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Society of Petroleum Engineers Annual Technical Conference and Exhibition (ATCE)

27–29 October 2014 RAI Centre Amsterdam, The Netherlands

Exhibitor Services Manual

Welcome

This Exhibitor Services Manual provides quick access to important exhibition information for the 2014 Society of Petroleum Engineers (SPE) Annual Technical Conference and Exhibition. We urge you to review the contents of the Exhibitor Services Manual carefully. The SPE Exhibition Regulations are part of the Exhibition Contract you have signed.

The Amsterdam RAI is the official accommodation contractor for ATCE. If you are contacted by Convention Housing Services, EPMS (Event Promotional Marketing Services), IEP Group, Exhibition Housing Management 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 2014

  • Stand build height limit – Details of the stand height limits are detailed in the Exhibitor Regulations document. Stand build heights are between 2.5m and 8m depending on your stand type and which hall you are in. The Amsterdam RAI requires that designs for all stands over 2.5m be sent to SPE for approval. If you wish to build a stand higher than 2.5m you must send a copy of the stand design to jbutterworth@spe.org.
  • Health and Safety Policy - All exhibitors accessing the hall from 0800 on Thursday 23 October to 1500 on Saturday 25 October must wear steel toe capped boots and a safety helmet. Please note: no heavy machinery will be permitted in the hall after 3pm on Saturday 25 October
  • Exhibition Build-Up Access - due to the strict health and safety policies noted above, access to the exhibition hall has been restricted based on the package you have booked:
    • Space only exhibitors (move in according to freight target plan) – Tuesday 21 October  at 1700 to Sunday 26 October at 1500
    • Shell Scheme exhibitors - Saturday 25 October at 1500 to Sunday 26 October at 1500
  • Motor Vehicles - If you plan to display a motorised vehicle as part of your exhibit, you now must notify the event organisers by 29 September 2014. All vehicles, machines, vessels etc. which run on fuel will only be permitted into the hall if the fuel tanks and hoses are empty and properly and permanently sealed and battery connections loosened
  • Multi-Level Stands - If you wish to build a multi-level stands, you must request a permit from the Amsterdam RAI, for more information contact exhibitorservices@rai.nl.
  • Attendee List – Due to European data protection policies, SPE do not sell or provide exhibitors with attendee lists. If you have any questions regarding this please contact the SPE exhibits team.

Transportation

  • Train: The Amsterdam RAI station is a 300 metre walk from the Amsterdam RAI. Trains run regularly from Amsterdam Schiphol Airport, Duivendrecht station and Amsterdam Amstel station, which are connected to the international intercity network.
  • Trams, Metros and Buses: Tram number 4 runs every ten minutes between the centre of the city, Amsterdam Central station, and the RAI (Europaplein stop). To reach the Amsterdam RAI from Amsterdam Amstel Station, take Metro line 51, which also connects to Amsterdam Central station.

Local information

For further information on the city of Amsterdam please visit the I Amsterdam website.

Exhibit Information and Regulations

Official Contractors List

The event organisers have appointed official contractors to ensure a smooth installation, dismantling and operation for the exhibition.

General Regulations

Please review the SPE General Exhibition Regulations carefully, The SPE Exhibition Regulations are part of the Exhibition Contract you have signed.

Exhibition Notification Forms

The following forms, if relevant to your exhibition stand, must be submitted to the Amsterdam RAI (exhibitorservices@rai.nl) by 1 October 2014.

  • Multi-level stand permit
    (please visit 'webshop' to complete online form) 
  • Platform and stages higher than 60cm
    (please visit 'webshop' to complete online form)
  • Liquids (such as fountains, pressure washers, humidifiers, shower equipment, saunas, whirlpools, and separate air conditioning systems)
  • Raffles

Marketing Programs

Exhibitor Listing

  • Create your complimentary online and printed exhibitor listing for the Conference and Exhibition Guide by 1 August 2014 Exhibitor login »
  • Enhance your online listing by adding up to three complimentary product descriptions and photos.

For questions, contact Brian Scholtz at +44 (0) 20 7299 3300 or bscholtz@spe.org.

Find out more about sponsorship and advertising opportunities »

Promotion and Lead Retrieval

Usage Guidelines for ATCE 2014 Graphic

The event banner can be downloaded below, but should be used only for the following purposes:

  • Official event business
  • By exhibitors promoting their stand at SPE Annual Technical Conference and Exhibition (e.g., for use on promotional items, mailings to customers to tell them where you'll be located on the ATCE exhibit floor)
  • By the media to accompany stories about the SPE Annual Technical Conference and Exhibition
  • As a link on a web page to www.spe.org/atce
  • All other uses of the SPE Annual Technical Conference and Exhibition graphic require SPE's approval.

