Deadline/Discount Checklist

January

February

March

April

Additional Services

January 2014

To Do

Deadline

Contact

Outlook

Aramark In-Booth Catering on-line ordering begins

3 January

Aramark – Renee Taylor
1-832-667-2420
Fax:  1-832-667-2456

Remind me

Create your OTC Guest Invites. Contact Exhibitor Invites to begin

15 January

Contact your EI Represtentative


Mary Todd: A to G Companies

Debra Lopez: H to P Companies

Calli Sanell: Q to Z Companies 541.363.3174

Greg Gentry: Outside U.S./Canada

Remind Me

Purchase Parking Permits early from Reliant Park Exhibitor Services.

20 January

Customer Service 1-832-667-1808
exhibitorservices@reliantpark.com

Remind Me

 
February 2014

To Do

Deadline

Contact

Outlook

Submit the online Booth Profile and Conference Program Exhibitor Listing to be sure your company information is correct for the Program.

14 February

OTC Exhibits
1-972-952-1129

Remind Me

Submit Multi-Level Booth (Double Decker) Notification Form. Please reference the OTC General Regulations as many changes have been added this year

27 February

OTC Exhibits
1-972-952-9326

Remind me

Submit order to Aramark for a 20% discount

28 February

Aramark – Renee Taylor
1-832-667-2420
Fax:  1-832-667-2456

Remind me

 
March 2014

To Do

Deadline

Contact

Outlook

Early order deadline for Audio Visual from Freeman.  Take advantage of discount rates

1 March

Freeman Customer Service
1-713-433-2400
Fax 1-469-621-5613

Remind me

OTC 2015 Prospectus and Space Assignment Procedures available

5 March

OTC Sales
1-972-952-9231

Remind me

Submit Advertising and Sponsorship Contracts to be included in Conference Program and Exhibitor Guide and Conference Map

5 March

OTC Sales
1-972-952-9231

Remind me

Order your Lead Management Services from Experient for Early order discounts

6 March

Experient - Ann Cusimano

1-866-297-5247 or 1-800-787-0475

Remind me

Advertising Materials for the Conference Program and Exhibitor Guide and the Conference Map are due from Advertisers and Sponsors

12 March

adportal@otcnet.com
(for uploading ad materials)

 

printpublishing@spe.org
(for production questions)

Remind me

Complete housing request for more than one room

14 March

OTC.14 Housing Bureau-Experient

1-866-229-2386 (toll free)

1-301-694-5243 (International)

Fax:  1-847-996-5401

Email: otcexh@experient-inc.com

Remind me

Submit Work Authorization Request Form if you are planning to use an Exhibitor Appointed Contractor (EAC)

18 March

OTC Exhibits
1-972-952-9328
Fax: 1-877-419-1362

Remind me

Register your Booth Personnel On-Line by today to request badges be mailed before the show

21 March

Experient Customer Services

1-302-694-5243 – US & Canada

1-866-229-2386 – International

Remind me

Final discount date to order Experient Lead Management Services

21 March

Ann Cusimano

1-866-297-5247 or 1-800-787-0475

Remind me

Submit a Special Event Notification Form if you are planning to hold an event in your booth

25 March

OTC Exhibits

1-972-952-9326

Fax: 1-866-793-6406

Remind me

Pre-Registered Attendee List from Experient (shipping begins)

27 March

Ann Cusimano

1-866-297-5247 or 1-800-787-0475


Jeff Faulkner 1-240-439-2320

Remind me

Submit Fabric Solutions Order Form if planning to order custom Framing, various custom sizes or fabrics from Freeman

29 March

Freeman Customer Service
1-713-433-2400
Fax 1-469-621-5613

Remind me

Advance Shipments to the Freeman Warehouse must arrive by 23 April 2013

31 March

Freeman Customer Service
1-713-433-2400
Fax 1-469-621-5613

Remind me

Fax Order Form for Tent Rental from Aztec Events and Tents

31 March

Aztec Events & Tents - Ray Rios or Annette Palacios

1-713-699-0088 ext 123

Fax: 1-713-699-9713

Remind me

Order Fans for Outdoor Space from Cool-A-Zone

31 March

Cool-A-Zone – John Canon

1-713-305-0258

Fax: 1-713-529-5279

Remind me

 
April 2014

To Do

Date

Contact

Outlook

Notify Freeman of your shipping intentions to warehouse or direct to Show Site by submitting the Labor & Equipment Shipment Notification Form

