Exhibitor Resources

Exhibition Schedule 

Shipping Materials

If you need to ship materials to the venue, please follow the instructions below.

Exhibitors may send stationery or small packages directly to the hotel to arrive during the week of the event. All shipments must be clearly labeled with the following information:

• Event Name: LACPEC
• Event Dates: 09–11 June 2026
• Delivery Address:
  Windsor Barra Hotel – Service Entrance
  Rua Martinho Mesquita, 125
  Zip Code: 22.620-220

All materials must be addressed to: Mrs. Natalia Cabral – Commercial Events Department

Important Shipping Information

• All materials must be properly labeled with the event name and company name.
• Invoices (Nota Fiscal) must NOT be issued under the hotel’s name or tax ID (CNPJ). The hotel should only be listed as the delivery location.
• The hotel does not pick up or clear shipments from external locations. It only receives deliveries sent directly to its address.
• Shipments requiring payment upon delivery (COD) will not be accepted.
• The hotel does not handle outbound shipments under any circumstances.

The hotel and event organizers are not responsible for lost, delayed, or damaged shipments. Exhibitors are strongly encouraged to track shipments and plan accordingly.

Move-In and Move Out:

• Due to safety reasons, no open-toed shoes during move-in or move-out.  Violators will be asked to leave the exhibit floor.
• No pets on the exhibit floor.  Service dogs are approved with proper credentials.
• No one under the age of 18 on the show floor during move-in or move-out.
• No one under the age of 15 on the show floor on show days
• Anyone requiring access to the show floor during move-in/move-out must have an official show badge or a wristband.
• On show days, anyone accessing the floor must have an official show badge.
• No portion of any exhibit may be dismantled and/or removed before 1750 on Thursday, 11 June 2026.

Early tear-down, vacating or dis-mantling your booth is strictly prohibited. Failure to observe this rule will result in a fine of USD $1,000. Should an Exhibitor begin to dismantle or vacate its exhibit space before the official close of the show, the Exhibitor will be penalized ten (10) points from their priority point total, if applicable, invoiced USD $1,000, and be subject to loss of their right to participate in future SPE events. Floor managers/Exhibit Staff/Security Staff will report the names of companies in violation of this rule to Show Management. An email along with an invoice will be sent post-show, informing Exhibitors of their penalty, and Exhibitor will not be permitted to participate in future SPE events until all outstanding balances are collected. Exhibitors are responsible for notifying their booth personnel of this regulation. In fairness to all Exhibitors, this regulation will be uniformly enforced for all SPE Exhibitors.

Please see the full list of Rules and Regulations linked here.

Late Set-Up
If you plan to begin your tabletop booth set up after 1200 noon on Tuesday, 09 June please notify Show Management by 11 May 2026.  In order to avoid delays it is imperative that late set-ups order additional services needed prior to arrival onsite.

• All tabletop booths must be fully set by 1400 hours on Tuesday, 09 June 2026
• Set up on the morning of Wednesday, 10 June is NOT permitted for this event.

If the exhibitor does not notify show management of late arrival, said exhibitor will be presumed a no-show, and the exhibit space will be re-sold or made into a lounge area.

Click here to complete the Late Set-Up Notification Form

Tabletop exhibits provide a compact space for companies to showcase products, services, and literature.

Each tabletop space includes one (1) 1.80 m x 0.45 m draped table, two (2) chairs, and one (1) electrical drop. Exhibitors may bring tabletop displays, signage, and promotional materials that fit within the assigned space. No heavy equipment is permitted.

To maintain a professional environment for all participants:

• All materials must remain within the tabletop footprint and may not extend into aisles or neighboring spaces.
• Displays should be placed on top of the table. Floor-standing displays or equipment are not permitted unless approved by show management prior to arrival.
• Tabletop displays should not exceed 5 feet in height from the top of the table to avoid blocking sightlines.

All exhibit materials must be installed and removed according to the Schedule of Events. Show management reserves the right to request adjustments to any display that does not comply with these guidelines.