Tip: Right-click on the appropriate link below and select Save Target As...

(600x150)

(156x195)

Banner

(150x150)

Banner


Exhibitor's Guide to Publicity at the SPE Annual Technical Conference and Exhibition

SPE has a number of pre-show and on-site promotional services designed to increase awareness of your company’s products and services and to assist you with your marketing objectives.

Contact us to find out about both free and paid promotional opportunities!

Marketing and PR Enquiries  

Samantha Sipowicz

Manager - Public Relations, Communications/Social Media

+1.713.457.6872

Product and Services Listing
Exhibitor Listing

Jenny Butterworth

Exhibition Manager

+44 207 299 3300

Corporate Advantage Program
Advertising Opportunities
Sponsorship Opportunities

Dean Guest

Sales Manager – Europe

+44 207 299 3300

Mike MacKenzie

Sales Representative - Europe

+44 207 299 3300

Nisha Shah

Sales Representative - Europe

+44 207 299 3300

Joan Payne

Sales Manager

+1.972.952.9356

Kirk Colligan

Sales Representative

+1.972.952.9516

Jason Plotkin

Sales Representative

+1.713.457.6827

Pre-Show Promotions

SPE can provide exhibitors with a list of journalists who are pre-registered for the 2014 Annual Technical Conference and Exhibition (ATCE). By utilising this list, you can effectively target specific media with an invitation to your booth to test your new product or talk with a company spokesperson. This media list contains journalists’ names, job titles, and outlet names only and should be used as a supplement to your own media database. Media list will be available in mid-August.

Sponsorship and Advertising

Participating in the SPE Annual Technical Conference and Exhibition by sponsoring or advertising is a brilliant way of raising your company’s profile within the international drilling market, and creating greater awareness of your brand. You can also promote new and existing products and services to key professionals in the industry.

Find out more »

On-Site Promotions

Press Conferences

The first thing you need to decide about holding a press conference is: Do you really need one?

Remember that holding a press conference does not guarantee that journalists will attend. The more important and newsworthy your announcement, the more likely it is to generate media coverage.

There is NO FEE associated with the press conference room. Time slots are available on a first-come, first-served basis and are usually booked between 0800 and 1700 hours on Monday, Tuesday, and Wednesday. Time slots are provided to exhibitors only and are to be used for the sole purpose of addressing journalists.

To reserve a press conference at ATCE, please contact Samantha Sipowicz and provide the following information:

  • Desired time slot (have an alternative time in case your first choice is not available)
  • Title of press conference
  • 50-word description of the press conference
  • Speaker names and job titles
  • Special audio/visual needs

SPE will alert journalists of the date, time, location, and a description of your press conference.

Provisions: The room is set up theatre-style with a stage at the front that includes three microphones and a table-top podium. It is equipped with a data projector and screen. Additional audio/visual equipment and catering may be ordered but are the responsibility of the exhibitor. Contact information and telephone numbers for these services can be found in your Exhibitor Services Manual.

Press Room

SPE values journalists and the information they provide the industry. In turn, SPE provides journalists with excellent facilities, services, and equipment. We are constantly adding to and improving our services to provide journalists with the best working environment possible.

The SPE Annual Technical Conference and Exhibition press room also has a seating area for exhibitors to conduct one-on-one interviews with journalists. This area is available on a first-come, first-served basis.

Press Kit Center

The Press Kit Centre, located in the press room, is a place for the journalists to collect information on exhibiting companies’ products and services. Journalists rely on press kits* to find out what new and exciting products and services are being exhibited at the event. All exhibitors are encouraged to display their press kits in the room.

DO NOT SHIP your kits to the press room. Delivery cannot be guaranteed. We urge all exhibitors to have the kits shipped with their booth and then carry their kits to the press room during show hours. We recommend exhibitors bring approximately 30 press kits. During the event, check your kits periodically to ensure the quantity is sufficient. Remember to keep a supply of them in your booth for journalists who stop by. Please note, if your kit is larger than 9" wide, it may not fit in the slots.

All remaining press kits not removed by close of show, Wednesday, 29 October, will be recycled.

* What is a press kit?

A press (or media) kit is a package or folder that may include a company fact sheet, executive photographs and biographies, list of products and/or services, CDs/DVDs with product videos, customer testimonials, and important news releases.

