Exhibitor Resources OTC 2025 | Important Dates and Deadlines

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section--id-1"> <div class="section__body"> <div class="section__body__article section__body__article--id-1"> <a class="anchor" name="Important Notice!"></a> <article class="article article--default"> <div class="article__header"> <h3 class="article__header__title"> <p style="text-align: center;"><strong>Important Notice!</strong></p> </h3> </div> <div class="article__body"> <p style="text-align: center;"><strong>As of 2021 OTC, drayage is no longer a covered item included with exhibit space. Exhibitors will be responsible for all drayage charges incurred. </strong></p> <p style="text-align: center;"><strong>IMPORTANT DATES & DEADLINES</strong><br>  </p> <p> </p> <ul> <li><strong>July 2024 </strong>      </li> </ul> <p>            15 July 2024 - 50% Booth Space Deposit Due <br>             16 July 2024 - Space rate increases from USD 42 to USD 44 per sqft.</p> <ul> <li><strong> January 2025</strong></li> </ul> <p>            13 January 2025 - 100% Booth Space Balance Due<br>             13 January 2025 - Space rate increases from USD 44 to USD 46 per sqft.</p> <p> </p> <table border="1" cellpadding="1" cellspacing="1" style="width: 100%;"> <tbody> <tr> <td><strong>CONTACT US</strong></td> <td><strong>QUICK LINKS</strong></td> </tr> <tr> <td>Email <a aria-describedby="ui-tooltip-0" href="mailto:otc.events@otcnet.org?Subject=OTC%20Exhibitor%20Inquiry" target="_top" title="">OTC Exhibit Management</a></td> <td><a href="http://www.otcnet.org/about/stay-safe-avoid-event-scams?_ga=2.78425684.1504367474.1615321590-184572598.1615321590" target="_blank" title="http://www.otcnet.org/about/stay-safe-avoid-event-scams?_ga=2.78425684.1504367474.1615321590-184572598.1615321590">Avoid Event Scams!</a></td> </tr> <tr> <td>Email <a aria-describedby="ui-tooltip-0" href="mailto:OTCExh@maritz.com?Subject=OTC%20Exhibitor%20Inquiry" target="_top" title="">Housing and Registration (Maritz</a>)</td> <td><a href="http://www.otcnet.org/about/event-code-of-conduct?_ga=2.211128149.1504367474.1615321590-184572598.1615321590" target="_blank" title="http://www.otcnet.org/about/event-code-of-conduct?_ga=2.211128149.1504367474.1615321590-184572598.1615321590">Event Code of Conduct</a></td> </tr> <tr> <td>Phone: 864.342.6315</td> <td><a href="https://exhibits.otcnet.org/OTC2025/Public/e_login.aspx?frompage=e_boothsales" target="_blank" title="https://exhibits.otcnet.org/OTC2025/Public/e_login.aspx?frompage=e_boothsales">Manage Your Account</a></td> </tr> <tr> <td>Email <a href="mailto:exhibitorsupport@freemanco.com?Subject=OTC%20Exhibitor%20Inquiry" target="_top" title="exhibitorsupport@freemanco.com">General Contractor/Booth Services (Freeman)</a></td> <td><a href="https://cdn.asp.events/CLIENT_SPE__29FE44FF_5056_B733_49EC4D60A02A6A7D/sites/otc-2025/media/Exhibitor-Downloads/OTC-2025-TCs-FINAL-Revised-5.21.24.pdf" target="_blank" title="https://cdn.asp.events/CLIENT_SPE__29FE44FF_5056_B733_49EC4D60A02A6A7D/sites/otc-2025/media/Exhibitor-Downloads/OTC-2025-TCs-FINAL-Revised-5.21.24.pdf">Terms and Conditions </a></td> </tr> <tr> <td>Phone/Text: 888-508-5054</td> <td>Exhibition Schedule</td> </tr> <tr> <td> </td> <td>Exhibitor Newsletters</td> </tr> <tr> <td> </td> <td><a href="awards/spotlight-on-new-technology-award-program" target="_self" title="awards/spotlight-on-new-technology-award-program">Apply for the Spotlight Award</a></td> </tr> </tbody> </table> <p style="text-align: center;"> </p> <p style="text-align: center;"> </p> <p style="text-align: center;">Please Note: We collect and share personal information that you provide to us in order to communicate with, and provide information and services to, you regarding the event.  We have a legitimate interest in processing your personal information for these reasons.  For more information, please see our <a href="privacy-policy" target="_self" title="privacy-policy">privacy policy</a>.