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Exhibitor Services Manual


    Welcome to the 2013 SPE Americas E&P Health/ Safety/ Security/ Environmental Conference(13HSSE).  SPE is pleased to provide you with quick access to important information regarding exhibiting at the 2013 HSSE.  We encourage you to review the contents of the Exhibitor Services Manual carefully. 


Set-up is scheduled from 1100 to 1700 hours on Sunday, 17 March 2013.  Exhibitors will be permitted to access the Exhibit floor at 0800 on Monday, 18 March.  All installation must be complete by 0830, Monday morning. 

Exhibitors who will NOT be setting up their exhibits on Sunday, and will be delaying until Monday morning, must notify SPE Exhibits Management of their intentions. 

Please 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.

Important! Change in Shipping Instructions

The shipping instructions originally provided in the Exhibitor Services Manual have been changed. Please use updated address below for shipping to the conference:

Show Site Shipping Address:

The San Luis Hotel
Galveston Island Convention Center at San Luis
5222  Seawall Boulevard
Galveston, TX 77551
Group Name: SPE HSSE
Attn: Rebecca Payne
For: Name of Exhibit Personnel Receiving Package
Exhibiting Company Name and Booth Number

Exhibit Information and Regulations

Relevant forms are available in the "Documents" column to the right.

  1. Exhibition Schedule
  2. Official Contractors List
  3. 2013 SPE Tabletop Exhibit Regulations
  4. Galveston Island Convention Center at the San Luis Resort Rules and Regulations



Documents and Links

Marketing Programs

List Your Exhibit

  • Login and create your online listing for the Conference Program by 8 January 2013.
  • Enhance your online listing by adding up to three product descriptions and photo. For questions regarding your company password, contact Denise Startz at 1.972.952.1129 or via email, dstartz@spe.org.

Find Advertising & Sponsorship Information


Exhibitor Services

Exhibitor Appointed Contractor

An Exhibitor-Appointed Contractor (EAC) is any person or company other than the designated “official” or “exclusive” contractors that provides a service (supervision, display installation and dismantling, advertising agencies, models, florists, photographers, aquarium supply firms, computer firms, audiovisual firms, etc.) and requires access to the exhibit hall any time during installation or dismantling or show dates.

If you plan to use an Exhibitor Appointed Contractor (EAC), you must submit a Work Authorization Request Form (WAR) no later than 15 February 2013.

Upon receipt of a Work Authorization Request Form, SPE Exhibit Staff will send the required paperwork to the appointed EAC. The Packet includes:

  • EAC Agreement
  • Sample of Insurance Requirements
  • Badge Request Form

The EAC forms are mandatory and must be received prior to the Exhibition. The Exhibitor is responsible for making sure that their EAC provides the necessary forms. For EAC personnel to be allowed on the floor to service the exhibit booths, all paperwork must be received no later than 7 March 2013.

Exhibitor Services

A table and two chairs are provided with your space lease.  Because the space is half the size of a normal exhibit space, exhibitors must obtain approval from SPE Management if planning to bring a “pop-up” or pre-fabricated booth back drop.

Refer to the Exhibit Quick Facts for more information.

Utilities and Other Booth Services

  1. Electrical, water, telephone, internet - Galveston Island Convention Center Exhibitor Utility Service Order Form
  2. Audio Visual - Freeman


Material Handling Freight Services

Materials shipping directly to Galveston Island Convention Center must be addressed to and received by the Exhibitor.
Show Site Shipping Address:

The San Luis Hotel
Galveston Island Convention Center at San Luis
5222  Seawall Boulevard
Galveston, TX 77551
Group Name: SPE HSSE
Attn: Rebecca Payne
For: Name of Exhibit Personnel Receiving Package
Exhibiting Company Name/Booth#

Materials should not be shipped more than 3 days prior to the event

Registration and Housing

Registration Information

After your booth is confirmed, you will receive an email with information to help you register online.  Read through the first page completely as it contains the step-by-step information regarding the registration process.

Helpful Registration Hints

  • To register your staff in the system, have all your information close at hand as you will not be able to make changes once you submit it.
  • Be prepared to enter all information promptly.  Take note that after a certain period of time, the system will automatically kick you out.
  • To make changes after you submit, review you email for the Registration Team’s contact information.
  • For assistance with registration contact SPE Registration at registration@spe.org or phone 972-952-9393 ext. 216.

Housing Information


Exhibit Sales & Staff Contacts

Contact us if you have any questions:

Debbie Weaver
Exhibits Manager



Denise Startz
Exhibits Coordinator



Registration Hotline

+1.972.952.9393 x216


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



Kristin Stavinoha
Sales Representative
(Companies from F-Pd)



Kirk Colligan
Sales Representative
(Companies from Pe-Z)



Mark Hoekstra
Sales Manager Canada