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OTC 2017 - Exhibitor Services Manual

Exhibitor Services Manual

WELCOME

Freeman OnlineThe OTC 2017 Exhibitor Services Manual is now available through Freeman Online!

The OTC Exhibits team has worked closely with Freeman to establish a streamlined, effective, and user-friendly ESM designed to provide you with everything needed to plan for a successful exhibiting experience. Items such as Rules and Regulations, order forms, contact information, and important deadline reminders are just a click away!

If you are unable to find the information you need, please contact Freeman Exhibitor Services at +1.713.770.6750 and a customer service representative will be ready to assist you.


 

NEW FOR 2017

  • Due to Building Inspector ruling, hanging signs in the low ceiling area of NRG Park are NOT permitted. This ruling affects Aisles 100–5000 with booth numbers from 01 to 11.

    In addition, due to the narrow aisle behind them, island booths in the front row (booths ending in 01) which have a peninsula booth facing them, may have graphics on the back of their booths only if the graphics start at or above 8 feet.
     
  • ROI Webinars – As one of OTC’s sponsoring organizations, SPE is offering OTC exhibitors access to its Exhibitor Success and Return on Investment (ROI) Center, an on-demand knowledge resource designed to provide answers for your exhibiting challenges and solutions to improve your company’s exhibiting performance and return on investment. Click here to get started!
     
  • Auto Financials – Managing your OTC account is easy! Auto Financials provides you with the ability to log into your account at any time 24/7, so you can view your account, make payments, or even print your invoice at your convenience. All you will need is your case sensitive company password which can be found on your Booth Space Confirmation Letter. Keep in mind that all orders for your company will be on one invoice. Simply log into the exhibitor portal found under the ‘Exhibit’ tab on the event website, or click here to get started.

 

IMPORTANT REMINDERS

  • Exhibitors may purchase a limited number of parking permits, through NRG Park Exhibitor Services, for use during show days. Permits will be available for purchase on 16 January.
     
  • Any exhibitor whose installation will not begin until after noon on Saturday, 29 April 2017 must provide written notification to OTC Show Management for approval. NO installation will be permitted on Sunday, 30 April. Installation of exhibits must be complete by 1700 hours on Saturday, 29 April. No exceptions.
     
  • Open-toe shoes are NOT permitted on the exhibit floor during move-in and move-out.
     
  • Exhibitors and their appointed contractors are responsible for the removal of Visqueen by the end of move in on Saturday. If an exhibitor’s booth remains covered or cordoned off on Sunday morning, any vacuuming necessary on Monday morning will be at the expense of the exhibitor. Additionally, the exhibitor will be responsible for the disposal of the Visqueen and for vacuuming all aisles around their booth. Failure to comply will result in a loss of 5 priority points.
     
  • Exhibitors (or their EAC) ignoring verbal/written warnings issued by OTC Show Management in result of violation(s) to the Rules and Regulations, will lose 5 priority points. If an exhibitor is cited for more than 2 offenses, the exhibitor will forfeit 30 priority points. (See Photography Policy for applicable point forfeiture.) Contracted Exhibitors are responsible for the actions of their co-exhibitors and their EACs.
     
  • If your multi-level booth uses the exact same design as in 2016, the Fire Marshall will accept a notarized letter on company letterhead to that affect in lieu of re-submitting design specs.
     
  • Exhibitors and/or their EAC’s are encouraged to remain with their freight during move-out until it is picked up from the exhibit hall by the official freight contractor. Show Management is not responsible for loss of unattended freight. Additional security may be hired at Exhibitor’s expense.

 

 

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OTC 2017 - Special Events and Activities

All OTC 2017 events will be held at NRG Park in Houston, Texas, USA, with the exception of OTC Night at the Ballpark and d5: The Next Big Thing.

Search by Day: 

Monday, 1 May
Includes The Next Wave, Rice Alliance Startup Roundup, University R&D Showcase, Spotlight on New Technology award presentation, and a networking event.

Tuesday, 2 May
Includes University R&D Showcase, Distinguished Achievement Awards Luncheon, a networking event and OTC Night at the Ballpark.

Wednesday, 3 May
Includes OTC Energy Challenge, University R&D Showcase, and the WISE event.

Thursday, 4 May
Includes University R&D Showcase, plus the "Energize Your Classroom" teacher workshop, and high school student STEM event.

Friday, 5 May
Includes d5.

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OTC 2017 - International Attendees

Important: Give yourself as much time as possible to apply for and obtain your visa. And see below for updates on which Visa Waiver Country nationals must now apply for a visa.

Traveling to the United States (US) involves additional advance planning. Please determine whether you will require a visa to enter the US and plan ahead. The following guidelines will assist you in obtaining a visa:

OFFICIAL INVITATION LETTER

Please note: It is the sole responsibility of the attendee to obtain the necessary paperwork for entry to the US. This letter does not guarantee that you will be granted a visa, nor does it commit OTC to assist you in obtaining a visa. OTC will not pay any expenses incurred by you. We cannot send the letter to the embassy or consulate for you, nor can OTC contact the embassy or consulate on your behalf.

