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 February 2026)

• 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.  (Coming February 2026)

• 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, that will allow you to scan attendee badges and collect their contact information.  This can be purchased in advance via our Exhibitor Service Kit.  (Coming January 2026)

• 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. 

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

TARGET MOVE-IN MAP - Coming in 2026

 
***Exhibitors may arrive as early as 7:00am on Monday-Thursday, 4-7 May. Any other arrangements must be made in advance with Aleigha Frazier - afrazier@otcnet.org.***

NRG PARK IS CLOSED TO ALL EXHIBITORS ON SUNDAY, 3 May 2026.

MOVE-IN SCHEDULE:
Booth Move in begins Tuesday, 28 April 2026 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, 2 May 2026.  NRG Park is closed to all exhibitors on Sunday, 3 May 2026.

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, 2 May 2026 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 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 - April 2026
Map to the Marshalling Yard - April 2026

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.

DOWNLOAD BOOTH SPECIFICATIONS

DOWNLOAD THE FULL OTC RULES AND REGULATIONS  

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 2026.

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 BOOTHS
Multi Level 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 18 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 2025, 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.

VEHICLE SAFETY INSPECTION CHECKLIST - Please use this form for indoor display of liquid or gas motorized vehicles. 

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. 

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.

💻 Introducing the New Exhibitor Hub.  Your one-stop resource for all exhibitor tools, updates, and deadlines.

Use the Hub to:

• Update your online company profile
• Access registration portal
• Submit required forms and review show information

➡️ Get Started: Visit the Exhibitor Hub

Login Instructions:

• Click “Login” (top right corner)
• Select “Forgot Password/First Time Login”
• Enter your email and follow the password reset instructions (look for an email from “Events IdP” at noreply@personifyauth.com.
• Once logged in, click on the Exhibitor Hub tab at the top

⚠️ Note: Only primary, secondary, and invoice contacts listed in our system will have access. If you're unsure, email otc.events@spe.org.

CONTRACTED EXHIBITORS
Contracted exhibitors receive a complimentary full listing, which includes:

• Company Name
• Booth Number
• Website URL
• Company Address, Phone Number(s), Fax Number
• Online Profile (limit 500 Characters)
• 6 Product Categories (online only)

After logging in, don’t forget to:

• Logo/Image: 400x400px
• Fill in company details, description, product categories, and social media links
• Complete the “About” and “Contact” sections
  ✅ Remember to click “Save” after each edit

PROFILE TIPS:
Avoid copying and pasting from other sources—this may cause HTML characters to appear in your listing.

For guidance on using the Exhibitor Hub, you can access a helpful video tutorial by clicking here.

ADD CO-EXHIBITORS
You can add up to three (3) co-exhibitors. All co-exhibiting companies are required to be registered by the Main Exhibitor.

Co-Exhibitor Registration fee:
USD 250 per co-exhibitor

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 the request has been approved and entered, we will send the Main Exhibitor a copy of the invoice for payment, along with the co-exhibitor password which will allow them to log into their account and purchase profile upgrades if desired.  Registrations must be paid in full at least 30-days before show opening. NO REFUNDS!

Failure to provide the required information and payment for each co-exhibitor may result in a fine of up to one-half the cost of your booth space and may impact your ability to exhibit at future OTC events.

Submit your Co-Exhibitor Notification form. 

International Pavilion organizers, please use the official ‘OTC Pavilion Co-Exhibitor Spreadsheet’ located in the Exhibitor Resources page under the 'Pavilion Organizer Resources' accordion.

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

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

Exhibitors:
Exhibitors are responsible for communicating all show rules and regulations to their appointed contractors. Please review the information below and follow up with your contractor(s) to ensure all required steps are completed by the posted deadlines and that all applicable fees are paid.

Completion of all required paperwork, proof of insurance, and EAC fee payment is mandatory for entry onto the show floor.

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 8 April 2026. 
• Provide Proof of Insurance - Mandatory (See Sample for Required Coverage)
• Pay the EAC registration fee of USD $500  

Once your Agreement and Certificate of Insurance have been reviewed, you will receive an email confirming your approval or requesting additional information if requirements are incomplete. An invoice with payment instructions will also be issued.

If additional companies need to be added later, please return to this section and submit a new request using the online form. Do not email additional requests directly.

Only one $500 administrative fee will be charged per EAC, regardless of the number of submissions.

Failure to follow these procedures may result in delays or denial of show floor access.

EACs will be granted access to the show floor only when all required documents and payments have been received and approved.

• Access during show days:

  • Access to the exhibit floor will not be permitted without an official EAC badge.

  • Each EAC house may request up to five (5) badges. - Contact OTC Exhibits at otc.events@spe.org for more information.

• Access during move-in and move-out:

  • Badges are not required.

  • Staff must check in at the freight door each morning, present a valid government-issued photo ID, and obtain a colored wristband.

SUBCONTRACTORS
If a Main Contractor (EAC) engages any subcontractor(s) to perform work or provide services on their behalf or on behalf of an exhibitor, the following requirements apply:

• Notification Requirement
  The Main Contractor (EAC) must notify SPE in writing if a subcontractor has been hired. The notification must include the company name and scope of work for each subcontractor.
  This information must be submitted prior to the subcontractor’s access to the show floor to avoid delays in approval or entry.
   
• Insurance Responsibility
  The Main Contractor is responsible for ensuring that each subcontractor has the required insurance coverage in place or by listing the subcontractor as an additional insured on their certificate of insurance.
  The Main Contractor must retain proof of this coverage and provide it upon request, and remains liable for ensuring all subcontractors are properly insured and comply with event safety and venue regulations.
   
• Show Floor Access
  No subcontractor is permitted to begin work on the show floor until the Main Contractor has submitted the required notification and received SPE’s acknowledgment of approval (or otherwise complied with all criteria). Failure to comply may result in subcontractor access being delayed or denied.
  • If a subcontractor requires access during show days, they must be registered under the Main Contractor’s (EAC’s) badge allotment.
  • Subcontractors are not eligible to obtain separate badges directly from SPE.
  • During set-up and tear-down periods, subcontractors must follow the same check-in procedures as all EAC personnel (photo ID and wristband access).
     
• Accountability
  The Main Contractor (EAC) is fully responsible for the conduct, safety compliance, and performance of all subcontractors working under their supervision. Failure to comply with these requirements may result in delays, denial of access, or revocation of on-site credentials.

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

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.