Sponsor & Exhibitor Resource Center

HR Houston’s 2019 Gulf Coast Symposium on Human Resource Issues on May 15-17, 2019 is just around the corner! To insure a successful event, please closely review the information below. If you have any questions, please email Jennifer Lane, SHRM-SCP, SPHR, Associate Director or call 713-426-2646.

Exhibitor Kit

Booth Furnishings
Shipping and Material Handling/Drayage
Labor and Equipment
Additional Show Services
        - Electrical Services
        - Air/Water/Drain/Gas
        - Internet and Telephone
        - Custom Cleaning
        - Booth Security
        - Parking Pass
        - Exhibitor Catering Menu
        - Audio Visual
        - Lead Retrieval
Payment Policy and Billing Authorization

Exhibitor Dashboard

Input your Company's description
Booth Staff Registration
Submit Payments / Download Invoices
Purchase additional options
        - Pre-Conference Attendee List
        - Post-Conference Attendee List
        - Additional Booth Representative
Conference Exhibitor Kit
Exhibitor Resource Center
Change Password

NOTE: Exhibitor ID and Password are required to access Your Exhibitor Dashboard.

 

Included in Your Booth

      1- 6’ skirted table, two chairs and wastebasket
      10’ x 10’ Booth located within the line of booths
      8’ tall back drape and a 3’ high side rail
      Booth Carpet
      Identification Sign (7” x 44”)
      Standard 120v electrical drop


Booth Number and Location

      Exhibitor Directory
      Solutions Center (Exhibit Hall) Floor Plan


Exhibitor Agreement

      Exhibitor Agreement


Venue Location

Solutions Center (Exhibit Hall D) of NRG Center at 1 NRG Park, Houston, Texas 77054 (off Kirby Avenue and McNee Drive) (MAP)
Driving directions to NRG Center (DIRECTIONS)


Preferred Hotel

Holiday Inn - Houston NRG Park Area is offering special conference rates of $159.00 per night, excluding taxes/fees, for Deluxe King or Double Queens. Offer expires 4/12/19.

Holiday Inn
Houston NRG Park Area
8111 Kirby Drive
Houston, TX 77054

Hotel booking can be done in one of two ways. See below for your options:

ONLINE
Symposium Exhibitors and Attendees may register online using the BOOKING LINK. Please note you will need to manually enter your arrival and departure dates, as this will not automatically populate. Once dates have been selected, the group block code "H9R" will appear to show you that you are booking within the reduced room rate group.

Click on "check availability" to view the room and rates. The group rate will reflect $144.00.

PHONE
Alternatively, Symposium Exhibitors and Attendees may call the Holiday Inn Central Reservation Team at 1-866-644-0370 and provide the group block code "H9R" when making hotel arrangements.

For other lodging close to NRG Center, CLICK HERE.


Parking

Please review the following parking information below.

  • Exhibitors are not charged for parking on Tues., May 14th for move-in.
  • Parking during the Event: From Wed. at 7:00a until Thurs. at 2:30p
    • Park in the RED LOT
    • Rates:  $12 per day (no in-and-out privileges); paid at the booth on entry to NRG; CASH only.
    • Parking Passes $30 for the conference (unlimited in-and-out privileges.)
      You may purchase Parking Passes from the Exhibitor Kit, under Additional Show Services.

Times for Move-In and Move-Out

Move in and set up will be permitted ONLY during the hours of:
      Tuesday, May 14          2:00 pm to 7:00 pm
      Wednesday, May 15
   6:30 am to 11:00 am

Breakdown and Move-Out
      Thursday, May 16        2:30 pm – 5:00 pm

IMPORTANT:
Early breakdown is not permitted by the Exhibitor contract. Exhibitors who ignore this commitment are subject to financial penalties which will be strictly enforced.


Loading and Unloading

When portage is handled through GES, exhibitors will park in the "Dock D” area behind Hall D. After unloading, vehicles should be moved to the RED parking lot.