Rules and Regulations 

Photography/AV Recording Regulations

SPE is organized and operated exclusively to promote and further advance scientific and technical knowledge of offshore resources and environmental matters. To maintain the unparalleled technological experience, SPE must enforce a photography and videography policy that will protect the leading-edge technology showcased at the event. Please see the official Rules and Regulations to review the full policy.

PLEASE NOTE: Failure to abide by the above Rules and Regulations can result in a fine and/or loss of the right to participate in future SPE events.

Use the Exhibitor Hub to:

• Update your online company profile
• Access registration and the Exhibitor Services Manual
• Submit required forms and review show information

➡️ Get Started: Visit the Exhibitor Hub

Login Instructions:

• Click “Login” (top right corner)
• Select “Forgot Password/First Time Login”
• Enter your email and follow the password reset instructions (look for an email from “Events IdP” at noreply@personifyauth.com)
• Once logged in, click on the Exhibitor Hub tab at the top

⚠️ Note: Only primary, secondary, and invoice contacts listed in our system will have access. If you're unsure, email spe.events@spe.org.

CONTRACTED EXHIBITORS

Contracted Exhibitors receive a complimentary full listing, which includes:

• Company Name
• Booth Number
• Website URL
• Company Address, Phone Numbers
• Online Profile (limit 500 Characters)
• 6 Product Categories (online only)

COMPANY PROFILE

Your exhibitor profile is an attendee's first impression of your company, so it is very important to make sure this information is up to date and reads exactly as you wish for it to appear in your online listing. To get started, please log into the Exhibitor Hub using your unique, case sensitive password (If this is your first time logging in, please follow the steps below ). If you are in need of password assistance, please email SPE. Once you have logged in, click "Edit Company Listing" and then make your updates. It is imperative that you click on ‘Save’ regardless of whether or not changes are made, this will alert management that your profile has been reviewed.  

 
ADD CO-EXHIBITORS

The following may be added to your account as co-exhibitors:

• Sister company
• Parent company
• Division
• Manufacturing/Distributing Company
• Joint Venture

Co-exhibitors will receive a complimentary basic listing, which includes the items listed above.

To add a co-exhibitor, please submit the Co-Exhibitor Notification form.

INSURANCE REQUIREMENTS:

Exhibitor shall, at its own expense, secure and maintain insurance for the entire duration of the Event (move-in through move-out.)

All such insurance shall be primary of any other valid and collectible insurance of Exhibitor and shall be written on an occurrence basis. Claims made policies are not acceptable and do not constitute compliance with Exhibitor’s obligations under this paragraph.

• Comprehensive General Liability insurance with limits not less than $1,000,000 each occurrence, $2,000,000 aggregate, combined single limit for bodily injury and property damage, including coverage for personal injury, contractual, and operation of mobile equipment, products, and liquor liability (if applicable).
• Automobile Liability insurance (required if bringing automobiles into the show venue) with limits not less than $1,000,000 each occurrence combined single limit for bodily injury and property damage, including coverage for owned, non-owned and hired vehicles, including loading and unloading operators.

The Exhibitors comprehensive General Liability and Auto Liability insurance policies shall name as additional insureds (i) Society of Petroleum Engineers, and each of its direct and indirect subsidiaries and other affiliates and (ii) the Event Facility *Venue Name* (with no limitations).

Exhibitor’s Workers Compensation and Occupational Disease insurance will be in full compliance with all federal and state laws, covering all Exhibitor’s employees engaged in the performance of any work for the Exhibitor. All property of the Exhibitor is understood to remain under its custody and control in transit to, during the Event, and from the confines of the hall. If requested, copies of additional insured endorsements, primary coverage endorsements and complete copies of policies satisfactory to SPE, shall be promptly furnished to SPE. Certified copies of the Certificates of Insurance or policies shall provide that they may not be cancelled without 30 days’ advance written notice to SPE. The Exhibitor shall obtain a waiver of subrogation from the carrier of each policy described above and the carrier of each other policy that provides fire, explosion or any other risk coverage insuring the Exhibitor’s property, in each case releasing in full such carrier’s subrogation rights.

While Exhibitors are required to have insurance coverage, proof of said coverage is not required.