Exhibitor FAQs
How do I Become an Exhibitor?
It is great to hear you are interested in joining us as an exhibitor. Please click here to submit your interest and connect with a member of our Sales Team. We will follow this up by getting in touch with you to discuss the options available.
How can I Sponsor Something at OE?
If you are interested in taking a sponsorship slot, please contact a member of the sales team. Thier details can be found here.
Exhibitor Portal
What is the Exhibitor Portal?
The Exhibitor Portal is the hub of information all exhibitors will need to access to take part in the event. The main exhibitor contact would have received an email from 'The Offshore Europe Team' with a link to create a unique login and password. In the portal you can update your website listing, order exhibitor badges, complete your printed directory listing, and access the Exhibitor Manual.
If you have any further questions please contact our customer service team.
What is an Exhibitor Listing?
Your exhibitor listing is your company’s profile on the exhibitor list. Depending on your package, you can add information including company logo, description, product categories, press releases, videos, photos and much more! It is a great way to generate leads, and promote your company before, during, and after the event.
Do Sharers Have an Exhibitor Listing and Access to the Exhibitor Portal?
Yes, sharers registered with us will receive their own Exhibitor Portal login and a separate listing in the directory.
How do I Register for Exhibitor Badges?
Login to the Exhibitor Portal to order exhibitor badges in advance of the show.
All stand personnel must be registered in advance of the event.
Guides for ordering your exhibitors badges can be found on this page.
If you have any issues please contact our customer services team online.
Can Contractors Have a Pass for the Duration of the Show and do they Need to Pre-Register?
Contractors will be issued with wristbands by security which will be valid for the buildup and breakdown periods only.
Information is available in the Exhibitor Manual, accessible through the Exhibitor Portal.
Who can I Contact if I Need Help With the Exhibitor Portal?
If your question is not answered in the Portal Guide, please contact the Customer Services Team online
Exhibitor Manual
What is the Exhibitor Manual?
The Exhibitor Manual is an online tool for exhibitors to plan, organise and order services for their stand. It details the Official Suppliers to contact; service and package order forms; important details on Stand Build Regulations & Health & Safety Guidance for a safe and successful show. All this information, should be passed on to an exhibitor’s appointed stand contractors (as applicable).
The Exhibitor Manual is available via the Exhibitor Portal.
How can I Access the Exhibitor Manual?
The Exhibitor Manual is available through the Exhibitor Portal.
If you need assistance, please contact our customer service team online
Your stand
Do I have Stand Space or Shell Space?
Your contract will confirm if you have booked a ‘space only’, or ‘shell’ stand.
If you have booked ‘space only’, the proposed stand design must be submitted to the organisers for approval, and services to the stand ordered using the Exhibitor Manual e.g. electrics and furniture etc.
If you have a ‘shell’ stand, a modular stand will be built for you, and additional services can be ordered using the Exhibitor Manual.
What is Included in a Shell Scheme Package?
When you book a shell scheme stand the frame, walls and ceiling of the stand are built for you and carpet is laid.
More information is available in the Exhibitor Manual or you can contact our sales team.
Please note furniture and electrical sockets are not included. Please order through the Exhibitor Manual.
What is SmartSpace?
SmartSpace is the design & build service provided by Reed Exhibitions to help exhibitors maximise their presence at the show. SmartSpace provides a full turnkey service, which means that everything you need for the stand is taken care of, so when you arrive on the stand, all you need to do is put out your products and brochures.
If you would like more information on SmartSpace please contact your account manager their contact details can be found here.
Is Power Included on the Stand?
Shell Scheme stands come ready equipped with spotlights and if you have booked a furniture package you will also have a socket installed.
If you have any other requirements, further orders are available in the Exhibitor Manual accessed via the Exhibitor Portal.
Will Official Contractors be Onsite All Week?
Representatives of all key contractors will be available throughout the build-up of the exhibition.
Full details are available in the Exhibitor Manual accessed via the Exhibitor Portal.
Ordering Equipment/Services
How do I Arrange Lights and Electricity if I don’t have a Furniture Package?
You will be able to order electrics from official show electrical contractor, via the Exhibitor Manual.
Exhibitor Manual is accessed via the Exhibitor Portal.
Where can I Order Furniture for my Stand?
A variety of furniture options for both shell scheme and space only stands are available.
Full details are available in the Exhibitor Manual accessed via the Exhibitor Portal.
How can I Order Furniture Onsite?
Many show contractors will have very limited stock available on site, so to avoid disappointment and to have your preferred option, please order in advance using the Exhibitor Manual.
How can I Order a Telephone Line/ Fax/ Internet Connection?
Information is available in the Exhibitor Manual to enable you to place your order prior to the show.
Full details are available in the Exhibitor Manual accessed via the Exhibitor Portal.
Can I Order Plants/ Flowers on site for my Stand?
Information is available in the Exhibitor Manual to enable you to place your order prior to the show.
Full details are available in the Exhibitor Manual accessed via the Exhibitor Portal.
Can I Book Meeting Rooms?
Once our conference program has been finalised we will begin taking bookings for our meeting rooms. If you would like to book a room at the event please contact your sales representative.
How can I Rent Lead Retrieval Device to Capture Visitor Details?
Once registration is live you will be able to use the ‘Order Scanner’ link on the right hand side of the homepage in the Exhibitor Portal.
What Should I do with Empty Packing Cases?
There will be onsite storage available for empty packing cases.
Full details are available in the Exhibitor Manual accessed via the Exhibitor Portal.
Can I Make Announcements Over the PA System?
No, the PA system is used for emergencies and conference announcements only.
Freight & Shipping
What are the Freight, Shipping and Lifting Instructions?
The freight, shipping and lifting instructions are available in the Exhibitor Manual accessed via the Exhibitor Portal.
Can I Arrange for a Package to be Couriered to the Event?
Yes, exhibitors are able to courier packages to the venue.
When at the Show, Can I Send Letters/ Parcels via Freight Contractors?
No. You will need to call your chosen courier and arrange a pick up.
Finance
I Need to Talk to Someone About my Invoice and Paying for my Stand. Who Do I Direct My Enquiry to?
Please direct all questions about payments, billing and invoicing via email to your respective sales person
Do I Have to Have Insurance to Exhibit at the Event?
All exhibitors must be covered by a minimum of £2million public liability insurance. If you have your own insurance cover, we can waive the fee of £130 from your contract. Please get in touch with your account manager who will be able to send the relevant form to be completed, their contact details can be found here.
Visas
I am Travelling to Aberdeen from Abroad – do I need a Visa?
If you are visiting Aberdeen from overseas you will require certain documentation and possibly a visa.
More information on visas
I need a Visa Letter for my Visa Application, can you provide one?
SPE Offshore Europe offers a visa letter service to all registered exhibitor delegates. The letter is intended to support your visa application, we have no influence over the visa application process and can be downloaded by your company administration through the Exhibitor Portal. Please reach out to your team member managing the Exhibitor Portal.
Can't find what you're looking for?
Most of the common FAQs are listed above, however, if you can't find the answer you are looking for, please contact our Customer Services Team who will be happy to help.