Exhibitors: 2025 AI in Oil & Gas Conference

Staff Registration
You should have received an email from Laura Jimenez with the registration links for your staff and client passes.

A person does not need to be registered to come during setup hours.

Everyone must be registered to attend the conference, even if they are only manning your exhibit. Each staff pass is valid for one person to attend both days of the conference. We are unable to accommodate the sharing of passes between 2 people. If you need to change a pass from one person to someone else, please email Pam and Laura and we will take care of that for you.

Let me know if you need additional passes for staff members and I can provide those to you for $500 each.

All staff passes must be registered by 5:00pm CST, Friday, April 4^th. Any staff member who shows up and is not registered will not be able to enter the exhibition or conference areas. We apologize for any inconvenience.

Shipping
Please label any packages sent to the hotel in advance as shown below. Not following these instructions may result in a delay in your packages being located.

Packages may arrive at the hotel beginning March 31, 2025.

AI in Oil & Gas
Name of Person Collecting Packages/Company Name
Nicko Serna
Hyatt Regency Houston West
13210 Katy Freeway
Houston, TX 77079

Package # __ of __ (please include this even if you are only sending one package)

Packages will be delivered to the exhibit area for set-up.

After the event, you will need to schedule a pickup with your carrier. Carriers will go to the front desk to collect packages being shipped out.

Exhibitor Set-Up
Set-up is scheduled for Monday, April 7^th, from 2:00pm – 4:00pm. Please let me know if you are unable to make it during this time so we can try to make other arrangements for you.

If you are having an outside company set-up your exhibit space, please let me know about this as soon as possible. We will have to have the setup approved by the hotel in advance of the conference. I will need to know who to contact regarding your booth.

You will be able to bring items in from the parking garage behind the through the doors directly into the hotel. Please bring your own cart, trolley or dolly if you need one. The hotel does not have a supply for us to use.

When you enter the hotel doors, walk down the hallway, and turn left when you come to the larger opening.

Internet, Power, AV Needs
Complimentary WIFI will be available but is only browsing bandwidth. If you plan to run a demo or stream anything from your booth you will need to order dedicated internet. Otherwise, the WIFI will not work for attendees.

To order dedicated internet, power, rent monitors or other av equipment, please contact:

Arthur Glanville
Director of Audio Visual and Creative Services
Arthur.glanville@avmediainc.com
(281) 977-6902 – Office
(832) 531-4648 - Cell

Please place your order as soon as possible to ensure they have everything you need ready for setup.