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Exhibitor Services Manual

Welcome!

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 the Exhibitor Services Manual carefully.

Important Information for 2012

  • SPE is hosting two-webinars (live and re-played) to answer your most pressing questions and expand your exhibiting know-how. You can also read articles that provide practical information that you can immediately apply. Learn More »
  • If you plan to display a motorized vehicle as part of your exhibit, you now must notify ATCE Management 72 hours prior to bringing the vehicle on show site. Regulations for vehicles also require that gas tanks not contain more than ¼ tank of fuel and must be sealed, locked and all battery cables must be disconnected.

Transportation and Parking

Airport Shuttle Service

GO Airport Shuttle is providing airport shuttle service from the San Antonio International Airport to the official conference hotels or the Henry B. Gonzalez Convention. Book online and receive an additional discount. Online rates are USD 17 one-way and USD 32 round-trip. Reserve now.   

Complimentary Shuttle Service

Beginning Sunday, 7 October, complimentary round-trip shuttle service will be available between the Henry B. Gonzalez Convention Center and most official conference hotels.

Parking

Parking is available in several area parking garages:

  • Henry B. Gonzalez Convention Center for USD 8 daily rate. Entry is on Market Street (between Bowie Street and I-37).
  • Grand Hyatt Hotel for USD 9 daily rate. Location at Bowie Street and Market Street.
  • Marina Garage for USD 10 daily rate. Location at Bowie Street and Commerce Street.
  • Riverbend Garage for USD 10 daily rate. Location at Alamo Street and Market Street.
  • Tower Parking for USD 9 daily rate. Location on Bowie Street (between Market Street and Durango Street).

Tool Kit

Experient is the official housing contractor for ATCE. If you are contacted by Convention Housing Services, EPMS (Event Promotional Marketing Services), IEP Group or any other company saying that our block is sold out, and they can help you book rooms, the information is not true.

Exhibit Information

General Information

Exhibit Notification Forms

The following forms that pertain to your exhibit must be submitted to ATCE Management by the deadline date:
6 August 2012.

Children under the age of 18 are not permitted in the Exhibit Area during installation and dismantle.

Children under the age of 15 are not permitted in the Exhibit Area during official show hours.

Marketing

Exhibitor Listing

  • Create your complimentary online and printed exhibitor listing for the Conference Program by 15 July 2012. Exhibitor Login »
  • Enhance your online listing by adding up to three product descriptions and photos. For questions, contact Andrea Bahr at 1.972.952.9371.
  • Exhibitor's Guide to Publicity

Find Advertising & Sponsorship Information

Guest Card Program

Order Pre-Show Promotions and Lead Retrieval

Decorator and Labor Services

Freeman is the official decorator and labor contractor. 

Contact Freeman for the following services:

Save money by ordering labor in advance. All display and rigging labor orders placed at show site will be charged a higher rate.

  • Order services online - Visit Freeman Online to place orders directly
  • Order services by email or fax:
    • Find individual forms above
    • Complete the required forms.
    • Include Method of Payment form with all orders.
    • Submit hard copy forms to Freeman by fax/email. 

Order forms sent to ATCE Management will not get processed or forwarded.

Official Contractor Services

To ensure smooth installation, dismantling and operation during the Exhibition, ATCE has appointed Official Contractors.  Some services are restricted and must be provided by an Exclusive ATCE Contractor.  A list of these services and providers are found in the General Regulations and are designated as an Exclusive Contractor on the Official Contractors List.

If you plan to use an Exhibitor Appointed Contractor (EAC), you must submit a Work Authorization Request Form (WAR) no later than 1 August 2012.

Upon receipt of a Work Authorization Request Form, ATCE Management will send the required paperwork to the appointed EAC. The packet includes:

  • EAC Agreement
  • Sample of Insurance Requirements
  • Badge Request Form
  • For EAC personnel to be allowed on the floor to service the exhibit booths, all paperwork must be received no later than 8 September 2012.

For complete details see the

Utilities and Other Booth Services

Material Handling Freight Services

Freeman is the exclusive contractor that controls and supervises delivery and freight truck access to the Henry B. Gonzalez Convention Center, assignments and usage of loading docks, and the Teamsters Union Labor responsible for the loading and unloading of freight shipments. All carriers must check in with Freeman.

To use Material Handling Freight Services

Shipping Timeline

Freeman will accept advance warehouse shipments beginning Monday, 03 September 2012. Ensure materials arrive by Wednesday, 27 September 2012 to avoid additional after-deadline charges.

Warehouse Shipping Address

Beginning on 03 September 2012.

 

Exhibiting Company Name/Booth #_________
SPE Annual Technical Conference and Exhibition
C/O Freeman
3323 IH 35 North, Ste 126
San Antonio, Texas 78219

Showsite Shipping Address

Shipments direct to the exhibit facility will be received beginning Thursday, 4 October at 0800 hours.

 

Exhibiting Company Name/Booth #_________
SPE Annual Technical Conference and Exhibition
C/O Freeman
Henry B Gonzalez Convention Center
200 E Market Street
Bowie Street Dock
San Antonio, TX 78219

Exhibiting at DUG?

International Shipping Services

Rogers Worldwide will provide international freight forwarding services and customs brokerage. ATCE 12 has been designated as an International Trade Fair and all freight entering the United States must go through US Customs.

To ensure your materials arrive in a timely manner, refer to the following from Rogers Worldwide:

Please note that none of the courier companies will custom clear into the US without a valid tax identification number and a customs bond. If the weight of the shipment via a courier is too big and it arrives late, you will have trouble getting the shipment to the show.

Registration and Hotel Accommodation

Exhibitors get 5 complimentary exhibitor registrations per 100 square feet of space. All exhibitors must register for their badges, even if they are complimentary.

Online Exhibitor Registration is live now.  In order to register online, you will need to enter your ATCE Company Number which can be found on ATCE booth confirmation correspondence regarding your assigned exhibit space, as well as on your invoice.

Exhibit Sales & Staff Contacts

Barbara Katz
ATCE Exhibits Manager

+1.972.952.9326

bkatz@spe.org

MaryAnn Outarsingh
ATCE Exhibits Coordinator  

+1.972.952.9518

moutarsingh@spe.org

Jennie Weizel
Exhibits Coordinator

+1.972.952.9328 

jweizel@spe.org

Denise Startz
Exhibits Coordinator

+1.972.952.1129

dstartz@spe.org

Debbie Weaver
SPE Exhibits Manager 

+1.972.952.9418

dweaver@spe.org

Exhibits Hotline

+1.972.952.9231

 

Joan Payne
Exhibition Sales Mgr., Americas
(Companies from A-E)

+1.972.952.9356

jpayne@spe.org

Kristin Stavinoha
Sales Representative
(Companies from F-Pd)

+1.713.457.6827

kstavinoha@spe.org

Kirk Colligan
Sales Representative
(Companies from Pe-Z)

+1.972.952.9516

kcolligan@spe.org

Mark Hoekstra
Exhibition Sales Mgr., Canada  

+1.403.930.5471

mhoekstra@spe.org