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URTeC Exhibitor Manual

Please review the list of official contractors, deadlines, and display rules and regulations.

For exhibition logistics questions or assistance, please contact Teresa K. Dallis

For exhibitor registration or payment/invoicing questions, please contact Tamra Campbell


Official Contractors

General Services Contractor, Material Handling: Freeman
Audio Visual: Freeman AV
Catering, Food and Beverage: Levy
Cleaning: George R. Brown Convention Center
Electrical, Internet, Data Networking, Plumbing: SmartCity
Lead Retrieval: TPNI
Floral: Florabunda

2024 Booth Information

Floor covering is not included and is required. Each 10’x10’ inline booth will be set with 8' high black back drape, 3' high black side dividers, and one 7' x 44' one-line identification sign. You may either provide your own floor covering or order carpeting through Freeman.

*NEW THIS YEAR material handling is not included with your booth rate.

Material handling includes unloading your exhibit material from your carrier, storing up to 30 days in advance at the warehouse address, 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. To help estimate material handling costs please use the Materials Handling Calculator at Freeman Online


Freeman begins accepting Advanced Warehouse shipments

Contact: Freeman Exhibitor Support (888) 508-5054

Shipping Information

* Please note the Freeman warehouse will be closed on May 27, 2024, in observance of Memorial Day.

Lead Retrieval (Discount Deadline)

Contact: TPNI or 781-688-8000

Order Online or Order Form (PDF)

Catering, Food and Beverage

Contact: Levy, Renee Surette or 713-853-8175

Catering Menu
Order Form (PDF)

*Reminder no popcorn allowed.

No outside food or beverages are allowed. All outside food and beverage (giveaways, samples, gifts, etc.) must be approved by GRBCC 30 days in advance. Outside alcohol is not permitted to be stored or served on premises.

Liability Insurance Certificates Due

Exhibitors and Exhibitor Appointed Contractors are required to provide a COI with a minimum of $1,000,000 General Liability. URTeC should be named as an additional insured. 1444 South Boulder Avenue, Tulsa, 74119.

Contact: Teresa Dallis

Online Form *Required by all Exhibitors

Exhibitor Appointed Contractor (EAC) Contact & Indemnification Form *Required by EAC's Only

Contact: Teresa Dallis

If you are an exhibitor setting up your own booth or using Freeman, you do not have to complete this form.

Online Form

Conference Room Rental

URTeC has a limited number of rooms that are sold on a first-come, first-served basis. Please submit your requested space, date, and time. We will review your request and confirm availability.

Contact: Teresa Dallis

Online Form

Advertise in the Program Book (Reservation Deadline)

Contact: Sue Ellen Rhine (Companies A-K), L-Z Tracy Thompson (Companies L-Z)

Contact the URTeC Sales team

Carpet, Furniture, Accessories, Graphics, Monitors, Projectors, Microphones (Discount Deadline)

Contact: Freeman Exhibitor Support (888) 508-5054

Order Online

On-site Contact & EAC Work Authorization

Please complete the online form naming the authorized contact person(s) who will be on-site during move-in, exhibition open hours, and move-out and is authorized to discuss and resolve any situation that may arise concerning your exhibit and make all necessary decisions.

Contact: Teresa Dallis

Online Form *Required by all Exhibitors


George R. Brown Convention Center

Contact: GRB Exhibitor Services or 713-853-8907

Order Online

Company Listing for Program Book and Mobile App

Contact: Tamra Campbell

Online Form *Required


Please book your rooms directly with Hilton Americas - Houston. New hotel reservations must be reserved by 5/23/24.


Program Book Ad Materials Due

Contact: Sue Ellen Rhine (Companies A-K), L-Z Tracy Thompson (Companies L-Z)

Submit to the URTeC Sales team

Electrical, Internet, Data Networking, Plumbing (Discount Deadline)


Contact: Tammy Clark or 713-853-8921

Order Online

Security Services

Contact: Danny Kay or 281-989-7740

Order Form (PDF)


Advanced Shipping Warehouse Deadline

* Please note the Freeman warehouse will be closed on May 27, 2024, in observance of Memorial Day.

Contact: Freeman Exhibitor Support (888) 508-5054

Shipping Information


Contact: [email protected] or 713-222-6666

Order Form


Begin Date for Show Site Shipments

Contact: Freeman Exhibitor Support (888) 508-5054

*Shipments arriving to show site before this date may be refused by the facility

Shipping Information

Booth Display Rules & Regulations

URTeC Display Rules are developed from the IAEE Display Rules and Regulations. The purpose for these guidelines is to create and promote consistency. The goal is to provide exhibitors and contractors with all the necessary information to properly design and build exhibits, plan layouts as well as content.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 booth space.