</p> <p style="text-align: center;"> </p> </div> </article> <script> $script('https://themes.asp.events/_base/1-2-0/includes/javascripts/src/modules/pages/anchor.js?v=1'); </script> </div> </div> </div> <div class="section section--one-column section--id-2"> <div class="section__body"> <div class="section__body__article section__body__article--id-1"> <a class="anchor" name="What is and isn't included with your exhibition fee"></a> <article class="article article--accordion js-article-accordion is-open"> <div class="article__header"> <h3 class="article__header__title"> What <i>is </i>and <i>isn't </i>included with your exhibition fee </h3> </div> <div class="article__body"> <p><u><strong>What <i>is </i>included with your exhibition space:</strong></u></p> <p>Center space includes: </p> <ul> <li>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.</li> <li>Five Complimentary Exhibitor Registrations per 100 square feet of Exhibit Space to be used for staff working the booth </li> <li>Access to all OTC Technical Sessions</li> <li>20 complimentary 4-Day Guest Invites - Invite partners and customers to join you at OTC!</li> <li>Exhibitor listing in official online Conference Program, show APP and show website.</li> <li>Daily Trash Removal and Carpet Vacuuming is included with your indoor and outdoor space rental.  </li> <li>One copy of the OTC proceedings (Code emailed to Primary booth contact)</li> <li>24-hour booth security (indoor space)</li> <li>**Shipping and Drayage is not included with the cost of your booth space.</li> </ul> <p>Outdoor exhibit space includes:</p> <ul> <li>Include contracted space only.</li> <li>20 complimentary 4-Day Guest Invites - Invite partners and customers to join you at OTC!</li> <li>Five Complimentary Exhibitor Registrations per 100 square feet of Exhibit Space to be used for staff working the booth.</li> <li>Access to all OTC Technical Sessions</li> <li>Exhibitor listing in official online Conference Program, show APP and show website.</li> <li>Daily Trash Removal and Carpet Vacuuming is included with your indoor and outdoor space rental.  </li> <li>One copy of the OTC proceedings (Code emailed to Primary booth contact)</li> <li>**Shipping and Drayage is not included with the cost of your booth space.</li> </ul> <p><u><strong>What is <i>not </i>included with with your exhibition space:</strong></u></p> <ul role="list"> <li> <p>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).</p> </li> <li> <p>Booth furnishings – any furnishings including a table, chairs, a wastebasket, any kind of lighting must be brought in by you or rented from Freeman.</p> </li> <li> <p>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. </p> </li> <li> <p>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.</p> </li> <li> <p>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.</p> </li> <li> <p>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.</p> </li> <li> <p>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. </p> </li> </ul> </div> </article> <script> $script('https://themes.asp.events/_base/1-2-0/includes/javascripts/src/modules/pages/accordion.js?v=3'); </script> </div> </div> </div> <div class="section section--one-column section--id-3"> <div class="section__body"> <div class="section__body__article section__body__article--id-1"> <a class="anchor" name="Exhibition Schedule : Including Move-In, Move-Out, and Personal Vehicle (POV) Details"></a> <article class="article article--accordion js-article-accordion is-open"> <div class="article__header"> <h3 class="article__header__title"> Exhibition Schedule : Including Move-In, Move-Out, and Personal Vehicle (POV) Details </h3> </div> <div class="article__body"> <p>EXHIBITION SCHEDULE (Including Move-In & Move-Out Details) - <i>Coming Soon</i></p> <p>TARGET MOVE-IN MAP - <i>C</i><i>oming January 2025</i></p> <p> <br> ***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.***</p> <p><strong>NRG PARK IS CLOSED TO ALL EXHIBITORS ON SUNDAY, 4 May 2025.</strong></p> <p><strong>MOVE-IN SCHEDULE:</strong><br> 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.</p> <p>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.</p> <p>SPECIAL RULES - SHOW DAYS:</p> <ul> <li>No one under the age of 15 on the show floor on show days.</li> <li>Anyone accessing the show floor must have an official show badge.</li> <li>Exhibitors may access the show floor early on show days. See the official Exhibition Schedule for specific hours.</li> </ul> <p>SPECIAL RULES - MOVE IN & MOVE OUT:</p> <ul> <li>No open-toed shoes during move-in or move-out.</li> <li>No one under the age of 18 is allowed on the show floor during move-in or move-out.