When the Solutions Center (Exhibit Hall) is open, there is NO ACCESS by way of the Loading Dock.  All exhibitors MUST enter from the front of Hall D and check-in at Exhibitor Registration.


Security in the Solutions Center (Exhibit Hall)

NRG provides overnight security in the Solutions Center (Exhibit Hall), but neither the facility, the Symposium nor HR Houston assume responsibility for loss or theft.

NOTICE: There will be monitored traffic passing through the Solutions Center (Exhibit Hall) when it is closed -- for the General Sessions on Wednesday from 11:00 am – 11:15 am.


Exhibitor Check-In

Exhibitors should check-in in front of the Solutions Center (Exhibit Hall D) on Wednesday to receive their name tags, conference program and bag. Exhibitor representatives who are rotating in and out of a booth will also need to report to Exhibitor Check-in whenever they arrive or depart.


Badges Are Required to Gain Access to the Conference

Yes, Exhibitors are required to be badged any time they are in the Solutions Center (Exhibit Hall) on Wednesday or Thursday.

Login in to your Exhibitor Dashboard before MAY 3, 2019 to register your booth representatives.

Pre-printed badges will be held for pick-up at the Exhibitor Check-in area. The individual reps should each pick-up their badge when they arrive each day and turn the badges in when leaving.


Number of Badge Holders with Booth Purchase

Exhibitor Packages
Your booth registration includes places for TWO representatives. You may purchase space for a 3rd or 4th representative at $175 each. A maximum of 4 company reps are allowed in any single booth at any one time. You may purchase these additional booth representatives from you Exhibitor Dashboard, prior to the event.
 
Sponsorship Packages
The maximum number of representatives in a Sponsor booth is included in your sponsorship and no additional may be purchased:

  • 10x10 booth spaces are allowed a maximum of 4
  • 10x20 and 20x20 are allowed a maximum of 6

Rotating Booth Personnel

Yes, you are allowed to rotate your representatives in and out of your booth.  Your company is issued a number of Badge Holders based on the criteria described above.  

To facilitate rotation of your representatives, badges are printed and traded in-and-out of the available Badge Holders as reps come and go. If you plan on rotating representatives in and out of your booth, you may find it most efficient to register anyone who you think might be a representative in your booth.


Badge Pick-Up and Drop-Off

Your exhibitor badges are valuable! We recommend that your reps turn in the badges at the Exhibitor desk whenever representatives leave the Solutions Center (Exhibit Hall)—especially on Wednesday night. Instruct your incoming reps on Thursday morning to pick up the badges at Exhibitor Check-in.

Your representatives will be limited on access to the Solutions Center (Exhibit Hall) based on the available badge covers issued to your Company.
 
IMPORTANT: Badge Covers are "tickets” to the Solutions Center (Exhibit Hall) and have a face value of $175. The Symposium committee reserves the right to charge $175 for replacement badge holders.


Conference Schedule

For a complete conference schedule, CLICK HERE.


Food and Beverages

      Wednesday, May 15  Lunch with Keynote Session 11:15 am-1:00 pm (badges are required for entrance)
      Wednesday, May 15  Reception in the Solutions Center w/ Drinks and Passed Appetizers
                                          (drink tickets will be delivered to your booth on Wednesday after 3:00 pm) 4:15-6:00 pm
      Thursday, May 16      Box Lunch with Keynote Session 11:15 am-12:45 pm (tickets delivered to booth by 10:00 am)

A separate Exhibitor Lounge area is available at the end of Aisle 100 near the Relaxation Station with beverage service provided throughout the show.


Serving Food and/or Beverages From Your Booth

All food and beverage services MUST BE sourced through NRG Center’s exclusive caterer, Aramark Food Services. To access the Order Form for purchasing food/beverages for distribution from your booth, go to the Exhibitor Kit.  If your company is planning on bringing in your own food/beverages for distribution, you MUST CALL for approval by Aramark--Renee Surette at 832.667.2420.