  • Floor Covering/Carpet. URTeC does not provide carpet or any floor covering in your booth package. It is up to each individual exhibitor to arrange for proper floor covering inside their exhibit space. A throw rug is not acceptable floor covering. The floor covering must cover all of the facility exhibit floor and meet up to the aisle carpet provided by the General Contractor, Freeman. You can order carpet through Freeman online in advance to receive the Early Bird discount rates, or you can bring your own.
  • Height Restrictions. Per URTeC Show Management Event standards, all booths are held to the height restrictions listed below. Should a booth design exceed the height listed below, Show Management approval is required. Linear (In-Line) = 8’ (2.44m)Corner (In-Line) = 8’ (2.44m)Perimeter = 12’ (3.66m)Split Island = 16’ – 20’ (4.88m – 6.10m) Island = (6.10m)
  • 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.
  • Decorations, signs, banners, and similar materials may not be taped, nailed, stapled, or otherwise fastened to ceilings, doors, walls, glass, columns, painted surfaces, fabric, or decorative walls.
  • Adhesive-backed decals are NOT permitted to be distributed or used inside the Convention Center. Labor costs to remove adhesive stickers and decals will be charged.
  • Confetti, glitter, or rice is prohibited within the facilities. Exhibitor will be responsible for any labor and materials required for clean-up resulting from violation of this policy.
  • The use or display of cascarones (Confetti-filled eggs) is prohibited. Exhibitor is responsible for any labor and materials required for clean-up resulting from violation of this policy.
  • Surface Protection – all contractors/exhibitors must use the utmost care to protect ALL surfaces in the facility from any and all damage. Protection may include padding, the use of non-marring products, visqueen, plywood, rubber bumpers and tires, and proper supervision. The use of transfer tape is strictly prohibited on all surfaces within the facility.
  • When installing carpet or floor covering in the exhibit space, specific tape has already been approved by the facility and must be used or repair damages may be applied to the Exhibitor and/or appointed contractor. Questions about the type of tape to be used should be directed to Freeman.
  • Contractors (EAC) and/or exhibitors must provide complete protection from paint and paint products in ALL AREAS of the facility including the exhibit floor. Under no circumstances may spray paints, airless sprayers, power sprayers/painters, airbrushes or similar tools be used within the facility without written consent from the facility management.
  • Helium balloons are NOT allowed in any part of the convention center, either for display or for sale, or for gifts. For decoration purposes, air-filled balloons may be used. Exhibitors must inform URTeC Show Management in advance to gain approval for such decoration. The convention center reserves the right to remove any helium-filled balloons at Exhibitor’s expense.
  • Booth Renderings. URTeC Show Management requires that all exhibitors with booths larger than 300ft₂ (or any exhibitor building a custom stand), must submit the rendering with line drawing details including specs for final review and approval. This rendering needs to include a list of materials to be approved by the venue and fire marshal as well.>

Booth Guidelines

Linear (In-Line) Booth

Arranged in a straight line and have neighboring exhibitors on either side leaving only one side (front) exposed.

Dimensions URTeC provides/sells in 10ft (3sqm) increments. 10’x10’ = 100 total square feet
3mx3m = 9 total square meters
Back Drape height of 8’ (2.44m) with side drapes of 3’ (.914m)

booth drawing

Use of Space Regardless of size: (10x20, 10x30), display materials should be arranged in such a manner so as to not obstruct Line-of-Sight to neighboring exhibitors. The maximum height of 8’ (2.44m) is allowed only along back wall or in rear half of booth space. The height limitation for display materials in the front half (up to 5’) are limited to 4’ (1.22m).

Line of Sight Rule Basic Principal: The neighbor to your left and right has the same opportunity for an attendee to see their exhibit as they walk across or down the aisle as they can with your exhibit. An exhibitor is not allowed to obstruct their neighbor’s exhibit by putting tall items in towards the front of the booth space such as:

  • TV Monitors
  • Roll-Up Banners
  • Large Literature Racks
  • Book cases
  • Display cases

booth drawing


Corner Booth/Stand


Corner Booths are at the end of a series of in-line booths with exposure to intersecting aisles. Same guidelines apply from Linear Booths.

booth drawing

Perimeter Booths

A perimeter booth is a Linear (in-line) Booth that backs to an outside wall of the exhibit facility rather than to another exhibit. Same guidelines apply from Linear Booths except that a typical maximum back wall height is 12’ (3.66m)

booth drawing

booth drawing

booth drawing

Split Island Booth

Split Island Booths share a common back wall with another Booth. The entire cubic content of this booth may be used, up to the maximum allowable height, without any back-wall line-of-site restrictions. A typical maximum height range allowance is 16’ to 20’ (4.88m to 6.10m) including signage. The entire cubic content of space may be used up to the maximum allowable height. Double-sided signs, logos and graphics shall be set back 10’ (3.05m) from adjacent booths.

booth drawing

booth drawing

booth drawing

Island Booth

Island Booths/Stands are any size booth exposed to aisles on all four sides.

Dimensions An Island Booth is typically 20’ x 20’ (6.10m x 6.10m) or larger, and can be in different configurations.

booth drawing

Use of Space

The entire cubic space may be used up to the maximum allowable height as per Show Management. Line-of-Sight is not an issue as the exhibitor can build within the confines of the space so as to not have any of the construction come out into the public aisle space.

booth drawing

booth drawing

Canopies and Ceilings

Canopies, including ceilings, umbrellas and canopy frames can be either decorative or functional (shading computer monitors from ambient light or to allow for hanging products). Canopies for Linear (In-Line) booths or Perimeter Booths should comply with Line-of-Sight requirements.

The bottom of the canopy should not be lower than 7’ (2.13m) from the floor within 5’ (1.52m) of any aisle. Canopy supports should be no wider than three inches (.08m). This applies to any booth configuration that has a sight line restriction, such as a Linear (In-Line) booth.


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