</li> <li>POV’s – Someone must remain with the vehicle at all times while at the loading dock.</li> <li>Anyone requiring access to the show floor must have an official show badge or a wristband.</li> <li>If bringing oversized/large equipment, please <a href="mailto:otc.events@otcnet.org?Subject=25OTC%20Large%20Equipment%20Notification" target="_top" title="otc.events@otcnet.org">notify show management</a> so special arrangements can be made to allow access for transport to your booth space.</li> </ul> <p>LATE MOVE-IN</p> <p>If you will NOT begin set-up until Saturday, 3 May 2025 after NOON, you MUST notify Show Management via the <a href="https://spemeetings.wufoo.com/forms/rcpuhzy0jp9wgh/" target="_blank" title="https://spemeetings.wufoo.com/forms/rcpuhzy0jp9wgh/">Late Set-Up Notification form</a>. </p> <p>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.</p> <p>POV MOVE-IN</p> <p>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. <br> <br> Personal Vehicle Freight Arrival/Departure Instructions (PDF) - <i>Coming April 2025</i></p> <p>ARRIVALS IN A STRAIGHT TRUCK/BOBTAIL TRUCK, CONTRACT CARRIERS, AND TRUCKS OVER 12 FEET<br> Must check in at the Freeman Marshalling Yard.</p> <p>Marshalling Yard Driving Directions - <i>April</i><i> 2025</i><br> Map to the Marshalling Yard - <i>April 2025</i><br> <br> MOVE-OUT/DISMANTLE</p> <p>Dismantling Hours and Important Instructions - <i>Coming Soon!</i></p> <p> </p> </div> </article> <script> $script('https://themes.asp.events/_base/1-2-0/includes/javascripts/src/modules/pages/accordion.js?v=3'); </script> </div> </div> </div> <div class="section section--one-column section--id-4"> <div class="section__body"> <div class="section__body__article section__body__article--id-1"> <a class="anchor" name="Rules and Regulations/Booth Specifications"></a> <article class="article article--accordion js-article-accordion "> <div class="article__header"> <h3 class="article__header__title"> Rules and Regulations/Booth Specifications </h3> </div> <div class="article__body"> <p><a href="https://cdn.asp.events/CLIENT_SPE__29FE44FF_5056_B733_49EC4D60A02A6A7D/sites/otc-2025/media/Exhibitor-Downloads/OTC25Rules-and-Regulations.pdf" target="_blank" title="https://cdn.asp.events/CLIENT_SPE__29FE44FF_5056_B733_49EC4D60A02A6A7D/sites/otc-2025/media/Exhibitor-Downloads/OTC25Rules-and-Regulations.pdf">DOWNLOAD THE FULL OTC RULES AND REGULATIONS </a></p> <p><a href="https://cdn.asp.events/CLIENT_SPE__29FE44FF_5056_B733_49EC4D60A02A6A7D/sites/otc-2025/media/Exhibitor-Downloads/Booth-Specifications-Revised-6.5.24.pdf" target="_blank" title="https://cdn.asp.events/CLIENT_SPE__29FE44FF_5056_B733_49EC4D60A02A6A7D/sites/otc-2025/media/Exhibitor-Downloads/Booth-Specifications-Revised-6.5.24.pdf">DOWNLOAD BOOTH SPECIFICATIONS</a></p> <p>Please Note: Failure to abide by show regulations can and will result in the loss of Priority Points.</p> <p>The exhibition halls aisles will be carpeted; therefore, flooring IS mandatory for 2025.</p> <p>Electricity, furniture, carpet, and trashcans are NOT included with your booth space purchase and should be ordered separately. </p> <p>NRG Center Details</p> <ul> <li>Trash cans are not provided and will need to be purchased.</li> <li>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)</li> <li>Booth cleaning (each morning prior to show opening) is included. Additional cleanings can be purchased at an additional charge.</li> </ul> <p>Outdoor Details</p> <ul> <li>Space only - tents, cooling and drainage units can be purchased if desired.</li> </ul> <p>MULTI-LEVEL BOOTH NOTIFICATION FORM - This form must be completed and submitted to the Fire Marshal at <a href="mailto:Xavier.williams@houstontx.gov ?Subject=OTC%202025%20-%20Multi-level%20Booth%20Notification%20Form" target="_top" title="Xavier.williams@houstontx.gov ">Xavier.williams@houstontx.gov</a> with a copy to <a href="mailto:otc.events@spe.org?Subject=2025%20OTC%20-%20Multi-Level%20Booth%20Inquiry" target="_top" title="otc.events@spe.org">otc.events@spe.org</a> 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.