APPLYING FOR A VISA

Review visa wait times and then visit your local US embassy or consular office website where you will apply for your visa. There you can find out how to schedule an interview appointment, pay fees, and any other instructions.

Plan on an interview at the embassy or consulate, which is required for most visa applicants. As part of the visa interview, a quick fingerprint scan should be expected. Applicants who need additional screening are informed during the application process.

Prior to your scheduled interview date, you can complete the visa application online.

VISA WAIVER PROGRAM

For those traveling to the US without a visa from the Visa Waiver Program (VWP) countries, an electronic passport (e-Passport) is required. Learn which countries participate in the Visa Waiver Program (VWP).

IMPORTANT NOTICE

Travelers in the following categories are no longer eligible to travel or be admitted to the United States under the Visa Waiver Program (VWP):

  • Nationals of VWP countries who have traveled to or been present in Iran, Sudan, Syria, Libya, Somalia or Yemen on or after 1 March 2011 (with limited travel exceptions for diplomatic or military purposes in the service of a VWP country). 
  • Nationals of VWP countries who are also nationals of Iran, Sudan or Syria.

ESTA is Required

The Department of Homeland Security is now enforcing compliance of the Electronic System for Travel Authorization (ESTA) requirement for VWP travelers. A valid ESTA approval is required for all VWP travelers who are entering the United States by air or sea.

Authorization via ESTA does not determine whether a traveler is admissible to the United States. US Customs and Border Protection officers determine admissibility upon travelers’ arrival. ESTA applications may be submitted at any time prior to travel, though it is recommended that travelers apply as soon as they begin preparing travel plans or prior to purchasing airline tickets.

Global Entry

Global Entry Trusted Traveler Network Members are encouraged to proceed and use a Global Entry kiosk on their arrival into the US.

All passengers eligible to apply for the US CBP Global Entry Trusted Traveler Network Program are highly encouraged to do so. 

US citizens, US lawful permanent residents, and citizens of select countries are eligible for Global Entry membership. Find out which countries are eligible.

ADDITIONAL TIPS FOR YOUR FLIGHT AND ARRIVAL

  • Please check if your departure airport is one of 10 international airports where electronic devices larger than a smartphone will not be allowed as a carry-on item into the US. See which airports are affected. These devices must be placed in a checked bag.
  • For visitors arriving to the US via Bush Intercontinental Airport (IAH), take advantage of our dedicated OTC line in the Immigration Hall. Look for OTC directional signage on-site.

 

Please note that the aforementioned information is a general guideline for travel to the US. Because travel requirements may change, OTC recommends that attendees contact their local embassy to ensure they have proper documentation.

 

US COMMERCIAL SERVICE INTERNATIONAL BUYER PROGRAM

Department of CommerceOTC is a proud participant of the US Department of Commerce’s International Buyer Program (IBP).

Through the US Commercial Service’s network of offices in US Embassies and Consulates worldwide, the IBP recruits pre-screened foreign buyer delegations and brings them to selected trade shows, connecting US companies with international buyers.
Commercial Service trade specialists located in your local Embassy or Consulate can assist you with show registration, help you locate the products you are looking to purchase at the show, and assist in setting up meetings with you and US businesses.
 
Download the brochures: 

EXIM Bank
With export credit insurance, you can obtain financial due diligence on foreign buyers, agents and distributors you meet at the event, and because the insurance covers you against nonpayment by foreign buyers, you can offer credit terms up front and close the deal faster! 

 
If you’d like to meet with our EXIM Representative during Showtime Regional Export Counseling Meetings at OTC 2017, please click here.

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OTC 2017 - Sponsorship and Advertisement Opportunities

Sponsorship and Advertisement Opportunities

Outdoor BannerWith a variety of promotional opportunities available before and during OTC, we can help you design the perfect program to enhance your company’s OTC experience. Sponsorship and advertising options will expose attendees to your company and promote your presence in the offshore community.

During four dynamic days in the OTC exhibition hall, your company can showcase its products and services to the world’s leading experts and decision-makers in the offshore energy industry. 

Companies who spend USD 25,000 or more in a combination of sponsorships and/or advertising will receive additional benefits, including your logo promoted on the OTC website home page and in on-site materials.

DOWNLOAD THE BROCHURE

Sponsorship Brochure


As an exhibiting company at OTC, you can demonstrate your new technologies as you network with valued clients and make new business contacts.

Click the image to download the sponsorship and advertising brochure to see the available opportunities.

SPONSORSHIP OPPORTUNITIES

OTC transforms your success

Be a part of the offshore energy industry’s most influential conference; there are numerous sponsorship opportunities available. See them here.

For more details, download the OTC 2017 Sponsorship and Advertising Brochure.

