OTC name or trademark.  All attendees should be alert while registering in order to avoid potential scams and should report any concerns to meetingsotc@otcnet.org.

 

If you have any questions regarding registration or require assistance, please contact Maritz Global Events Customer Service at +1.864.580.4485 or email OTCexh@maritz.com.

Housing

For Housing and Travel Information, please visit the 'Attend' button on the main event website.

 

INSURANCE REQUIREMENTS:

Exhibitor shall, at its own expense, secure and maintain insurance for the entire duration of the Event (move-in through move-out.)

All such insurance shall be primary of any other valid and collectible insurance of Exhibitor and shall be written on an occurrence basis. Claims made policies are not acceptable and do not constitute compliance with Exhibitor’s obligations under this paragraph.

• Comprehensive General Liability insurance with limits not less than $1,000,000 each occurrence, $2,000,000 aggregate, combined single limit for bodily injury and property damage, including coverage for personal injury, contractual, and operation of mobile equipment, products, and liquor liability (if applicable).
• Automobile Liability insurance (required if bringing automobiles into the show venue) with limits not less than $1,000,000 each occurrence combined single limit for bodily injury and property damage, including coverage for owned, non-owned and hired vehicles, including loading and unloading operators.

The Exhibitors comprehensive General Liability and Auto Liability insurance policies shall name as additional insureds (i) Offshore Technology Conference, and each of its direct and indirect subsidiaries and other affiliates and (ii) the Event Facility *NRG Center* (with no limitations).

Exhibitor’s Workers Compensation and Occupational Disease insurance will be in full compliance with all federal and state laws, covering all Exhibitor’s employees engaged in the performance of any work for the Exhibitor. All property of the Exhibitor is understood to remain under its custody and control in transit to, during the Event, and from the confines of the hall. If requested, copies of additional insured endorsements, primary coverage endorsements and complete copies of policies satisfactory to OTC, shall be promptly furnished to OTC. Certified copies of the Certificates of Insurance or policies shall provide that they may not be cancelled without 30 days’ advance written notice to OTC. The Exhibitor shall obtain a waiver of subrogation from the carrier of each policy described above and the carrier of each other policy that provides fire, explosion or any other risk coverage insuring the Exhibitor’s property, in each case releasing in full such carrier’s subrogation rights.

While Exhibitors are required to have insurance coverage, proof of said coverage is not required.