<br> <br> <a href="https://cdn.asp.events/CLIENT_SPE__29FE44FF_5056_B733_49EC4D60A02A6A7D/sites/otc-2025/media/Exhibitor-Downloads/FINAL-LSB-Standard-23-Tents-and-Other-Membrane-Structures.pdf" target="_blank" title="https://cdn.asp.events/CLIENT_SPE__29FE44FF_5056_B733_49EC4D60A02A6A7D/sites/otc-2025/media/Exhibitor-Downloads/FINAL-LSB-Standard-23-Tents-and-Other-Membrane-Structures.pdf">TENTS AND OTHER MEMBRANE STRUCTURES</a></p> <p>SPECIAL EVENT INSURANCE </p> <p>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.</p> <p>THIRD PARTY CONTRACTORS</p> <p>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. </p> </div> </article> <script> $script('https://themes.asp.events/_base/1-2-0/includes/javascripts/src/modules/pages/accordion.js?v=3'); </script> </div> </div> </div> <div class="section section--one-column section--id-7"> <div class="section__body"> <div class="section__body__article section__body__article--id-1"> <a class="anchor" name="Housing and Registration - Coming January 2025"></a> <article class="article article--accordion js-article-accordion is-open"> <div class="article__header"> <h3 class="article__header__title"> Housing and Registration - <i>Coming January 2025</i> </h3> </div> <div class="article__body"> <p><u><strong>Onsite Registration Hours</strong></u><br> Thursday, 1 May            0800 to 1700<br> Friday, 2 May                  0800 to 1700<br> Saturday, 3 May            0800 to 1700<br> Monday, 5 May               0700 to 1700<br> Tuesday, 6 May              0730 to 1700<br> Wednesday, 7 May       0730 to 1700<br> Thursday, 8 May            0730 to 1400 </p> </div> </article> <script> $script('https://themes.asp.events/_base/1-2-0/includes/javascripts/src/modules/pages/accordion.js?v=3'); </script> </div> </div> </div> <div class="section section--one-column section--id-8"> <div class="section__body"> <div class="section__body__article section__body__article--id-1"> <a class="anchor" name="Pavilion Organizer Resources"></a> <article class="article article--accordion js-article-accordion "> <div class="article__header"> <h3 class="article__header__title"> <p>Pavilion Organizer Resources</p> </h3> </div> <div class="article__body"> <p><strong><u>PAYMENT TERMS:</u></strong>                 </p> <p>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.</p> <p>We ask that you provide an update on space requirements by mid- November and mid-December 2024.</p> <p> </p> <p><u><strong>PAYMENT SCHEDULE</strong></u></p> <p>Payment Terms:                         <br> Option to hand back space without penalty until <strong>13 January 2025</strong> when 100% payment will be due. <br> We ask that you provide an update on space requirements by mid- November and mid-December 2024. </p> <p> </p> <p><u><b>REGISTRATION</b></u> - <i>Coming January 2025</i></p> <p>Organizers, you are welcome to use the Pavilion Registration Grid<a href="https://cdn.asp.events/CLIENT_SPE__29FE44FF_5056_B733_49EC4D60A02A6A7D/sites/otc-2025/media/Exhibitor-Downloads/BLANK-Pavilion-Co-Exhibitors-Spreadsheet.xlsx" target="_blank" title="https://cdn.asp.events/CLIENT_SPE__29FE44FF_5056_B733_49EC4D60A02A6A7D/sites/otc-2025/media/Exhibitor-Downloads/BLANK-Pavilion-Co-Exhibitors-Spreadsheet.xlsx"> </a>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.</p> <p><i>Please Note: Conference registration for co-exhibitors is the responsibility of the Organizer and cannot be done by individuals from co-exhibiting companies.</i></p> <p>For questions regarding registration, please contact Maritz Global Events Customer Service at +1.864.580.4485 or <a href="mailto:ExhibitorServices@Maritz.com">ExhibitorServices@Maritz.com</a></p> <p> </p> <p><b><u>HOUSING</u></b><i> - </i><i>Coming January 2025</i></p> <p>Book your rooms </p> <p> </p> <p><b><u>CO-EXHIBITORS</u></b></p> <p>Organizers must use the official ‘<a href="https://cdn.asp.events/CLIENT_SPE__29FE44FF_5056_B733_49EC4D60A02A6A7D/sites/otc-2025/media/Exhibitor-Downloads/BLANK-Pavilion-Co-Exhibitors-Spreadsheet.xlsx" target="_blank" title="https://cdn.asp.events/CLIENT_SPE__29FE44FF_5056_B733_49EC4D60A02A6A7D/sites/otc-2025/media/Exhibitor-Downloads/BLANK-Pavilion-Co-Exhibitors-Spreadsheet.xlsx">OTC Pavilion Co-Exhibitor Spreadsheet</a>’ to provide Show Management with the following information:<br> <br> - Full LEGAL  name of  each participating company<br> - Any acronym in which the company might use<br> - URL  <br> - Contact name<br> - Email Address<br> - Corporate description<br> - OTC booth number assigned<br> - Any additional information requested on said spreadsheet (all columns