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2016 BOOTH INFORMATION ----

Items included in the cost ($650/booth) of Exhibit Space  (booth fees increase $100 on April 1, 2016)

Standard INSIDE booth (10’ x 10’) draping (8 ft. high back wall and 3 ft. wall side rails) and company identification sign, one 6 ft. draped table with two chairs. 

Electricity will be provided to all INSIDE booths, please provide your own extension cord and multi-plug strip.

Four Corners Oil & Gas Conference will carpet aisles only, not exhibit booths for inside exhibit areas.  Exhibit booth carpeting may be provided by exhibitor or is available for an additional charge from Convention Services of the Southwest (CSS).

Displays placed in the inside booth space shall not be higher than 10 feet and shall not protrude into the aisle.


The operation of audio devices, sound movies, or equipment will be permitted only if sound is kept at conversational level and is not objectionable and disruptive of neighboring vendors. 

Alcohol is not permitted in the display area or on the exhibit grounds.

Each booth purchased includes two conference admission badges with lunches (2/day 4 total).

OUTSIDE booths (30’ x 20’) will receive two conference admission badges with lunches (2/day 4 total)
per booth purchased. 

Electricity is not available for outside booths.  Quiet generators may be used but will be required to be turned off if they are disturbing neighboring exhibitors.

Tables and chairs are NOT provided for outside exhibits, but may be ordered through CSS.

No exhibitor shall assign, sublet or apportion the whole or any part of the space allotted, nor exhibit therein, nor permit any other person or party to exhibit therein; any goods, apparatus, etc. not manufactured or distributed by the exhibitor in the regular course of business.

The exhibitor agrees that no display will be dismantled or goods removed during the entire run of the show  (8 a.m. May 11 to 2 p.m. May 12).  Failure to comply will result in penalty of 25% of the total cost of the contracted exhibit space.  Additionally, the exhibitor shall be prevented from showing in the next Four Corners Oil & Gas Conference.

Applications received without payment or purchase order information will not be processed until payment is received.  Four Corners Oil & Gas Conference (FCO&GC) reserves the right to reassign space which is not paid in full thirty days prior to the show.

A reduction in space is considered a cancellation and will be treated as such by the terms of this contract.
Should an exhibitor cancel, the following shall apply:
If the exhibitor cancels by January 31, 2016, said exhibitor shall receive a full refund.
If the exhibitor cancels by March 1, 2016, said exhibitor will be assessed a cancellation penalty equal to 25% of the total cost of contracted exhibit space. If the exhibitor cancels by March 15, 2016, said exhibitor will be assessed a cancellation penalty equal to 50% of the total cost of contracted exhibit space.

No refunds will be made if the exhibitor cancels after March 15, 2016.  FCO&GC, has the right to use the canceled space including selling to another vendor without rebate or allowance to the canceled vendor.

 

EXHIBIT SPACE ASSIGNMENTS

Notification of receipt of application will be sent within 4 business days.  If notification is not received it is the exhibitors responsibility to verify that their application was received. 

Diamond and Emerald Sponsors will be given priority on booth location requests, on a first come first served basis.  Diamond and Emerald sponsorships, with full payment must be received by January 15, 2016 for booth priority to be honored.  Non-sponsor exhibitors may request specific locations, but space is assigned on a first-come, first-served basis, after the Diamond and Emerald sponsors have been assigned. 

Four Corners Oil & Gas Conference Executive Committee reserves the right to reassign or realign the floor plan without prior consent from the vendor.  The committee also reserves the right to determine the eligibility of any company or product for inclusion in the exhibition.

 

CHECKING-IN
OUTDOOR EXHIBITOR CHECK-IN  Monday May 9
8:00 am – 4:00 pm
INDOOR EXHIBITOR CHECK-IN  Tuesday May 10


Memorial Coliseum 8:00 am - 5:00 pm

Convention Center 8:00 am - 8:00 pm
SHOW DATES AND TIMES
   Wednesday May 11   8:00 am – 4:00 pm
  Thursday May 12 8:00 am – 2:00 pm
RECEPTION
  Wednesday May 11 5:30 pm – 8:30 pm
CHECK-OUT
INDOOR EXHIBITORS  Thursday May 12 2:00 pm – 6:00 pm
OUTDOOR EXHIBITORS Friday May 13 8:00 am – 12:00 pm

 

OUTDOOR EXHIBITOR INFORMATION

Safety is our utmost concern. 

No unmanned booths allowed.

Refunds for weather conditions will NOT be given.

Outdoor Exhibitors will check-in on Monday, May 9, 2016 ONLY.    This will allow outdoor exhibitors to set-up in a safer environment.   Display booths are 20’(deep/wide) x 30’(long) (ie. 2 booths are 20' x 60').  No tables, chairs or electricity is   provided with outdoor booths.   If you are using shades or tents be sure they are properly secured for windy conditions.

McGee Park staff will impose weight limits.  If your display requires NM DOT overweight highway permits please call.

Display equipment must be clean and in good condition with no hazardous material in tanks or on premises.  No leaking equipment will be tolerated.


