The integrated event for unconventional resource teams

Sponsoring Organizations:

Society of Petroleum Engineers American Association of Petroleum Geologists Society of Exploration Geophysicists

Endorsing Organizations:

Association for Iron and Steel Technology Association for Iron and Steel Technology American Rock Mechanics Association American Society of Mechanical Engineers American Society of Mechanical Engineers
Society of Petrophysicists and Well Log Analysts The Minerals, Metals and Materials Society Society of Petrophysicists and Well Log Analysts The Minerals, Metals and Materials Society

Welcome to the 2018 URTeC Exhibitor Manual

This manual will help you navigate through the rules and regulations for URTeC Show Management as well as the George R. Brown Convention Center to ensure you have a successful event. Whether you are a new or experienced exhibitor, our primary goal is to enhance your experience and ensure you have all the necessary tools within the tabs below.

In order to save you time and money, please make special note of the deadlines listed below along with the links that will provide you with quick and easy convenient access to required forms. Some forms are mandatory to gain access to the exhibition floor so please ensure you and/or your hired/assigned contractor completes these forms.

If you have any questions or need additional assistance, please do not hesitate to contact us. Thank you again for your continued support of URTeC – we look forward to seeing you in Houston!

  • Deadlines
  • Rules and Regulations
  • For Your Booth
  • Shipping/Materials & Handling
  • Brand Builders
Lead Retrieval - Early Bird Rate
On-site Contact and EAC Work Authorization Form (Required)
Indemnification Agreement/Insurance/Booth Rendering/Height Variance (Required)
Freeman Warehouse Opens for Advance Shipping
Lead Retrieval - Pre Show Rate
Program Book Company Listing (Mandatory) - Opportunity to Upgrade/Enhance
Program Book Ad Space Reservations
Order Air/Water/Natural Gas Services
Order Electrical Service
Final Catering Orders
Booth Cleaning Orders
Order Internet/Telephone/Cable Service
Program Book Ad Materials Due
Order Photograpy Services
Order Flowers and Plants
Program Book Reservations
Schedule Sign Rigging/Hanging
Order Furniture, Carpet and Accessories
Order Graphics and Signs
Schedule Labor
Order Audio Visual Equipment
Freeman Warehouse Advance Shipping Closes

Copyright Fees

All ASCAP, BMI, SESAC or other copyright fees applicable to music or entertainment used as part of an exhibit are the sole responsibility of the exhibitor. The exhibitor must make required payment(s) directly to the applicable copyright agency.

Display Restrictions & Height Information

Please refer to the IAEE Display Rules & Regulations for specific rules, regulations, and restrictions.

URTeC Show Management reserves the right to restrict or remove exhibits and/or exhibitors in violation of any below:

  • All activities must be confined to your assigned space.
  • Unfinished portions of pop-up displays must be covered. Pop-up framework, raw wood or cardboard wings must be painted or appropriately covered if visible from another booth.
  • Noise distraction. Sound equipment may be used in your booth so long as the noise level does not disrupt the activities of neighboring exhibitors. Speakers and other sound devices should be positioned so as to direct sound into your booth rather than aisles or other exhibits. Sound and noise should not exceed 85 decibels.
  • Inappropriately attired personnel
  • Or any other reason, which in its sole judgment, may detract from the character of the Convention.
  • Photographing other exhibitors’ displays is strictly prohibited.
  • Neither URTeC or Show Management, if other than URTeC, or any employee, agent, officer, director, or representative thereof, shall have any liability, whether to any exhibitor or otherwise, as a result of such restriction or removal.
  • You agree to be responsible for any damage caused by your display or personnel to the George R. Brown Convention Center. Please refer to the insurance requirements for additional details.
  • All move-in and move-out of exhibits must be done only through designated loading docks, freight doors, and freight elevators. The main lobbies, escalators and passenger elevators are not to be used for this purpose. Exhibitors should verify show security arrangements and times for move-in and move-out to avoid problems with unattended equipment and materials.
  • No animals or pets are permitted in the facility except as an approved exhibit, activity or performance requiring the use of animals. The Facility Manager and governmental regulating agencies require approval. Guide dogs are permitted at all times.
  • The use of helium balloons is prohibited in the facility.
  • Adhesive-backed decals are NOT permitted to be distributed or used inside the George R. Brown Convention Center. Labor costs to remove adhesive stickers and decals will be charged.
  • Please ensure you have read through the George R. Brown Exhibitor Guidelines that can be found on the Freeman Manual Link.

Height Information

The height maximum for booths at URTeC is:

  • 20 feet for island
  • 8 feet for inline
  • 12 feet for perimeter inline
  • 8 feet for peninsula.