must be completed)<br> <br> This information must be submitted to <a href="mailto:otc.events@spe.org?Subject=2025%20OTC%20Pavilion%20Co-Exhibitor%20List" target="_top" title="otc.events@spe.org">Show Management</a> 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. </p> <p> </p> </div> </article> <script> $script('https://themes.asp.events/_base/1-2-0/includes/javascripts/src/modules/pages/accordion.js?v=3'); </script> </div> </div> </div> <div class="section section--one-column section--id-9"> <div class="section__body"> <div class="section__body__article section__body__article--id-1"> <a class="anchor" name="Parking and Travel to Houston/OTC"></a> <article class="article article--accordion js-article-accordion "> <div class="article__header"> <h3 class="article__header__title"> Parking and Travel to Houston/OTC </h3> </div> <div class="article__body"> <p>PARKING<br> View the Parking Map - <i>Coming January 2025</i><br> Purchase Parking Passes - <i>Coming January 2025</i></p> <p>TRAVEL TO HOUSTON AND NRG PARK<br> Click here to view directions to NRG Park, shuttle information, and much more! - <i>Coming Soon!</i></p> <p>SHUTTLE SERVICES<br> Book your hotel arrangements through OTC’s official provider, Maritz, and receive complimentary shuttle service to and from NRG Park from selected hotels.<br> View Shuttle Route - <i>Coming Soon!</i></p> <p>INTERNATIONAL ATTENDEES<br> 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. <i>Coming Soon!</i></p> <article> </article> </div> </article> <script> $script('https://themes.asp.events/_base/1-2-0/includes/javascripts/src/modules/pages/accordion.js?v=3'); </script> </div> </div> </div> <div class="section section--one-column section--id-10"> <div class="section__body"> <div class="section__body__article section__body__article--id-1"> <a class="anchor" name="Update Your Online Exhibitor Profile / Add Co-Exhibitors"></a> <article class="article article--accordion js-article-accordion "> <div class="article__header"> <h3 class="article__header__title"> Update Your Online Exhibitor Profile / Add Co-Exhibitors </h3> </div> <div class="article__body"> <p>CONTRACTED EXHIBITORS</p> <p>Contracted exhibitors receive a complimentary full listing, which includes:</p> <ul> <li>Company Name</li> <li>Booth Number</li> <li>Website URL</li> <li>Company Address, Phone Number(s), Fax Number</li> <li>Email Address</li> <li>Online Profile (limit 350 Characters)</li> <li>5 Product Categories (online only)</li> </ul> <p>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 <a href="https://exhibits.otcnet.org/OTC2025/Public/MyBriefcase.aspx?From=MyProfile.aspx" target="_blank" title="https://exhibits.otcnet.org/OTC2025/Public/MyBriefcase.aspx?From=MyProfile.aspx">Exhibitor Portal </a>using your unique, case sensitive company password (found on your booth space confirmation letter). If you are in need of password assistance, please <a href="mailto:otc.events@otcnet.org?Subject=OTC%20Password%20Assistance%20Needed" target="_top" title="otc.events@otcnet.org">email OTC</a>.<br> <br> 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.<br> <br> 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.</p> <p> <br> <strong><u>ADD CO-EXHIBITORS</u></strong><br> <strong>You can add up to three (3) co-exhibitors. All co-exhibiting companies are required to register and pay the co-exhibitor registration fee.</strong></p> <p><strong>Co-Exhibitor Registration fee:<br> USD 250 per co-exhibitor</strong></p> <p>The following may be added to your account as co-exhibitors:</p> <ul> <li>Sister company</li> <li>Parent company</li> <li>Division</li> <li>Manufacturing/Distributing Company</li> <li>Joint Venture</li> </ul> <p>Co-exhibitors will receive the same basic listing received by contracted exhibitors (listed above).<br> <br> Once your request has been approved and entered, we will send you a copy of your invoice and a password that will allow your co-exhibitor to log into their account to purchase a profile upgrade if desired. Registrations must be paid in full at least 30-days before show opening. NO REFUNDS!</p> <p>Failure to submit the required information and payment for each of your co-exhibitors may result in a fine of up to 1/2 the amount of your booth space and the ability to exhibit at future OTC events.