Be courteous of your neighbors.  If you are running equipment and it is too noisy for your neighbors you will be required to turn it off.

Use cribbing for heavy displays so the pavement will not be damaged. 

Do not use stakes in the pavement.

Use wheel chocks as appropriate. 

Alcohol is not permitted in the display area or on the exhibit grounds.

Take down is on FRIDAY May 13.  Large display placed in front of the m  multipurpose building and convention center MUST be removed by noon on Friday May 13 to accommodate the next event.   For safety reasons if equipment is still in place after noon on Friday it must remain in place until Monday May 16.

INDOOR EXHIBITOR INFORMATION

Indoor Exhibitors will check-in on Tuesday, May 10, 2016.  Display booths are 10’x10’ (ie. 2 adjacent booths are 20' long and 10' deep) and have back and side draping, one skirted table and two chairs and a company identification sign.  Aisles are carpeted but individual booths are not.  If you need carpeting in your booth coordinate with CSS.  Their service kit is on the website.

If your exhibit is longer than 10' you must purchase additional booths.

Exhibitors with large items/displays must be ready to check-in at 8am.  Those items will be first to move in and last to move out.

Inside booths are provided with one electrical outlet.  Please provide your own extension cord and power strip if needed.

Engines can not be run inside the exhibit halls.


Items with gasoline tanks must have less than a quarter tank of gasoline in the tank.


Displays placed in the inside booth space shall not be higher than 10 feet and shall not protrude into the aisle.


No exhibitor shall assign, sublet or apportion the whole or any part of the space allotted, nor exhibit therein, nor permit any other person or party to exhibit therein, any goods, apparatus etc. not manufactured or distributed by the exhibitor in the regular course of business.


Booths in the Memorial Coliseum must be in place by 5 p.m. on Tuesday May 10.  Convention Center booths must be in place by 8 p.m. on May 10.


Alcohol is not permitted in the display area or on the exhibit grounds


Check-out will start at 2:00 pm on Thursday, May 12.

EXHIBITOR EXPECTATIONS

Exhibitors are expected to treat volunteer committee members with courtesy and respect at all times.  Directions from CSS staff and committee members are to be followed.
Attendance
All booths will be physically manned from 8 am until 4 pm on Wednesday May 11 and from 8 a.m. until 2 p.m. on Thursday May 12.

Name tags
All vendors and attendees are required to their wear name tags that are provided by Four Corners Oil and Gas Conference while in attendance at the show.

Removal of Exhibits
The exhibitor agrees that no display will be dismantled or goods removed during the entire run of the show until 2pm on Thursday.  As per signed contract Failure to comply will result in penalty of 25% of the total cost of the contracted exhibit space. Additionally, the exhibitor shall be prevented from showing in the next Four Corners Oil and Gas Conference.

ADMISSION, LUNCH & RECEPTION TICKETS

Tickets that have been bought or included in agreements or exhibit booths, will be tucked in name badges and available at McGee Park Monday May 9th until 10 a.m. on Thursday May 12th during conference check-in and during conference hours.  Please check in at the registration desk in the main office for your tickets. Name badges with lunch tickets will be available for early pick-up at the Farmington Chamber of Commerce April 25 through May 5.  Extra individual lunch tickets must be purchased by April 15, 2016. A LIMITED number of Individual lunch tickets will be available after April 15 for $25 each.

There is no admission fee to attend the seminars or the trade show,  but to reduce problems with the general public attending  it is necessary to pre-register to attend.  Please fill out the attendee registration form for each person attending the conference.  Lunch tickets are not included and are available for $15 each and must be purchased in advance by April 15, 2016.  All Conference attendees are required to wear their name badges provided by the FCO&GC.

The reception will be held on May 11th, from 4:30 pm to 7:30 pm on site at the High Desert Club.  This is an excellent opportunity to casually network with your fellow exhibitors, speakers and other attendees.     Reception tickets are available for sale prior to April 15 at  $25 per ticket. A LIMITED number of Reception Tickets will be available after April 15 for $35.   Reception Tickets are NOT included with booths or general admission tickets.


SHIPPING INFORMATION

Please read the Convention Services of the Southwest (CSS) service package, for shipping information it will be located on the website,.  CSS has a 30 day warehouse option for exhibitors. 

McGee Park has no warehousing capabilities.  They can not accept any items prior to APRIL 25, 2016.  UPS sized items will be kept in the main office. 

A $40 unloading fee will be charged if a forklift or personnel is need to unload items.  Arrangements for pick-up also need to be made. 

McGee Park will NOT be responsible for shipping items back.  CSS will do return shipping for a fee. 

UPS sized items can be shipped to McGee Park,  c/o OIL & GAS SHOW,  #41 Road 5568,  Farmington, NM 87401.  Be sure to include Oil & Gas Show and your assigned booth number in the address. Be advised that CSS will put all items shipped to McGee Park into the booths and charge a service fee.

If you have any questions or concerns regarding any of this information, please call us at 505-325-0279 or 505-787-0322

 

 

 

 

 

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