Any variance from these guidelines must be included with your On-site Contact and Special Services form and is subject to approval. Please submit the form no later than 31 May 2018.

Fire and Safety Regulations

  • Flammable or volatile materials are strictly prohibited within George R Brown Convention Center (GRBCC) unless approved, in advance, in writing by the fire marshal.
  • Use of flammable compressed gas cylinders is strictly controlled within the GRBCC and generally prohibited. Non-flammable compressed gas cylinders must be secured to prevent toppling.
  • All decorations, drapes, signs, banners, table coverings and skirts, carpeting or similar decorative materials used shall be flame retardant to the satisfaction of the fire marshal and are subject to inspection and flame testing. *If Freeman is supplying all materials for your booth, then these have already been approved. If you are providing your own furniture, drapes, skirting and carpet, please be prepared for further inspection.
  • All vehicle displays require a permit from the Houston Fire Department. Any exhibitor displaying a vehicle will be subject to further inspections and will be responsible for any costs incurred for spotting and inspections.
    • Fuel level in gas tanks shall not exceed ¼ of their capacity or 5 gallons of fuel, whichever is less.
    • All display vehicle gas caps should be locked or taped
    • The battery must be disconnected while on display
    • Non-flammable covering must be placed underneath vehicle to prevent stains
    • Duplicate keys must be provided to Show Management in the event of an emergency.
  • If at any time a fire marshal deems that a display or actions of any display is dangerous to public safety, the exhibitor must make appropriate changes/actions or they will be removed from the exhibit hall.
  • Displays or exhibits must never interfere in any way with access to any required exit, block access to fire-fighting equipment or interfere with the normal operations of automatic extinguishing equipment.
  • Maintain 3m (10 feet) clear access in aisles; maintain 5.5m (18 feet)
  • No portion of a display shall obstruct any aisle or doorway.
  • All fire-fighting equipment must be visible and accessible.
  • All storage shall be kept in allocated areas. No empty cardboard containers are permitted in exhibition space.

Insurance & Indemnification

  • All exhibitors should be covered with their own insurance to cover all contingencies, including but not limited to fire, theft, property damage (especially in transit), business interruption, liabilities and worker’s compensation.
    • Each exhibitor assumes the entire responsibility and liability for losses, damages and claims arising out of exhibitor’s activities on the Convention Center premises and will indemnify, defend and hold harmless Show Management and the Austin Convention Center, their agents, and employees from any and all such losses, damages, and claims.
    • Neither URTeC Show Management nor the Austin Convention Center maintain insurance covering the exhibitor’s property or lost revenue and it is the sole responsibility of the exhibitor to obtain such insurance.
  • Each exhibitor agrees to and shall defend, indemnify and hold harmless URTeC Show Management, The George R. Brown Convention Center and their respective Members, Officers, Directors, Agents and Employees from all costs, liabilities, claims, damages or expenses, including without limitation claims for personal and bodily injury or property damage, arising out of or associated with exhibitor’s use or occupancy of or exhibition in any part of the George R. Brown Convention Center, including without limitation any work done by or any act, neglect or omission of exhibitor or its employees, agents, contractors, and invitees in connection with such use, occupancy, or exhibition.

Labor/Exhibitor Work Rules

  • All decorating, display and material handling labor related to conventions, trade shows, promotional displays and consumer shows is performed by Freeman, the assigned Official Service Contractor for URTeC 2018.
  • Union Labor may be required for your exhibit installation and dismantle. Please carefully read the Union Rules & Regulations to determine your needs. Exhibitors supervising Freeman Labor will need to pick up and release their labor at the Service Desk onsite. You can also refer to the order form in the Freeman Manual Link under Display Labor for Straight time and Overtime hours.

All Exhibitor Appointed Contractors are required to fill out the EAC Indemnification Agreement by 5 June 2018. *Note: Failure to complete this form for each exhibitor can prevent access to the exhibition hall and delay the building of an exhibitor’s booth.

Material Handling to and from Show Site

As stated in the Exhibitor Contract, crated shipments, machinery or equipment delivered to the George R. Brown Convention Center by trucks (other than vans) will be handled as part of the exhibit space rental fee already paid.

  • Before Exhibition – truck unloading, delivery to the booth, and crate storage during the exhibition
  • After Exhibition – crate return to booth, crate removal and reloading

Rate classifications and further information is available in the Freeman Online Manual.

Freeman is the Official Service Contractor and is therefore assigned as the exclusive provider of freight services. Material handling includes unloading exhibit material, storing up to 30 days in advance at the warehouse address provided, delivering to the booth, the handling of empty containers to and from storage, and removing of material from the booth for reloading onto outbound carriers. It should not be confused with the cost to transport your exhibit material to and from the event.

