Exhibitor Resources

Exhibition Schedule 

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
• POV’s – Someone must remain with the vehicle at all times while at the loading dock.
• 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.
• If bringing oversized/large equipment, please notify show management so that special arrangements can be made to allow access for transport to your booth space.
• No portion of any exhibit may be dismantled and/or removed before 5:00 p.m. Wednesday, 19 November 2025
• 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 above.

PARKING AND LOAD IN INFORMATION
Click here for directions to load in zone

Late Move-In
If you plan to begin your booth set up after 15:00 on Monday, 17 November 2025 please notify Show Management by 17 October 2025.  In order to avoid delays it is imperative that late set-ups order services or furniture prior to arrival.

• All booths must be fully set by 17:00 on Monday, 17 November 2025.
• Set up on the morning of Tuesday, 18 November 2025 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 Move-in Notification Form

As an exhibitor, you will receive the following:

• Two complimentary registrations (2) per 100 square feet of contracted exhibit space.
  • Exhibitor registration includes admittance to the Technical Sessions, Lunches, Coffee Breaks, Reception and one code for the digital proceedings.

• Exhibitors may purchase up to four (4) paid exhibitor registrations per 100 square feet of contracted exhibit space at the USD 250 rate.  Paid exhibitor registration will include the same access as complimentary registrations.

For additional information or questions, please contact  our SPE Registration Team.

Click here to Register

HOUSING

Accommodations are NOT included in the registration fee, nor do we have an event hotel block. However, there are several hotels within 5 miles:

• Candlewood Suites Midland SW – 1.7 miles from Bush Convention Center
• Best Western Plus Midland Suites – 1.9 miles from Bush Convention Center
• Hampton Inn Midland South – 1.9 miles from Bush Convention Center
• TownPlace Suites by Marriott Midland South/I20 – 2.1 miles from Bush Convention Center
• Comfort Inn Midland South I-20 – 2.2 miles from Bush Convention Center
• Wyndham Garden Midland – 2.9 miles from Bush Convention Center
• Avid Hotel Midland, an IHG Hotel – 2.9 miles from Bush Convention Center
• Baymont by Wyndham Midland Center – 2.9 miles from Bush Convention Center
• Home2 Suites by Hilton Midland East – 3.1 miles from Bush Convention Center
   

FULL LIST OF AREA HOTELS

Directions and Parking

GUEST INVITATIONS
Invite existing or potential clients to visit you at the 2025 Permian Basin Energy Conference.

Exhibiting companies will receive two (2) complimentary Guest Invitations per 100 sq. ft. of exhibit space purchased. Invitations are for one day only and will allow your guest to access the exhibit floor.  Guest invitations are not to be used for your employees/staff/EACs or for any other company’s employees/staff/EAC exhibiting at this show. This policy will be heavily enforced.  Violating the guest invitation terms can result in a reimbursement penalty and loss of priority points. Multiple violations can result in the inability to exhibit at future SPE shows.

ADDITIONAL GUEST INVITATIONS

• Guest Invitations (above your complimentary allotted number) for 2025 Permian Basin Energy Conference must be pre-purchased.
• Please make sure you use your 2 complimentary passes before purchasing additional ones. Purchased Guest Invites are non-refundable.
  • Cost of additional Guest Invites - USD 75 each.

Guest Invitation Registration

For registration or guest invitation assistance, please contact the SPE Registration Team

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.

• Booth Specifications
• 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.

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. 

For the 2025 PBEC event, EACs are not required to pay the EAC administrative fee. However, submission of required paperwork is mandatory. Please review the information below carefully and follow up with us to confirm receipt of all documents to ensure access to the show floor.

Contractors

If you’ve been hired to build or design booth space at this event, you must:

• Complete and submit the EAC Agreement by 30 October 2025
• Upload a Certificate of Insurance (COI) using the designated link on the EAC Agreement. (See Sample for Required Coverage) please do not email COIs to SPE or Freeman.

If you need to add additional companies later, please revisit this section and submit a new request via the online form. Please do not email additional requests directly to our inbox.

Show Floor Access

• During show days:
  EACs must be registered and badged. Please contact the exhibiting company to register your staff using their complimentary badges.
• During set-up and tear-down:
  Badges are not required. Staff must check in at the freight door each morning to receive a colored wristband and present a government-issued photo ID.

⚠️ Failure to follow these procedures may result in delayed or denied access to the show floor.

Official & Exclusive Contractors

• Freeman is the Official Show Decorator and is exempt from the above requirements.

For insurance and safety reasons, Exclusive Contractors listed in the Official Exhibitor Services Manual must be used for the following services:

• Catering
• Electrical
• Rigging
• Plumbing