Exhibitor Tips

Photo courtesy of the Greater Houston Convention and Visitors Bureau

The Society of Exploration Geophysics International Exposition and 83rd Annual Meeting will bring together all of the major companies involved in oil, gas, and mineral exploration, and new areas of civil engineering, environmental and archaeology. The conference will be held at the George R. Brown Convention Center in Houston, Texas.

Thank you for participating in the world's largest geophysics exhibition with SEG! To help you prepare an exhibit that will enable you to make the most of this unique opportunity to promote your company, we have put together a list of tips, tools, and information that should help you get ready for the exhibition.

General Tips

Making an Impression

• Update your website before the meeting.
• Make sure your signage is large enough to be easily read.
• Make your booth stand out from the crowd. Something as simple as a distinctive lighting scheme can go a long way.
• Hold staff meetings regularly during the meeting to discuss what is working and what is not.
• After the meeting, quickly follow up with all contacts.

Before You Leave

• Reconfirm all travel, hotel, and car reservations.
• Review your portable display.
• Be sure to ship all materials in time.
• Follow up with all vendors.
• Brief and train booth staff. Review your exhibit objectives. 

At The Exhibition

Setting Up Your Booth

Booth setup will be scheduled based on the size and location of your booth. The complete schedule can be found in the Exhibitor's Service Manual. 

10' x 10' (3m x 3m) or 10' x 20' (3m x 6m) booth spaces may begin to move in on Friday, 20 September 2013. Setup must be completed by 12:00 pm Sunday, 22 September 2013.

Meeting Height Restrictions

Booth spaces measuring 10' x 10' (3m x 3m), 10' x 20' (3m x 6m), and up to 10' x 50' (3m x 15m) have a height restriction of eight feet and may not have a hanging sign. A full description of booth specifications can be found in the Exhibitor's Service Manual.

Taking Down Your Booth

Booth tear down will begin at 4:01 PM on Wednesday, 25 September 2013.

Registering Your Staff

Registration for your personnel will begin 26 July 2013. You will receive instructions and a password by email so that you can do this online. You will also have the option to mail in your registrations or register on site.

For each 10' x 10' (3m x 3m) commercial booth rented, you will be entitled to two (2) complimentary Full Delegate registrations. You will also have Exhibitor Personnel registrations and Guest registrations available at discounted rates from regular registration prices:

• Full Delegate registrations allow access to both the Technical Sessions and the Exhibit Floor.
• Exhibitor Personnel and Guest registrations allow access to the Exhibit Floor only. (A Guest registration can be used, for example, to invite a client to visit you during the convention.)
• Both Complimentary and Personnel registration allow you on the exhibit floor one hour before the doors open each day.
• Your complimentary registrations should be exhausted before the Personnel Registrations are purchased.

Useful Tools

The SEG Booth Browser

The SEG Booth Browser is is an interactive map of the exhibition floor which can give you an idea of which organizations will be represented, where their booths will be located, and what booth spots are still available for booking. You can use this to find the ideal placement of your company among similar or complementary industries, or simply to meet any logistical preferences you may have (e.g. proximity to exits, bathrooms, etc.). The booth browser is updated weekly.

Exhibitor's Service Manual

In June, the Exhibitor's Service Manual will be emailed to you by the Freeman Company, SEG's official general contractor. This manual contains order forms for renting booth furnishings such as furniture, carpet, computers, monitors, plants, electricity, internet access and telephone lines. There are separate companies providing the the different items. The costs are discounted if items are ordered before their deadline date. You may also order on site; all of the companies in the Exhibitor's Service Manual will have a counter in the rear of the exhibition hall during move-in and show dates. The Exhibitor's Service Manual also has information and important dates regarding shipments to the advance warehouse or directly to the Convention Center.

SEG Information Booth

An information booth will be located in the registration area and attended by SEG staff. This can be a great resource for exhibitors in need of assistance or direction.

SEG Houston 2013 Icebreaker

While not necessarily a tool, the Icebreaker may be one of the most useful activities you will experience as an exhibitor. Held on Sunday evening, the Icebreaker officially kicks off the Annual Meeting and is often frequented by a rich mix of people including early entrants and major decision-makers of key companies within the industry. Its party-like atmosphere provides a rich environment for meeting key people, networking, and offering Icebreaker-exclusive promotions.
Read about last year's Icebreaker and view photos from SEG Las Vegas 2012