Exhibitor Resources

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

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!

DOWNLOAD THE FULL OTC RULES AND REGULATIONS 

DOWNLOAD BOOTH SPECIFICATIONS

Please Note: Failure to abide by show regulations can and will result in the loss of Priority Points.

The exhibition halls aisles will be carpeted; therefore, flooring IS mandatory for 2025.

Electricity, furniture, carpet, and trashcans are NOT included with your booth space purchase and should be ordered separately. 

NRG Center Details

• Trash cans are not provided and will need to be purchased.
• Linear booths will be set up with 8ft. drapes on the back and 3ft. on both sides of the booth space. (Subject to change prior to show dates)
• Booth cleaning (each morning prior to show opening) is included. Additional cleanings can be purchased at an additional charge.

Outdoor Details

• Space only - tents, cooling and drainage units can be purchased if desired.

MULTI-LEVEL BOOTH NOTIFICATION FORM - This form must be completed and submitted to the Fire Marshal at Xavier.williams@houstontx.gov with a copy to otc.events@spe.org no later than 17 March (along with your booth design for approval). Please note - this requirement is for multi-level booths only.  If your multi-level booth uses the exact same design as 2024, the Fire Marshall will accept a notarized letter on company letterhead to that affect, in lieu of resubmitting the design specs. All communications should be directed to:  Inspector Xavier Williams at Xavier.williams@houstontx.gov with a copy to otc.events@spe.org.

TENTS AND OTHER MEMBRANE STRUCTURES

SPECIAL EVENT INSURANCE 

OTC does require each exhibitor to have insurance, however, we do NOT require proof of insurance. If you do not currently have insurance coverage, we recommend reaching out to RainProtection Insurance. Click here for additional information.

THIRD PARTY CONTRACTORS

If you will be hiring a contractor to install and/or dismantle your booth, please see the Exhibitor Appointed Contractor (EAC) Details section in the accordion below. 

PAYMENT TERMS:                 

In order to secure the early bird rate, we require that you contract with OTC by 15 July 2024, with the option to hand back space without penalty until 13 January 2025 when 100% payment will be due.

We ask that you provide an update on space requirements by mid- November and mid-December 2024.

PAYMENT SCHEDULE

Payment Terms:                         
Option to hand back space without penalty until 13 January 2025 when 100% payment will be due. 
We ask that you provide an update on space requirements by mid- November and mid-December 2024. 

REGISTRATION - Coming January 2025

Organizers, you are welcome to use the Pavilion Registration Grid to import your registrations and upload into the Maritz system. For more information and instructions please click the Registration button above and login by searching for your company name and using your unique company password, then click the "Manage Group" button.

Please Note: Conference registration for co-exhibitors is the responsibility of the Organizer and cannot be done by individuals from co-exhibiting companies.

For questions regarding registration, please contact Maritz Global Events Customer Service at +1.864.580.4485 or ExhibitorServices@Maritz.com

HOUSING - Coming January 2025

Book your rooms 

CO-EXHIBITORS

Organizers must use the official ‘OTC Pavilion Co-Exhibitor Spreadsheet’ to provide Show Management with the following information:

- Full LEGAL  name of  each participating company
- Any acronym in which the company might use
- URL  
- Contact name
- Email Address
- Corporate description
- OTC booth number assigned
- Any additional information requested on said spreadsheet (all columns must be completed)

This information must be submitted to Show Management no later than 60 days prior to the opening of the show.  Once your co-exhibitors have been added, Show Management will send confirmation and company specific passwords to the Organizer – the co-exhibitors can then log into their portals to purchase guest invitations, make housing reservations, etc. 

PARKING
View the Parking Map - Coming January 2025
Purchase Parking Passes - Coming January 2025

TRAVEL TO HOUSTON AND NRG PARK
Click here to view directions to NRG Park, shuttle information, and much more! - Coming Soon!

SHUTTLE SERVICES
Book your hotel arrangements through OTC’s official provider, Maritz, and receive complimentary shuttle service to and from NRG Park from selected hotels.
View Shuttle Route - Coming Soon!

INTERNATIONAL ATTENDEES
Click here to generate an Official OTC Electronic Invitation Letter, obtain information to apply for a Visa, and to learn more about international travel to OTC. Coming Soon!

CONTRACTED EXHIBITORS

Contracted exhibitors receive a complimentary full listing, which includes:

• Company Name
• Booth Number
• Website URL
• Company Address, Phone Number(s), Fax Number
• Email Address
• Online Profile (limit 350 Characters)
• 5 Product Categories (online only)

Your exhibitor profile is an attendee's first impression of your company, so it is very important to make sure this information is current and reads exactly as you wish for it to appear in your online listing. To get started, please log into the Exhibitor Portal using your unique, case sensitive company password (found on your booth space confirmation letter). If you are in need of password assistance, please email OTC.

Once you have logged in, click on "Edit Company Listing" and make your updates. In your portal, you see several options available to enhance and upgrade your listing.

Once completed, it is imperative to click on ‘Save’ regardless of whether changes are made, this will alert management that your profile has been reviewed.