</p> <p>Submit your <a href="https://spemeetings.wufoo.com/forms/rhunkrh1e06sbq/" target="_blank" title="https://spemeetings.wufoo.com/forms/rhunkrh1e06sbq/">Co-Exhibitor Notification form</a>. </p> <p><i>International Pavilion organizers, please use the official ‘OTC Pavilion Co-Exhibitor Spreadsheet’ located in the Exhibitor Resources page under the 'Pavilion Organizer Resources' accordion.</i></p> </div> </article> <script> $script('https://themes.asp.events/_base/1-2-0/includes/javascripts/src/modules/pages/accordion.js?v=3'); </script> </div> </div> </div> <div class="section section--one-column section--id-11"> <div class="section__body"> <div class="section__body__article section__body__article--id-1"> <a class="anchor" name="Hired Third Party Contractors (EACs) : Forms and Fee Information"></a> <article class="article article--accordion js-article-accordion "> <div class="article__header"> <h3 class="article__header__title"> Hired Third Party Contractors (EACs) : Forms and Fee Information </h3> </div> <div class="article__body"> <p>Exhibitors:<br> Exhibitors are required to communicate all rules and regulations to your appointed contractor(s). We 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.  Without paperwork and insurance, EACs will not be permitted onto the show floor.</p> <p>Contractors:<br> If you have been hired to build/design booth space at this event, it is mandatory that you:</p> <ul> <li>Complete and submit the <a href="https://spemeetings.wufoo.com/forms/rxcaxxz1kkcsd7/" target="_blank" title="https://spemeetings.wufoo.com/forms/rxcaxxz1kkcsd7/">EAC Agreement</a> by 17 March 2025. </li> <li>Provide Proof of Insurance - Mandatory (<a href="https://cdn.asp.events/CLIENT_SPE__29FE44FF_5056_B733_49EC4D60A02A6A7D/sites/otc-2025/media/Exhibitor-Downloads/OTC-COI-sample-revised.pdf" target="_blank" title="https://cdn.asp.events/CLIENT_SPE__29FE44FF_5056_B733_49EC4D60A02A6A7D/sites/otc-2025/media/Exhibitor-Downloads/OTC-COI-sample-revised.pdf">See Sample for Required Coverage</a>)</li> </ul> <p>Once your Agreement and Certificate of Insurance have been received and reviewed, you will receive emailed communication stating that you have been approved, or requesting additional information if the required criteria has not been fulfilled.</p> <p>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.</p> <p>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.</p> <p>Please note–failure to follow the aforementioned processes will result in a delay or denial of access to the show floor.</p> <p><strong>Official Contractor:</strong><br> Freeman is our Official Show Decorator and is exempt from the above.</p> <p>Exclusive Contractors:<br> For insurance and safety reasons, Exclusive Contractors designated in the Official Exhibitor Services Manual MUST be used for services such as:</p> <ul> <li>Catering</li> <li>Electrical</li> <li>Rigging</li> <li>Plumbing</li> <li>Drayage/Forklift Operations</li> <li>Telecommunications</li> </ul> <p>Please contact <a href="mailto:otc.events@otcnet.org?Subject=OTC%20EAC%20Inquiry" target="_top" title="otc.events@otcnet.org">otc.events@otcnet.org</a>  with any questions. We appreciate your cooperation!</p> <p> </p> </div> </article> <script> $script('https://themes.asp.events/_base/1-2-0/includes/javascripts/src/modules/pages/accordion.js?v=3'); </script> </div> </div> </div> <div class="section section--one-column section--id-12"> <div class="section__body"> <div class="section__body__article section__body__article--id-1"> <a class="anchor" name="Contractor Order Forms, Shipping Information, Full Exhibitor Kit"></a> <article class="article article--accordion js-article-accordion "> <div class="article__header"> <h3 class="article__header__title"> Contractor Order Forms, Shipping Information, Full Exhibitor Kit </h3> </div> <div class="article__body"> <p>The aisles in NRG Center Exhibit Hall WILL be carpeted, therefore, ordering your flooring or bringing your own flooring is mandatory. <br> Furniture and Electricity are not included with your booth space. If needed, please see the drop downs below for ordering information.</p> <p>NRG Center:</p> <ul> <li>Aisles will be carpeted.</li> <li>Trashcans are not included and must be purchased separately.</li> <li>Carpet/floor covering must encompass the entire footprint of the exhibit space.