7 April

Freeman Customer Service

1-713-433-2400

Fax 1-469-621-5613

Remind me

Submit order for electrical service to Freeman for Advance Price Discount

8 April

Customer Service

Felicia Mathews at 1-832-667-2651

exhibitorservices@reliantpark.com

Remind me

Submit order for Compressed Air– Water–Drain service at Advance Price Discount

8 April

Customer Service

Felicia Mathews at 1-832-667-2651

exhibitorservices@reliantpark.com

Remind me

Submit the following Freeman Services forms online or by email/fax

  • Method of Payment
  • Third Party Authorization Form
  • Furnishing and Accessories Forms
  • Graphics & Hanging Signs Forms
  • Rental Exhibits Forms
  • Carpet Forms
  • Display Labor – Installation & Dismantle Forms
  • Carpet Form

8 April

Freeman Customer Service

1-713-433-2400

Fax 1-469-621-5613

Remind me

Rogers Worldwide Ocean Shipments to Advanced Warehouse

10 April           

Sherri Pelc

1-702-642-3575

Fax: 1-702-648-6968

Remind me

Submit Aramark Catering (In-Booth Service) form on-line or fax to avoid a 10% late fee after this date

11 April           

Aramark – Renee Taylor
1-832-667-2420
Fax:  1-832-667-2456

Remind me

Advertising contract and materials deadline for the Official OTC Show Daily Newspaper

15 April           

Darrin West
Hart Energy
1- 713-260-6449

 

Incentive Order Deadline for Internet-Network/Telephone                              

15 April  

Customer Service
1-832-667-1808
exhibitorservices@reliantpark.com

Remind me

Rogers Worldwide Air Freight Shipments arrive to Advanced Warehouse by

17 April           

Sherri Pelc

1-702-642-3575

Fax: 1-702-648-6968

Remind me

Order Floral Decorations from Convention Plant Creations

15% on-site mark up if order after this date

18 April           

Linda Wineski
1-800-749-4524

Cell 1-504-329-3633

Fax:  1-504-524-5958

Remind me

Order Computer Rentals from Smart Source to avoid 25% surcharge

21 April

Customer Service

1-800-955-5171

Fax: 1-972-692-7815

exhibitorsales@smartsourcerentals.com

Remind me

Reliant Park Exhibitor Services orders are due for the following services. Submit forms directly to Reliant Park or order online.

  • Custom Cleaning
  • Exhibit Booth Security
  • Billing Authorization Form (Include with all Orders)

22 April

Exhibitor Services - Reliant Park

1-832-667-1718

Fax:  1-832-667-1821

exhibitorservices@reliantpark.com

Remind me

Parking Permit Forms due to Reliant Park for unlimited IN and OUT privileges during show days. (Order must include Billing Authorization Form)  No charge for parking during move-in and move-out.  Permit does not allow for overnight parking.
Order online.

22 April

Exhibitor Services - Reliant Park

1-832-667-1718

Fax:  1-832-667-1821

exhibitorservices@reliantpark.com

Remind me

Rogers Worldwide Air Freight Shipment Arrivals (Direct to Show)       

24 April

Sherri Pelc

1-702-642-3575

Fax: 1-702-648-6968

Remind me

Experient Lead Management Services (Final Date to Order Prior to Show)

28 April           

Ann Cusimano

1-866-297-5247 or 1-800-787-0475

Remind me

Orders only from limited Event Day Menu with begins

28 April  

Aramark – Renee Taylor
1-832-667-2420
Fax:  1-832-667-2456

Remind me

 
Additional Services

To Do

Date

Contact

Outlook

For advertising opportunities on the OTC Hotel Shuttle Buses, Contact CMAC

N/A

Bob Kaplan

401.244.5219 or 401.338.4833 cell
Fax: 401.826.4180

Remind me

Order Hospitality Suites directly from Reliant Park

N/A

McKenzie Rowley

1-832-667-1640

Fax: 1-832-667-1748

Remind me

Order Hostess/Host/Narrator/Translators from Neal Hamil

(Must cancel at least 2 weeks before show)

N/A

Neal Hamil Agency

1-713-789-1335

Fax:  1-713-789-6163

Remind me

Order show photography from Barchfeld Photography

N/A

Barchfeld Photography

1-713-984-0001  

Fax:  1-713-984-0064       

Remind Me

Plan your Hospitality Event now!

N/A

Sullivan Group - Arlene Nowak

1-713-329-0122

Remind me

Order promotional materials from Corporate Incentives

N/A

Patrick Pearson

1-817.318.6100

Toll Free 1-800-485-4793

Fax: 1-800.485.4720

Remind me