Exhibitor Resources

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

TARGET MOVE-IN MAP - Coming Soon!

 
***Exhibitors may arrive as early as 6:30am on Monday, 6 May and as early as 7:00am on Tuesday - Thursday, 7-9 May. Any other arrangements must be made in advance with Aleigha Frazier - afrazier@otcnet.org.***

NRG PARK IS CLOSED TO ALL EXHIBITORS ON SUNDAY, 5 May 2024.

MOVE-IN SCHEDULE:
Booth Move in begins Monday, 29 April 2024 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, 4 May 2024.  NRG Park is closed to all exhibitors on Sunday, 5 May 2024.

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, 4 May 2024 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. 

NRG Center Exhibitors (PDF) - Coming Soon!
NRG Parkway Exhibitors (PDF)  - Coming Soon!

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 - Coming Soon!
Map to the Marshalling Yard -  Coming Soon!

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 2024.

Electricity, furniture, 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 no later than 18 March (along with your booth design for approval). Please note - this requirement is for multi-level booths only.

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. 

Drayage is not a covered item. Exhibitors will be responsible for all drayage charges incurred.

Please view rates below for an estimate:

Material and Machinery Handling

If you have any questions, please contact Freeman:

Email Freeman
Call Freeman - 888.508.5054

PARKING
View the Parking Map - Coming Soon!
Purchase Parking Passes - Coming Soon!

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

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 18 March 2024. 
• 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)**
Booth Cleaning (NRG)*
Booth Security - (NRG)*
Carpet - (Freeman)**
Catering - (Aramark)*
Drayage - (Freeman)* 
Electrical - (NRG)* 
Exhibitor Insurance - Special Event Insurance - RainProtection
Furniture - (Freeman)**
Hospitality Suite / Meeting Room Room Rentals - (NRG)*
Internet/Telephone- (Smart City) *
Material and Machinery Handling - (Freeman)* 
Parking
Photography/Video - (Corporate Event Images)**
Plants - (Convention Plant Creations)*
Plumbing/Air/Water/Drain/Gas - (NRG)*
Advanced Warehouse Shipping Labels 
Shipping (Domestic) - (Freeman - See Quick Facts Below) 
Shipping (International) - (Freeman - See Full Manual Below) 
Special Transportation - (CMAC)
Vehicle Display Inspection Form NRG

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 Soon!

MEETING SPACE FOR FOUR DAYS

• 20x20 Meeting Room Space on the Exhibit Floor
• Includes one 10’ Conference Table and six chairs with carpet
• Electrical Provided
• Internet, AV and food and beverage can be purchased directly from vendor. Contact details to vendors will be provided.
• VIP drop-off and pick-up for two vehicles with its own dedicated drop-off point.
• Four 4-day Parking Passes
• Four 1-day Registrations

RESERVE NOW

MEETING SPACE FOR ONE DAY

• 20x20 Meeting Room Space on the Exhibit Floor
• Includes one 10’ Conference Table and six chairs with carpet
• Electrical Provided
• Internet, AV and food and beverage can be purchased directly from vendor. Contact details to vendors will be provided.

RESERVE NOW

EXHIBIT FLOOR MEETING SPACE FOR HALF DAY

• Available each day between 0900-1230 and 1330-1700)
• Meeting room space on the exhibit floor
• Includes one 10’ conference table and six chairs with carpet
• Electrical provided
• Internet, AV and food and beverage can be purchased directly from vendor. Contact details to vendors will be provided

RESERVE NOW