Exhibitor Services

Official Contractor Services

To ensure smooth installation, dismantling and operation during the Exhibition, the event organisers have 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 Exhibitor 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 Authorisation Request Form (WAR) no later than 8 August 2014.

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

  • EAC Agreement
  • Details of insurance and health and safety requirements
  • Badge Request Form

For EAC personnel to be allowed on the floor to service the exhibition stands booths, all paperwork must be received no later than 5 September 2014.

For complete details see the 2014 ATCE Exhibit Regulations and the Work Authorisation Request and Instructions. The exhibitor is responsible for making certain that SPE receives all paperwork from the EAC.

Utilities and Other Services

Utilities and services for your exhibition stand can be ordered online via the webshop which will be available in March 2014. Other services you can order include:

Photography (provider to be confirmed)

Special Events

Exhibitor Services

Exhibitor Services Contractor

SPE has named Freeman and the Amsterdam RAI as the official exhibitor services contractor for ATCE. Visit the official 'ATCE Webshop' to place your orders directly. Please login using your email address and the password issued in your SPE exhibitor stand confirmation email. Freeman are offering the following products and services. 

  • Audio Visual Equipment and Computers
  • Cleaning and Waste Removal
  • Electricity and Water
  • Entertainment
  • Furniture and Decorations
  • Hosts and Hostesses
  • Installation and Dismantling Services
  • Parking
  • Hanging Signs and Graphics
  • Rigging
  • Permits  (note: permits are required for use of liquids and raffles)

Any requests for the following products will be subject to approval by the organiser:

  • Hanging Signs and Graphics
  • Rigging
  • Entertainment
  • Multi-Level Stand Permit
  • Platforms and Stages Over 60cm Permit
  • Advertising
  • Stands Measuring Above 2.5m in Height

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

Material Handling Freight Services

EF-GSM is the exclusive contractor that controls and supervises delivery and freight truck access to the Amsterdam RAI, assignments and usage of loading docks and loading and unloading of freight shipments. All carriers must check in with EF-GSM when arriving onsite.

Offloading/Reloading Vehicles

Please note that due to the limited space available for offloading/reloading vehicles, direct access to the
venue with trucks is restricted and needs to be reconfirmed with EF-GSM.

Please contact Steve Turner or Roger Bowman on +44.1622.816.888 to receive a booking confirmation
of the required time and date for offloading/reloading your vehicle.

To use Material Handling Freight Services

Shipping Timeline

EF-GSM Warehouse will accept advance warehouse shipments beginning 1 October 2014 Ensure materials arrive by the deadlines as follows:

  • Roadfreight via EF-GSM Warehouse – 17 October 2014
  • Couriers via EF-GSM Warehouse – 17 October 2014
  • Air Freight (arrival at Schipol Airport) – 16 October 2014
  • Sea Freight (arrival at Port of Rotterdam) – 9 October 2014

Registration and Accommodation

Accommodation

he RAI hotel and travel service are the official accommodation provider for ATCE 2014, exhibitors can book their accommodation via the RAI hotel and travel service website.

Please remember to select exhibitor from the drop down list when booking. SPE recommends that exhibitors book their accommodation before the 5 May, after this date the website will be open for conference attendees to book accommodation.

Registration

Register as an exhibitor »

Exhibit Sales & Staff Contacts

Contact us if you have any questions:

Jenny Butterworth
SPE ATCE Exhibition Manager

+44 207 299 3300

jbutterworth@spe.org

Barbara Katz
SPE ATCE Exhibition Manager

+1.972.952.9518

bkatz@spe.org

Brian Scholtz
ATCE Exhibition Coordinator

+44 207 299 3300

bscholtz@spe.org

MaryAnn Outarsingh
ATCE Exhibition Coordinator

+1.972.952.9518

moutarsingh@spe.org

Dean Guest
Sales Manager, Europe, Russia
Caspian and Sub-Saharan Africa

+44 207 299 3300

dguest@spe.org

Mike MacKenzie
Exhibition and Sponsorship Sales Executive (A-J)

+44 207 299 3300

mmackenzie@spe.org

Nisha Shah
Exhibition and Sponsorship Sales Executive (K-Z)

+44 207 299 3300

nshah@spe.org

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

+1.972.952.9356

jpayne@spe.org

Jason Plotkin
Sales Representative
(Companies from F-Pd)

+1.713.457.6827

jplotkin@spe.org

Kirk Colligan
Sales Representative
(Companies from Pe-Z)

+1.972.952.9516

kcolligan@spe.org