Exhibitor General Information Kit
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- Albert Ramsey
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1 November 8-10, 2016 New Orleans, LA Hotel Monteleone, 214 Royal Street (French Quarter) Sponsored by: The University of Tulsa Continuing Education for Science & Engineering Exhibitor General Information Kit Table of Contents: Conference Date, Location & Agenda Summary Exhibitor Booth Move-In & Move-Out Exhibition Dates, Times & Events Hotel Reservations & Parking Information Exhibitor Conference Registration Information Information on Exhibitor Guest Passes, Show Case Session & All-Conference Luncheon Quick Facts Sheet from FREEMAN REMINDER: As an IPEC Exhibitor you receive: Space for 8 x 10 booth, one 6-foot draped table, 2 side chairs, identification sign Electronic list of conference attendees with full contact information following the conference provided only to exhibitors Promotion of your organization at the conference Opportunity to participate in the Exhibitors Showcase Session Attend the All Conference Luncheon on Thursday at no additional cost Complimentary Exhibit Hall Guest Passes to distribute to your customers/clients Unlimited number of discounted full conference registrations for your company Free admission to the Plenary Session, Tuesday, November 8 th Complimentary passes for Two Booth staff to Exhibit Area Free Internet Service provided in the exhibit hall during exhibition hours
2 CONFERENCE Date, Location & Agenda Summary November 8-10, 2016 * New Orleans, Louisiana Hotel Monteleone (French Quarter) 214 Royal Street, New Orleans, LA ( ) It all begins on Monday, November 7th with the Welcome Reception (in the exhibit hall). The conference continues on Tuesday morning, November 8th with the Opening Buffet Breakfast (in the exhibit hall) and Plenary Session. The Conference Opening Reception is scheduled for Tuesday evening, November 8th (in the exhibit hall). The Technical Sessions run Tuesday afternoon, Wednesday, & Thursday all day. The popular IPEC Networking Reception has been moved to Wednesday (in the Exhibit Hall). The Conference luncheon will be held on Thursday, November 10 th. Exhibitor Booth Move-In (Room & Times subject to change) Monday, November 7, 2016 * 12:00 pm 3:00 pm Hotel Monteleone La Nouvelle Ballroom 214 Royal Street New Orleans, LA IMPORTANT NOTES: 1. Booth must be completely set by 3:00 pm on Monday, November 7 th 2. Exhibitors DO NOT need their conference name badge to set-up their booth. 3. Booth Number: Your assigned exhibit booth number will be provided to you via . If you do not receive this information by October 12, 2016, please contact Steve Hall at Stephen-hall@utulsa.edu. Exhibitor Booth Tear-Down & Move-Out: All booths must remain up until the close of the Exhibit Hall. In accordance with terms of item #7 in Exhibitor Agreement, exhibit booths may not be dismantled prior to the designated tear down time set-forth by the TU-CESE Exhibit Staff. The monetary early tear-down penalty provided for in item #7 of the agreement will be strictly applied. Please make travel and other arrangements accordingly. Exhibitor Move-out Date & Time: Thursday, November 10, 2016 * 10:45 am 2:00 pm Tear-Down must be completed by 2:00 pm on Thursday, November 10 th.
3 Exhibition DATES, TIMES & EVENTS (Times Subject to Change) Monday, November 7th Tuesday, November 8th: Wednesday, November 9th: Thursday, November 10 th : Exhibits open 5:00 pm 6:30 pm for Welcome Reception in Exhibit Hall Exhibits open 7:30 am Exhibits close 6:00 pm Events of the day 7:30 am 8:45 am: Conference Breakfast Buffet in Exhibit Hall 9:00 am 11:30 am: Plenary Session (all exhibitors are invited to attend) 10:15 am 10:40 am: Mid-Morning Break Refreshments in Exhibit Hall 2:45 pm 3:10 pm: Afternoon Refreshment Break in Exhibit Hall 4:30 pm 6:00 pm: Opening Reception in Exhibit Hall Exhibits open 8:00 am Exhibits close at 5:30 pm Events of the day 8:00 am 8:30 am: Continental Breakfast in Exhibit Hall 10:15am 10:40am: Mid-Morning Refreshments in Exhibit Hall. 4:30 pm 5:30 pm Networking Reception in Exhibit Hall Exhibits open 8:00 am Exhibits close at 10:40 am Events of the day 8:00 am 8:30 am: Continental Breakfast in Exhibit Hall 10:15 10:40 am: Mid-Morning Refreshments in Exhibit Hall Exhibit Tear-Down begins after the mid-morning break ends. 11:30 am 1:00 pm: All Conference Luncheon Free to Exhibitors EXHIBITOR MINUTE & DRAWINGS during the lunch HOTEL ROOM RESERVATIONS & PARKING: Reservations must be made at the conference hotel before September 30, 2016 to receive the conference rate of $179/night. Reservations can be made by calling or Identify yourself as being with the 23 rd IPEC International Petroleum Environmental Conference, Group Code: International Petroleum Environmental Conference. Hotel Reservations may be made online by using the Hotel Monteleone IPEC 23 Reservations link in the transmitting this Kit The deadline for hotel reservations is SEPTEMBER 30, However, we advise booking your room as early as possible. The group block at the special rate tends to fill up rather quickly! The hotel needs a credit card to guarantee your room, but it will not be charged until you check into the hotel. All reservations made after the block is filled and/or after the deadline will be available at the hotel s prevailing rate and availability is not guaranteed. NOTE: If you have any special requests, are not able to get the date, rate or room type desired, please contact the hotel s reservation department at and please speak directly with a reservation agent. Let them know you are with International Petroleum Environmental Conference Group. The reservation department is located on the hotel s property and is open from 8:00 am 6:00 pm daily (CST).
