Exhibitor Services Manual

SPE is pleased to provide you with quick access to important information regarding exhibiting at the SPE Annual Technical Conference and Exhibition (ATCE). We encourage you to review the contents of this online manual carefully.

What's New for 2011

• No Sunday evening Reception. Exhibition opens at 0900 hours on Monday.

• Exhibitors will have 1½ hours of non-compete time on Monday until the Opening General Session begins at 1030 hours.

• Alumni Receptions will be held on Monday night, 31 October  instead of Tuesday, November 1.

• Annual Banquet will be held on Tuesday evening, 1 November.

• Covered exhibits, more than 100 sq ft but less than 300 sq ft, require a smoke detector and a 2A10BC fire extinguisher to be present in the booth.

• For booths larger than 10x10 in-line, if you require electrical, telephone, internet or compressed air/water/drain, submit the Colorado Convention Center Service Locator Plan showing the properly oriented floor plan for your booth. Include adjacent booth numbers surrounding the booth to ensure proper installation and to prevent postponement. 

• Double Decker requirements are more specific this year. Refer to the General Regulations on pages 7 and 8 for complete details. ATCE Show Management must be advised by 29 August via the Two-Story Booth Notification Form.

• If you are planning to use a vehicle as part of your display, ATCE Show Management must be notified via email to bkatz@spe.org. Keys must be left with Security. See more details on Page 18 of the Exhibit Regulations.

• Parking:
  The facility has a 1000-space parking garage, and there are affordable competitive rates available at surrounding parking lots. Refer to www.denverconvention.com to obtain current rates and a downtown parking map.

• Exhibition Move-out must be completed by Thursday, 3 November at 2200 hours for Booth numbers 100–1099. There will be no exceptions. Booth Numbers 1100 – 2762 have until Friday, 4 November at 1700 hours.

Exhibition General Information and Regulations

• Exhibition Schedule 
• Exhibit Budget Form
• Staff Scheduling Form
• Official Contractor List
  To ensure smooth installation, dismantling and operation during the Exhibition, SPE has appointed official contractors. Make note of services that must be ordered exclusively from the list.

Regulations

• 2011 SPE Exhibit Regulations
• Use the index to help you find specific information regarding your exhibition.

• If you plan to use an Exhibitor Appointed Contractor, you must submit the Work Authorization Request Form. See pages 20–23 of the Exhibit Regulations for complete details.

• The City of Denver fire regulations are comprehensive, so read this information carefully. It is the exhibitor’s responsibility to ensure their booth and exhibiting materials/equipment are in compliance. Click on the Basic Fire Regulations for additional details.

• All EACs must abide by the Union Labor Jurisdictions. The Colorado union regulations are strict and will be equally enforced. Make sure your exhibit staff and EACs are aware of all union regulations. It is the exhibitor’s responsibility to abide by all union regulations.

Marketing Programs

• Create your online and Complimentary Exhibitor Program Listing for the Conference Program by 22 July 2011. For information, contact Karen Rainish, 1-972-952-9459 or krainish@spe.org.

• Exhibitor’s Guide to Publicity – learn about media in attendance, press conferences, and more.

• ATCE Graphic Download and Usage Guidelines
• Attendee Pre-show List – The list will begin shipping 9/6/11 or thereafter upon receipt of prepaid order and contingent on data availability and quality control.

Advertising/Sponsorships 

• Learn about advertising and sponsorship opportunities on the ATCE website.

• Review the advertising/logo specifications

• Download the Advertising and Sponsorship Contracts

• Download the ATCE Show Daily Advertising Contract and Specifications

International Shipping

For information regarding international shipments to the show, click on the R.E. Rogers Information.

Guest Cards

Guest cards with company name and I.D. number will be furnished by 31 July. Guests are admitted to the Exhibition at no charge and exhibitors will be billed $30/guest registration per day. However, exhibitors will only be billed for up to a maximum of 70 cards redeemed or $2100. See Guest Card information and policy sheet.

Lead Retrieval 

The lead retrieval program will be available for purchase through Experient. See the Deadline/Discount Checklist for the form, website and contact information to take advantage of this marketing tool.

Shuttle Bus Advertising and Transportation Booking

• Sponsor a sign on a shuttle bus or in the hotel lobby to help remind attendees to visit your booth.
• If you need transportation and/or charter services, CMAC will provide this service as the ATCE Official Contractor. Look for the forms and detailed information on the Deadline/Discount Checklist.  Artwork deadline is 23 September.

Registration and Hotel Accommodations

Housing and Registration is now live.  Although each exhibitor is allotted 5 complimentary registrations per 100 square feet of exhibit space, you must still register your staff online.  Before clicking on the Registration button, please review the information sheet which will provide answers to frequently asked questions regarding the registration process.

Exhibit Services

Decorator and Labor Contractor

Freeman is the official decorator and labor contractor for the following services:

• Furnishings
• Installation and dismantling labor
• Modular exhibit rentals
• Hanging Signs and graphics

Material Handling Freight Services

Freeman is the exclusive contractor that controls access to the Colorado Convention Center, administers assignment and usage of loading docks, and supervises the Teamsters Union Labor responsible for the loading and unloading of freight shipments. Review Union Labor Jurisdictions information.

Freeman will begin accepting advance warehouse shipments on Monday, 26 September 2011. 
To avoid additional after-deadline charges, materials must arrive by Wednesday, 19 October 2011.
No shipments will be received at show site until Thursday, 27 October.
Refer to second page of the Freeman Quick Facts for shipping addresses to warehouse and show site.

Order Services from Freeman

To order services online:

1. Visit Freeman Online

2. Place orders directly

To order services by email or fax:

1. See the Deadline/Discount Checklist for individual forms.

2. Complete required forms

3. Include Method of Payment Form with all orders

4. Submit hard copy forms to Freeman by fax/email

Additional Services  

Forms for all of the services listed below can be found with detailed information on the Deadline/Discount Checklist. Be sure to bookmark the checklist and refer to it often while organizing your exhibition.

Colorado Convention Center provides:

• Catering – Centerplate (see General Regulations Page # 11 for Food and Beverage Restrictions.)
• Compressed Air, Water & Drain services
• Electrical Services
• Telephone & Cable TV
• Business Services such as printing, copying and basic office supplies.

Only online orders will be eligible for a 20% discount and must include full payment when order is placed.  All on-line orders must be received 15 days prior to first show move-in date or by 12 October 2011. Click to view the Colorado Convention Center Payment Policies.

Other Services  are provided by the following contractors:

• Audio Visual & Computer Rental  – Freeman
• Internet–Network Services  – SmartCity
• Floral – Convention Plant Creations
• Lead Retrieval – Experient

Contact Information

SPE sincerely appreciates your participation and hopes you have a great show and safe travels. Contact Exhibits/Sales at the numbers and email addresses below if you have any questions.

Karen Rainish Exhibits Coordinator	+972.952.9459	krainish@spe.org
Barbara Katz Exhibits Manager	+1.972.952.9326	bkatz@spe.org
Joan Payne Exhibition Sales Mgr., Americas	+1.972.952.9356	jpayne@spe.org
Kirk Colligan Sales Representative	+1.972.952.9516	kcolligan@spe.org
Kristin Stavinoha Sales Representative	+1.972.457.6827	kstavinoha@spe.org

For questions regarding PR/Media Relations, please contact

Dana Otillio Marketing Manager

+1.972.952.9471

dotillio@spe.org

For any additional information, visit the main Exhibitor Page.