 
ADD CO-EXHIBITORS

The following may be added to your account as co-exhibitors:

• Sister company
• Parent company
• Division
• Manufacturing/Distributing Company
• Joint Venture

Co-exhibitors will receive the same basic listing received by contracted exhibitors (listed above).

Once your request has been approved and entered, we will respond with a password that will allow your co-exhibitor to log into their account to purchase a profile upgrade if desired.

Submit your Co-Exhibitor Notification form.  

Exhibitors:
Exhibitors are no longer required to submit paperwork or payment for appointing a contractor. We do recommend that you review the information below and that you follow up with your contractor to ensure all steps have been taken by the posted deadlines.

Contractors:
If you have been hired to build/design booth space at this event, it is mandatory that you:

• Complete and submit the EAC Agreement by 17 March 2025. 
• Provide Proof of Insurance - Mandatory (See Sample for Required Coverage)
• EAC fees have been waived for this show occurrence.

If you need to add additional companies at a later date, please visit this section and submit another request via the online form. Please do not email requests for these additions directly to our email inbox.

EACs needing access to the show floor during show days will need to be registered and badged. Please contact the exhibiting company so they can register your staff using their complimentary registrations.

EACs only needing access to the show floor during set-up and tear-down will not need to be badged. These employees will need to check in at the freight door each morning to obtain a colored wristband. They will be required to provide government-issued photo ID’s.

Please note–failure to follow the aforementioned processes will result in a delay or denial of access to the show floor.

Official Contractor:
Freeman is our Official Show Decorator and is exempt from the above.

Exclusive Contractors:
For insurance and safety reasons, Exclusive Contractors designated in the Official Exhibitor Services Manual MUST be used for services such as:

• Catering
• Electrical
• Rigging
• Plumbing
• Drayage/Forklift Operations
• Telecommunications

Please contact otc.events@otcnet.org  with any questions. We appreciate your cooperation!

The aisles in NRG Center Exhibit Hall WILL be carpeted, therefore, ordering your flooring or bringing your own flooring is mandatory. 
Furniture and Electricity are not included with your booth space. If needed, please see the drop downs below for ordering information.

NRG Center:

• Aisles will be carpeted.
• Trashcans are not included and must be purchased separately.
• Carpet/floor covering must encompass the entire footprint of the exhibit space.
• Complimentary booth cleaning is included each morning prior to show opening.
• 10x10 booths will be set with an 8' high color back drape, a 8' high side drape (subject to change prior to show dates), and a 11" x 17" one-line identification sign.

Parkway:

• Booth space only - tents, cooling units and drainage units can be purchased separately.

SERVICE PROVIDERS -
* Denotes Exclusive Providers. For these services, only these particular providers may be used.
**Denotes Preferred Providers. 

Items below will be linked as the information becomes available.

Audio/Visual and Personal Computer Rental (Freeman)** - Coming November 2024
Booth Cleaning (NRG)* - Coming January 2025
Booth Security - (NRG)* - Coming January 2025
Booth Staff / Models
Carpet/Flooring - (Freeman)** - Coming November 2024
Catering - (Aramark)* - Coming January 2025
Drayage - (Freeman)* - Coming November 2024
Electrical - (NRG)* - Coming January 2025
Exhibitor Insurance - Special Event Insurance - RainProtection
Furniture - (Freeman)** - Coming November 2024
Hospitality Suite / Meeting Room Room Rentals - (NRG)* Coming January 2025
Internet/Telephone- (Smart City) * - Coming November 2024
Material and Machinery Handling - (Freeman)* - Coming November 2024
Parking - Coming January 2025
Photography/Video - (Corporate Event Images)** Coming November 2024
Plants - (Convention Plant Creations)* - Coming Soon
Plumbing/Air/Water/Drain/Gas - (NRG)* - Coming January 2025
Advanced Warehouse Shipping Labels 
Shipping (Domestic) - (Freeman)** - Coming November 2024
Shipping (International) - (Freeman)** Coming November 2024
Special Transportation - (CMAC) - Coming Soon
Vehicle Display Inspection Form NRG - Coming Soon

QUICK FACTS 

FULL FREEMAN SERVICES MANUAL

Record contact details of your booth space visitors by renting a lead retrieval unit. To order yours today, click here! - Coming December 2024

PRE-PURCHASE GUEST INVITATIONS 

Invite existing or potential clients to visit you at the 2025 Offshore Technology Conference.

20 Free 4-Day Guest Invites included with your booth space. *This includes pavilion companies.

Additional Guest Invitations for the 2025 Offshore Technology Conference must be PRE-PURCHASED.

• Cost of Guest Invites - USD $50 each.
• Invitations are good for show days.
• Access to the exhibit floor only.
• Purchased Guest Invites are non-refundable. 
• Guest Invitations are NOT to be used for your employees/staff or for any other company’s employees/staff exhibiting at this show.  This policy will be heavily enforced. 
• Violating the guest invitation terms can result in a reimbursement penalty and loss of priority points. Multiple violations can result in an inability to exhibit at future OTC shows.

To order Guest Invitations, click here. 

If you have any questions about this program, please contact the OTC Registration Team.