You have (2) options for shipping your advance freight:

  1. Ship direct to the warehouse
  2. Ship direct to show site

Per Freeman’s policies, crated material and machinery includes skidded material only. Any equipment, machinery that exceeds a weight limit of 15,000 pounds or non-skidded/loose materials may incur additional fees.

Security Information

Security will be present throughout move-in and during the event. Entrance into the exhibition area is with proper badge and/or wristband during move-in prior to registration opening.

This is an open-booth exhibition and the responsibility for safeguarding the space and property in it is your own. Neither URTeC Show Management or the George R. Brown Convention Center, the security contractor, Freeman or any of their officers, agents or employees assumes any responsibilities for your space or any property inside your exhibit booth.

  • Exhibitor personnel are required to wear a URTeC issued badge and/or wristband to gain access to the exhibition.
  • No items or equipment – not even boxes or brochures – may be brought in or removed during OPEN exhibition hours while the show is in progress.
  • Additional security can be ordered for your booth, please contact Kendra McColloch to make arrangements at

Booth Equipment

Each 10' x 10' booth will be set with 8' high blue and black back drape, 3' high blue side dividers, and a 7" x 44" one-line identification sign.

Floor Covering/Carpet

Carpet and/or floor covering for your booth is not provided and is MANDATORY.

sYou may provide your own floor covering or you can conveniently order through Freeman Online.

Order Carpeting

Audio Visual

Freeman AV is the exclusive provider for AAPG URTeC 2018 exhibitors. You can order online through Freeman for all of your Audio Visual needs including computers, TV’s, Audio Equipment. ORDER by 6 July 2018 and SAVE up to 30%!

Order AV Services


The George R. Brown Convention Center has exclusive catering, concession and liquor privileges. Levy is the official Food and Beverage provider.

Please note that Show Management must be notified of all catering functions inside the exhibition. Please send your catering function information to Tracy Thompson at

Catering Menu


Exhibitors are responsible for ALL cleaning inside their booth parameters. The GRBCC is the exclusive provider of cleaning services. Booth cleaning services include vacuuming, mopping, shampooing booth carpet, porter services as well as barrel emptying. Wastebaskets will be emptied daily and is included with all cleaning services ordered. To request booth cleaning services and ensure adequate service, please schedule booth cleaning services by email or by phone at 713 853 8000. Deadline is Thursday, 5 July.

Schedule Booth Cleaning Services


Electric is NOT included with your purchased booth space. Smart City Networks is the exclusive provider at the GRBCC for all electrical orders/needs. Discount rates apply to all orders received by July 5th.

Order Electrical Services

Furniture, Specialty Drape and Booth Accessories

Freeman is the exclusive provider of all booth furnishings and accessories. Place your order online now and save up to 30%!

Order Booth Accessories

Internet/Telephone Services

Internet and Telephone service is exclusively provided by Smart City Networks at the George R. Brown Convention Center. Order online by Thursday, 5 July to ensure best pricing!

Order Internet/Telephone Services Online

Freeman will accept crated, boxed or skidded materials beginning Tuesday, June 19th at the address below. Material arriving after July 12th will be received at the warehouse with an additional after deadline charge. Warehouse materials are accepted at the warehouse Monday through Friday between the hours of 8:00 am – 3:30 pm. If required, provide your carrier with this phone number: +1 713 770 6750

Warehouse Shipping Address:

Exhibiting Company Name / Booth # _________
URTeC 2018 - 464688
9258 Park South View, Suite 100
Houston, TX 77051

Freeman will receive shipments at the George R. Brown Convention Center beginning Thursday, July 19th. Shipments arriving before this date may be refused by the facility or lost. Any charges incurred for early freight accepted by the facility are your responsibility. If required, provide your carrier with this phone number: +1 713 770 6750.

Show Site Shipping Address:

Exhibiting Company Name / Booth # _________
URTeC 2017 - 423107
George R. Brown Convention Center
1001 Avenida De Las Americas
Houston, TX 77010

Print Shipping Labels

PLEASE NOTE Any disposal of exhibit properties is not included as part of your material handling and you will need to contact Freeman for the rules applicable to dispose of your exhibit properties.

Freeman is the Official Service Contractor and is therefore assigned as the exclusive provider of freight services. Material handling includes unloading exhibit material, storing up to 30 days in advance at the warehouse address provided, delivering to the booth, the handling of empty containers to and from storage, and removing of material from the booth for reloading onto outbound carriers. It should not be confused with the cost to transport your exhibit material to and from the event.