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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 urge you to review the contents of the Exhibitor Services Manual carefully. The SPE Exhibits Regulations are part of the Exhibits Contract signed by you.

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 stating that the SPE room block is sold out and they can help you book rooms, such claims are a scam and the information is not true.

Important Information for 2013

  • NEW! Safety is a high priority for SPE and in reviewing our policies we have added the following mandate:

    NO OPEN-TOE SHOES ARE PERMITTED ON THE EXHIBIT FLOOR DURING MOVE-IN AND MOVE-OUT

    This rule is put in place for your safety, as the exhibit floor is considered a construction zone during installation and dismantling. Please communicate this policy with all of your colleagues and contractors who may be on the exhibit floor during these times. Anyone with open-toe shoes will be turned away at the door or asked to leave the exhibit floor immediately.

    We appreciate your cooperation and look forward to seeing you in New Orleans.
  • 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 1/8 tank of fuel and must be sealed, locked and all battery cables must be disconnected.
  • ALL double-decker booths must provide the New Orleans Fire Department with the MCCNO Multi-Level Plan Reporting Form for approval.

Transportation

  • Airport shuttle service to most hotels:
    Complimentary conference shuttle service from Sunday, 29 September to Wednesday, 2 October. Complimentary round-trip shuttle service will be available between the Ernest N. Morial Convention Center and most official conference hotels.
  • Air Travel: SPE members are eligible for discount fares through United Airlines. Visit www.united.com and enter offer code ZQ2Q860863. Call your travel agent, or call United Meetings directly at 1.800.426.1122, use the agreement code 860863 with Z code ZQ2Q.
  • Rental Cars: Feel adventurous and want to experience the Crescent City all on your own? ATCE attendees will receive special rental car discounts from Hertz. Use reference code 022Q6296.
  • New Orleans additional parking information

Tool Kit

Exhibit Information and Regulations

Official Contractors List

ATCE has appointed official contractors to ensure a smooth installation, dismantling and operation for the exhibition.

General Regulations

Exhibit Notification Forms

The following forms pertaining to your exhibit must be submitted to ATCE Management by 30 August 2013.

Note: 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 Programs

Exhibitor Listing

  • Create your complimentary online and printed exhibitor listing for the Conference Program by 15 July 2013. Exhibitor login »
  • Enhance your online listing by adding up to three complimentary product descriptions and photos.

For questions, contact Denise Startz at 1.972.952.1129 or dstartz@spe.org.

Find Advertising & Sponsorship Information

Guest Card Program

Pre-Show Promotions and Lead Retrieval

 

Exhibitor Services

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 30 July 2013.

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 30 August 2013.

For complete details see the 2013 ATCE Exhibit Regulations and the Work Authorization Request & Instructions. The exhibitor is responsible for making certain that SPE receives all paperwork from the EAC.

Utilities & Other Services

 

Exhibitor Services

Decorator and Labor Contractor

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:
    • Online pricing is 10% less than if a customer orders by the deadline via fax, phone, email or mail etc.
    • Online Pricing is 40% less than the rates at the showsite.
  • Order services by email or fax:
    • Find individual forms and download from the list above
    • Complete the required forms
    • Include Method of Payment form with all orders
    • Submit hard copy forms to Freeman by fax or email.

Order forms sent to ATCE Management will not get processed or forwarded. You must deal with Freeman directly.

 

Material Handling Freight Services

Freeman is the exclusive contractor that controls and supervises delivery and freight truck access to the Ernest N. Morial 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.

Marshalling Yard

Please note that all vehicles delivering materials to the convention center must report to the marshalling area to obtain a dock pass, located at 1221 South Peters St., Lot B. This includes privately owned vehicles (cars, trucks, vans, etc.) who choose to unload their own materials at the established unloading area. No vehicles will be allowed to the dock area without a pass.

For truck marshalling details, contact Jolyn Gonzales at 504.529.8818.

To use Material Handling Freight Services

  • Review Shipping Instructions
  • Fill out and submit the required forms for Freeman Shipping and Material Handling found in the Exhibit Transportation Services

Shipping Timeline

Freeman Warehouse will accept advance warehouse shipments beginning Monday, 26 August 2013. Ensure materials arrive by Wednesday, 19 September 2013.

Warehouse Shipping Address

Beginning on 26 August 2013

 

Exhibiting Company Name/Booth #_________
SPE Annual Technical Conference and Exhibition
C/O Freeman
905 Sams Avenue
New Orleans, Louisiana 70123

Shipments directly to the exhibit facility will be accepted beginning Thursday, 26 September at 0800.

Showsite Shipping Address

Beginning on 26 September 2013

 

Exhibiting Company Name/Booth #___________
SPE Annual Technical Conference and Exhibition
C/O Freeman
Ernest N. Morial Convention Center
900 Convention Center Blvd.
New Orleans, Louisiana  70130

International Shipping Services

Rogers Worldwide will provide international freight forwarding services and customs brokerage. ATCE 2013 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 International Freight Forwarding & Customs.

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 Housing

Airport Shuttle

ATCE attendees can take advantage of a discounted airport shuttle service. Book online at least 24 hours before your flight arrival in New Orleans. While you must make your original reservation online, you may call +1.866.596.2699 to change existing reservations.

Complimentary Convention Center Shuttle

Complimentary shuttle service will be provided to the ATCE 2013 conference from Sunday, 29 September, to Wednesday, 2 October. The shuttle will be available between the Ernest N. Morial Convention Center and most of the conference hotels.

Transportation? Check.
Accommodations? Check.
Luggage?

Just how do you prepare for a city filled with jazz, food, history and a few bayous? The average temperatures for September and October are high 80s to low 70 degrees Fahrenheit. With up to five inches of rain year-round, New Orleans weather can be unpredictable. Please research the weather prior to leaving.

SPE encourages all ATCE 2013 attendees to bring walking shoes for touring historic areas like the French Quarter and Garden District. Bring something dressy if you decide to experience jazz on Bourbon Street, or you can dive right in and come as you are—because in N'awlins, there's a taste and place for everyone.

So set your watch to Central Standard Time and join the ATCE 2013 experience.

 

Discount Deadline Checklist

Quickly review items for important deadlines and early discounts »

Exhibit Sales & Staff Contacts

Contact us if you have any questions:

Barbara Katz
SPE ATCE Exhibits Manager

+1.972.952.9326

bkatz@spe.org

MaryAnn Outarsingh
ATCE Exhibits Coordinator

+1.972.952.9518

moutarsingh@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 Manager
Canada

+1.403.930.5471

mhoekstra@spe.org