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Deadline/Discount Checklist

January

February

March

April

Additional Services

January 2012

To Do

Deadline

Contact

Outlook

Aramark In-Booth Catering on-line ordering begins

2 January

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

Remind me

 
February 2012

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. 

18 February

OTC Exhibits
1-972-952-1129

Remind me

Order your Expo Lead Management from Experient for the Early Bird Discount

21 February

Experient - Ann Cusimano 1-866-297-5247 or 1-800-787-0475

Remind me

Aramark In-Booth Catering – Deadline for early order discount

24 February

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

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

 
March 2012

To Do

Deadline

Contact

Outlook

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

7 March

OTC Sales
1-972-952-9516

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Submit Advertising Contracts to be included in Conference Map

14 March

OTC Sales
1-972-952-9516

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

14 March

OTC Sales
1-972-952-9516

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

15 March

OTC Exhibits
1-972-952-1129
Fax: 1-866-451-0861

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

16 March

OTC Exhibits
1-972-952-9326

Remind me

Last day for US companies to Register On-Line and request badges be mailed before the show

16 March

Experient Customer Services
1-301-694-5243 - US & Canada
1-866-229-2386 - International

Remind me

Advertising Materials due for Conference Map

21 March

OTC Production
1-972-9351

Remind me

Final discount date to order Experient Lead Management Services

21 March

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

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Complete housing request for more than one room

23 March

OTC.12 Housing Bureau-Experient 20 or more: Dave Rix
1-847-996-5622
19 or less: Lilly Santor
1-847-996-5634
Fax 1-847-996-5401

Remind me

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

26 March

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

Remind me

Advance Shipments to the Freeman Warehouse must arrive by 18 April 2012

26 March

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

Remind me

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

29 March

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

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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

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Order Fans for Outdoor Space from Cool-A-Zone

31 March

Cool-A-Zone – John Canon 1-888-827-1675
Fax: 1-713-513-5129

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April 2012

To Do

Date

Contact

Outlook

Rogers Worldwide Ocean Shipments to Advanced Warehouse

2 April

Sherri Pelc
1-702-642-3575
Fax: 1-702-648-6968

Remind me

Pre-Registered Attendee List from Experient (shipping begins)

2 April

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

Remind me

To receive the discount rate from Smart City for Internet-Network/Telephone Service submit form by

2 April

Customer Service
1-888-446-6911
Fax: 1-702-943-6001

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Submit forms for electrical service to Harper Wood Electrical for Advance Price Discount           

2 April

Customer Service
1-713-659-7786
Fax: 1-713-659-1184

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

2 April

Customer Service
1-713-659-7786
Fax: 1-713-659-1184

Remind me

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

6 April

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

Remind me

Rogers Worldwide Air Freight Shipments to Advanced Warehouse

9 April

Sherri Pelc
1-702-642-3575
Fax: 1-702-648-6968

Remind me

Rogers Worldwide Ocean Shipments to Arrive Direct to Show

9 April

Sherri Pelc
1-702-642-3575
Fax: 1-702-648-6968

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 Form
  • Display Labor – Installation & Dismantle Forms

10 April

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

Remind me

Submit form for Audio Visual Solutions from Freeman

10 April

Sammie Knight
1-214-623-1397
Fax: 1- 214-337-5631

Remind me

Order Floral Decorations from Convention Plant Creations 15% on-site mark up if order after this date

13 April

Linda Wineski
1-800-749-4524
Cell 1-504-329-3633
Fax:  1-504-524-5958

Remind me

Rogers Worldwide Air Freight Shipment Arrivals (Direct to Show)

16 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)

16 April

Ann Cusimano
1-866-297-5247
1-800-787-0475

Remind me

Last date to submit Exhibitor Registration by mail or fax

17 April

Experient Customer Services 1-301-694-5243-US & Canada
1-866-229-2389-International

Remind me

Reliant Park Forms due for the following services. Submit forms directly to Reliant Park.

17 April

Exhibitor Services - Reliant Park
1-832-667-1719
Fax:  1-832-667-1821

Remind me

Order Computer Rentals from Smart Source to avoid 25% surcharge

20 April

Customer Service
1-800-955-5171
Fax: 1-972-692-7815

Remind me

Aramark Catering – Orders from limited Event Day Menu only

25 April

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

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

25 April

Exhibitor Services-Reliant Park 1-832-667-1719 Fax:  1-832-667-1821

Remind me

 
Additional Services

To Do

Date

Contact

Outlook

Order Hospitality Suites directly from Reliant Park

N/A

Brittany Ward
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  - Chris Hancock or
Michelle Reyna
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

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Plan your Hospitality Event now!

N/A

Sullivan Group - Arlene Nowak 1-713-329-0122

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To order promotional materials, submit form to Corporate Incentives

N/A

Patrick Pearson
1-817-318-6100 Toll Free Toll Free 1-800-485-4793 Fax: 1-800-485-4720

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For advertising opportunities on the Shuttle Buses contact Conference & Meeting Assistance Corp. (CMAC)

N/A

Lisa Altieri
1-401-826-4100
Cell: 1-401-743-4000
Fax: 1-401-826-4180

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