</li> <li>Complimentary booth cleaning is included each morning prior to show opening.</li> <li>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.</li> </ul> <p>Parkway:</p> <ul> <li>Booth space only - tents, cooling units and drainage units can be purchased separately.</li> </ul> <p>SERVICE PROVIDERS -<br> * Denotes Exclusive Providers. For these services, only these particular providers may be used.<br> **Denotes Preferred Providers. <br> <br> Items below will be linked as the information becomes available.<br> <br> Audio/Visual and Personal Computer Rental (Freeman)** - <i>Coming Soon!</i><br> Booth Cleaning (NRG)* - <i>Coming January 2025</i><br> Booth Security - (NRG)* - <i>Coming January 2025</i><br> Booth Staff / Models<br> Carpet/Flooring - (Freeman)** - <i>Coming Soon!</i><br> Catering - (Aramark)* - <i>Coming January 2025</i><br> Drayage - (Freeman)* - <i>Coming Soon!</i><br> Electrical - (NRG)* - <i>Coming January 2025</i><br> Exhibitor Insurance - Special Event Insurance - RainProtection<br> Furniture - (Freeman)** - <i>Coming Soon!</i><br> Hospitality Suite / Meeting Room Room Rentals - (NRG)* <i>Coming January 2025</i><br> Internet/Telephone- (Smart City) * - <i>Coming Soon!</i><br> Material and Machinery Handling - (Freeman)* - <i>Coming Soon!</i><br> Parking - <i>Coming January 2025</i><br> <a href="https://cdn.asp.events/CLIENT_SPE__29FE44FF_5056_B733_49EC4D60A02A6A7D/sites/otc-2025/media/Exhibitor-Downloads/OTC2025-Photography_Final.pdf" target="_blank" title="https://cdn.asp.events/CLIENT_SPE__29FE44FF_5056_B733_49EC4D60A02A6A7D/sites/otc-2025/media/Exhibitor-Downloads/OTC2025-Photography_Final.pdf">Photography/Video - (Corporate Event Images)**</a> <br> Plants - (Convention Plant Creations)* - <i>Coming Soon</i><br> Plumbing/Air/Water/Drain/Gas - (NRG)* - <i>Coming January 2025</i><br> Advanced Warehouse Shipping Labels <br> Shipping (Domestic) - (Freeman)** - <i>Coming Soon!</i><br> Shipping (International) - (Freeman)** <i>Coming Soon!</i><br> <a href="https://cdn.asp.events/CLIENT_SPE__29FE44FF_5056_B733_49EC4D60A02A6A7D/sites/otc-2025/media/Exhibitor-Downloads/CMAC-Special-Transportation-Services_OTC-2025.pdf" target="_blank" title="https://cdn.asp.events/CLIENT_SPE__29FE44FF_5056_B733_49EC4D60A02A6A7D/sites/otc-2025/media/Exhibitor-Downloads/CMAC-Special-Transportation-Services_OTC-2025.pdf">Special Transportation - (CMAC)</a> <br> Vehicle Display Inspection Form NRG - <i>Coming Soon</i></p> <p style="text-align: center;"><br> QUICK FACTS </p> <p style="text-align: center;">FULL FREEMAN SERVICES MANUAL</p> <p style="text-align: center;"> </p> </div> </article> <script> $script('https://themes.asp.events/_base/1-2-0/includes/javascripts/src/modules/pages/accordion.js?v=3'); </script> </div> </div> </div> <div class="section section--one-column section--id-13"> <div class="section__body"> <div class="section__body__article section__body__article--id-1"> <a class="anchor" name="Lead Retrieval"></a> <article class="article article--accordion js-article-accordion "> <div class="article__header"> <h3 class="article__header__title"> Lead Retrieval </h3> </div> <div class="article__body"> <p>Record contact details of your booth space visitors by renting a lead retrieval unit. To order yours today, <a href="https://cdn.asp.events/CLIENT_SPE__29FE44FF_5056_B733_49EC4D60A02A6A7D/sites/otc-2025/media/Exhibitor-Downloads/OTC25-Lead-Retrieval-Order-Form.pdf" target="_blank" title="https://cdn.asp.events/CLIENT_SPE__29FE44FF_5056_B733_49EC4D60A02A6A7D/sites/otc-2025/media/Exhibitor-Downloads/OTC25-Lead-Retrieval-Order-Form.pdf">click here</a>! </p> </div> </article> <script> $script('https://themes.asp.events/_base/1-2-0/includes/javascripts/src/modules/pages/accordion.js?v=3'); </script> </div> </div> </div> <div class="section section--one-column section--id-15"> <div class="section__body"> <div class="section__body__article section__body__article--id-1"> <a class="anchor" name="Guest Invites - 20 Free Invites included with your booth space"></a> <article class="article article--accordion js-article-accordion "> <div class="article__header"> <h3 class="article__header__title"> Guest Invites - 20 Free Invites included with your booth space </h3> </div> <div class="article__body"> <p>PRE-PURCHASE GUEST INVITATIONS </p> <p>Invite existing or potential clients to visit you at the 2025 Offshore Technology Conference.