4 If, after speaking with a reservation agent, you still do not have your desired dates, rates or room type, please notify our office at or cese@utulsa.edu, right away, and we will contact the hotel on your behalf to see if we can accommodate your requests. Parking: Valet parking is available at the hotel. Paid self-parking is available at several parking lots located near the hotel. For information about daily parking options, please contact the hotel directly at Exhibitor CONFERENCE REGISTRATION Information Exhibitor Conference Registration Forms will be sent separately to each exhibiting company. Exhibitors may also now register ONLINE using a special code provided to them by Steve Hall. If you have misplaced that information, please contact him at Stephen-hall@utulsa.edu Exhibitor GUEST PASSES As a valued exhibitor, and as part of your booth space package, we will be sending you IPEC GUEST PASSES for your use to invite your clients/customers and guests to visit the 2016 IPEC Exhibition only. The Guest Pass will be ed to you in a word doc so you can customize it by adding your company. IMPORTANT NOTE: After customizing the guest pass, we strongly suggest converting it to a PDF prior to distribution. Guest Passes are NOT valid for exhibiting company personnel, the Plenary Session or any of the Technical Sessions. Exhibitor SHOWCASE SESSION For those exhibitors who are interested in additional opportunities to demonstrate their company s expertise, a limited number of presentation slots will be available Tuesday afternoon, November 9 th for this special Exhibitor Case-Study Session. These presentations are to be non-commercial and should focus on one or more of your successful case studies of operations or projects conducted by or in conjunction with your services in the area of oil and gas environmental issues. This session is being structured to fit in the normal concurrent technical session schedule for Tuesday afternoon, allowing a free flow of attendees from session to session as the rest of the conference is designed. If you are interested in participating in IPEC Exhibitor Showcase Session, please contact Steve Hall right away because there are only 6 presentation slots available and they will be filled on a first-come/firstserved basis. Once you have been approved to participate in the session, your presentation content must be submitted on the online abstract submission form for review. This will allow your information to be included in the Book of Abstracts at the conference and to be included in the conference website promotion. Deadline for submission is September 30, Contact Steve Hall at Stephen-hall@utulsa.edu for questions and to reserve a spot for your company. THIS SESSION WAS WELL RECEIVED BY ATTENDEES IN DENVER AT IPEC 22!!! Exhibitor MINUTES & DRAWINGS during ALL CONFERENCE LUNCHEON: Thursday, November 10 th 11:30 am 1:00 pm: FREE to Exhibitors
5 A perfect opportunity for a representative of your company to address all of the conference attendees for no more than 4 minutes. Tell them who you are and what you do. This is also the time to announce your booth prize drawing winners! They must be present to win. FREEMAN EXHIBIT COMPANY INFORMATION Exhibit shipping and receiving information, additional furniture, tables, electricity, etc., will be handled through FREEMAN EXHIBITOR SERVICES. For your convenience, attached is the FREEMAN Quick Facts for the conference. You may also access the manual online at: (Link also in transmitting this kit) If you have any questions, you may also call Freeman Exhibitor Services at or FreemanNewOrleansES@freemanco.com We look forward to your participation in this year s IPEC Conference! The University of Tulsa, Continuing Education for Science & Engineering Exhibitor Coordinator: Stephen-hall@utulsa.edu
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