Featured Opportunity:

The OTC Distinguished Achievement Awards Luncheon recognizes the Distinguished Achievement Award recipients, raises funds for a worthy cause, and provides an excellent opportunity to network with colleagues from around the world. Consider becoming a sponsor of this event for greater expsoure to industry leaders. Review the sponsorship opportunities for this event.
 

ADVERTISING OPPORTUNITIES

Command attention with premium placement.

On-site, digital, and print opportunities available. See more here.

For more details, download the OTC 2017 Sponsorship and Advertising Brochure.

Arrow Download the OTC print and website advertising specifications. 

SIGNAGE OPPORTUNITIES AT NRG PARK

Our on-site advertisement opportunities guarantee big visibility. Opportunities include:

Aisle Signs: Aisle signs broaden your company’s exposure across the exhibit halls. These signs are hung on every exhibition aisle in NRG Center and NRG Arena. Purchase a section that is near your booth, or purchase all of the sections for maximum exposure.

Carpet Logos: Attendees do a lot of walking at OTC, and what better way to promote your company than to remind them about you as they stroll around. Carpet logos can be placed anywhere throughout NRG Center and NRG Arena, except the main aisle.

Escalator Runners: Because OTC activities take place on both levels of NRG Center, four sets of escalators provide conference participants with access to the technical sessions on the second floor. As a sponsor of the escalator runners, your company receives recurring ads every 4 to 6 feet (depending on artwork) for approximately 80 feet of escalator space.

Exhibit Entrances: At NRG Center, five entrances lead conference participants from the lobby into the exhibition. At NRG Arena, two entrances lead conference participants from the lobby into the exhibition. This is an ideal opportunity to promote your company on and off the exhibit floor and provides landmark recognition. As an exhibit entrance sponsor, your company receives three, four-sided column wraps and one 6’ x 10’ lobby banner.

Indoor and Outdoor Banners: Indoor and outdoor banners are a great way to inform OTC attendees where your booth is located and what you are promoting before they even get inside the exhibit floor. With various sizes and locations available, a banner will put your company first in mind as attendees begin their OTC experience.

 

PRIORITY POINTS

  • All exhibiting companies earn ten (10) points per year for exhibiting, regardless of the exhibit size and/or location.
  • Additional annual priority points are awarded for exhibitors who participate in any official OTC advertising and sponsorship opportunities purchased directly with OTC, or with CMAC or the OTC Show Daily, on the following scale:
5 points = USD 2,500 to 9,999
10 points = USD 10,000 to 24,999
20 points = USD 25,000 to 49,999
30 points = USD 50,000 to 99,999
40 points = USD 100,000 to 149,999
50 points = USD 150,000 to 199,999
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OTC 2017 - Why Attend?

PARTICIPATE IN THE OFFSHORE ENERGY INDUSTRY’S PREMIER, GLOBAL EVENT!

OTC

The Offshore Technology Conference is where energy professionals meet to exchange ideas and opinions to advance scientific and technical knowledge for offshore resources.

OTC gives you access to leading-edge technical information, the industry’s largest equipment exhibition, and valuable new professional contacts from around the world. 
 
Its large international participation provides excellent opportunities for global sharing of technology, expertise, products, and best practices. OTC brings together industry leaders, investors, buyers, and entrepreneurs to develop markets and business partnerships. 
 
 

TOP REASONS TO ATTEND

OTC

  • Quality: Technical program selected by knowledgeable and experienced professionals. 
  • Value: See ground-breaking innovations and meet the leading providers of products and services in just four days. 
  • Convenience: 174 nonstop flights, world-class venues and hotels, and nearby public transportation. 
  • Easy to Plan: Always the first full week of May every year. 
  • Networking: More than 90,000 professionals from 130+ countries are there. 
  • In the World’s Energy Capital: Combine OTC with client meetings, business proposals, and company training. 
  • Investing Back in the Industry: OTC’s sponsoring organizations use revenue to provide many other important programs for its members, such as training and technical journals. 
  • Always Something New: Encounter different languages being spoken, never-seen-before technologies, and C-suite speakers that you might not hear anywhere else. 

 

JUSTIFY YOUR ATTENDANCE

OTC


Here are some tips on getting employer support to attend OTC: 
  • Offer to prepare and deliver a short presentation to your colleagues to share what you learned. That way, others on your team will gain the benefits of your attendance. 
  • Explain what you plan to get out of attending and how that will benefit your company. 
  • Be ready with a plan that shows who will cover for you while you are attending the conference. 
  • Offer to share a room to reduce hotel expenses and/or utilize our complimentary hotel shuttle service at official hotels to avoid renting a car. 
  • Share presenter handouts and exhibiting companies’ materials with your colleagues. 
  • If you are a member of one of OTC's sponsoring, endorsing or supporting organizations, you can take advantage of discounted registration. 
  • Meet with clients before/during/after OTC to maximize your time spent in Houston.
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