</p> <p>20 Free 4-Day Guest Invites included with your booth space. *This includes pavilion companies.</p> <p>Additional Guest Invitations for the 2025 Offshore Technology Conference must be PRE-PURCHASED.</p> <ul> <li>Cost of Guest Invites - USD $50 each.</li> <li>Invitations are good for show days.</li> <li>Access to the exhibit floor only.</li> <li>Purchased Guest Invites are non-refundable. </li> <li>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. </li> <li>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.</li> </ul> <p>To order Guest Invitations, click here. </p> <p>If you have any questions about this program, please contact the <a href="mailto:otc@maritz.com?Subject=2023%20OTC%20Guest%20Invitations" target="_top" title="otc@maritz.com">OTC Registration Team.</a> </p> </div> </article> <script> $script('https://themes.asp.events/_base/1-2-0/includes/javascripts/src/modules/pages/accordion.js?v=3'); </script> </div> </div> </div> <div class="section section--one-column section--id-17"> <div class="section__body"> <div class="section__body__article section__body__article--id-1"> <a class="anchor" name="Exhibitor Insurance Requirements"></a> <article class="article article--accordion js-article-accordion is-open"> <div class="article__header"> <h3 class="article__header__title"> Exhibitor Insurance Requirements </h3> </div> <div class="article__body"> <p>INSURANCE REQUIREMENTS:</p> <p>Exhibitor shall, at its own expense, secure and maintain insurance for the entire duration of the Event (move-in through move-out.)</p> <p>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.</p> <ul> <li><strong>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). </strong></li> <li><strong>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.</strong></li> </ul> <p>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).</p> <p>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.</p> <p>While Exhibitors are required to have insurance coverage, proof of said coverage is not required. </p> <p> </p> </div> </article> <script> $script('https://themes.asp.events/_base/1-2-0/includes/javascripts/src/modules/pages/accordion.js?v=3'); </script> </div> </div> </div> </div> </main> </div> <div class="l-countdown"> <div class="l-countdown__close"> <button class="l-countdown__close__button js-countdown-close"> <i class="l-countdown__close__button__icon fal fa-times"></i> </button> </div> <div class="panel panel--default panel--id-77383"> <div class="panel__header-body"> <div class="panel__header"> <h4 class="panel__header__title"> Countdown to OTC 2025! </h4> </div> <div class="panel__body"> <div class="w-countdown"> <script src="/__widgets/jquery.countdown/jquery.countdown.min.js"></script> <div class="w-countdown__item" id="w-countdown--id-uid_2009C"> </div> <script> $(document).ready(function(){ if("05/05/2025 09:00".length != 0){ var finalDate = "05/05/2025 09:00".split(" ")[0].split("/").reverse().join("/"); var finalTime = "05/05/2025 09:00".split(" ")[1]; var finalDateTime = finalDate + " " + finalTime; //$('#w-countdown--id-uid_2009C').countdown('2025/05/05 hh:05:ss') $('#w-countdown--id-uid_2009C').countdown(finalDateTime) .on("update.countdown", function(event) { switch ("D/H/M/S") { case "Month/D/H" : var format = '<div class="w-countdown__months">%-m <span>%!m:Month,Months;</span></div><div class="w-countdown__days">%-n <span>%!n:Day,Days;</span></div><div class="w-countdown__hours">%H <span>%!H:Hour,Hours;</span></div>'; break; case "D/H/M/S" : var format = '<div class="w-countdown__days">%-D <span>%!D:Day,Days;</span></div><div class="w-countdown__hours">%H <span>%!H:Hour,Hours;</span></div><div class="w-countdown__minutes">%M <span>%!M:Min,Mins;</span></div><div class="w-countdown__seconds">%S <span>%!S:Sec,Secs;</span></div>'; break; default : var format = '<div class="w-countdown__days">%-D <span>%!D:Day,Days;</span></div><div class="w-countdown__hours">%H <span>%!H:Hour,Hours;</span></div><div class="w-countdown__minutes">%M <span>%!M:Min,Mins;</span></div>'; break; } $(this).html(event.strftime(format)); }) .on("finish.countdown", function(event) { $(this).html("Countdown Complete! 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Exhibitor Resources OTC 2025 | Important Dates and Deadlines