Attendee Lists

All exhibitors receive a .PDF electronic list of the Symposium attendees’ mailing information post conference. You have the option of ordering an EXCEL electronic version of the list for a fee. Two lists are available.

  • Pre-Conference List             Price $100
    Sent by email in an Excel format on February 28, includes all attendees registered by March 4, with no updates provided.
  •  Post-Conference List           Price $150
    Sent by email in Excel format no later than May 21, includes all registered attendees.

Both lists include the name, title, company name and mailing address for all attendees. Email addresses are included for those who give permission at the time of registration.  NEW for this year, company size is also included in the data.

Visit your Exhibitor Dashboard for additional purchases.  NOTE: Lists are not available for purchase after June 1, 2019.


The Exhibit Hall Game

The Exhibit Hall Game is the conference game used to encourage traffic in the Exhibit Hall. The prizes that are featured are truly incredible!  Sponsors are automatically included in the game and a limited number of spaces offered for sale to Exhibitors. NOTE: There are a limited number or available spaces on the Game Card. Spaces sold on a first come, first serve basis.

How the Game Works:  Each attendee is given a Game (bingo) Card with a company name displayed in each square.  Attendees must visit the booths shown on the game card in order to obtain a sticker.  All squares must be completed in order for attendees to participate in the Grand Prize Drawing for the two large prizes. Drawing in the Exhibit Hall on Thursday at 2:15 pm.

  • All game materials are provided to the participating organizations on-site before the Solutions Center (Exhibit Hall) opens on Wednesday.
  • If your booth has a square on the conference Game Card, you must have a booth representative present at all times to sticker on attendee game cards.

Prize Drawings from Our Booth

To encourage traffic and conversations with prospective customers, you may feature prize drawings at your booth. Some important details:

  • The names of the winners of booth prizes should be posted at your booth at 1:00 pm am on Thursday, May 16.
  • Instructions in the Conference Program will direct participants to visit booths prior to the closing of the Solutions Center (Exhibit Hall) to ascertain if they’ve won prizes.
  • Because of the size of the Solutions Center (Exhibit Hall), participants may not be able to revisit all booths.
  • Your organization is responsibility for notifying prize winners and delivering unclaimed prizes following the event.
  • Because of the badge bar codes, attendees may not carry business cards, so you may want to have options for them to register for the drawing.

Opportunities for Me to Gain Exposure for My Company

Free expanded listing in the conference program and online through the conference website.

All exhibitor and sponsor companies will displayed with company name, address, telephone number, internet address and a description under the business specialty headings in the following three ways:

  • On the Symposium website pre-conference
  • In the Symposium Program distributed to all paid conference attendees at check-in
  • On HR Houston’s Marketplace section at www.hrhouston.org for the next 12 months.

To submit a 65-word Company description, login to your Exhibitor Dashboard. The DEADLINE to submit is April 6th.


Social Media

Facebook
Twitter
Instagram
LinkedIn
YouTube


Event Widgets

Add one of these WIDGETS to your signature line to let attendees know that you will be there!


Lead Retrieval Services

Increase your lead efficiency by utilizing American Tradeshow Service’s lead retrieval solutions.  Gain immediate access to your prospects’ data and perform quicker follow-ups with your leads.  Order form and details available in the Exhibitor Kit under additional services.


Silent Auction

HR Houston is pleased to host a Silent Auction in conjunction with this year’s Symposium.  All proceeds raised from the Silent Auction will be donated to the SHRM Foundation.  DEADLINE for donations is April 12, 2019.  To learn more about the auction, CLICK HERE.


Additional Marketing

HR Houston offers additional opportunities for companies to promote their products and services. Some are associated with Symposium, others are available year-round—including Rotating Banner Ads on www.hrhouston.org; Marketing Email Blasts for special announcements. To learn more, CLICK HERE.