Exhibitor Manual

Home - Exhibit & Sponsor-Exhibitor Manual

Please review the list of official contractors, deadlines, and display rules and regulations.

For exhibition logistical questions or assistance, please contact CCUS show management: Teresa K. Dallis, CEM or 918.497.5517.

For exhibitor registration, booth invoicing and payment assistance, please contact CCUS show management: Tamra Campbell or 918.560.9434.

DEADLINES

Official Contractors
General Services Contractor, Material Handling: Freeman
Audio Visual: Freeman AV
Catering, Food and Beverage: Levy
Cleaning: George R. Brown Convention Center
Electrical, Internet, Data Networking, Plumbing: SmartCity
Floral: Florabunda
Lead Retrieval: TPNI
Security: Kay Resources

 

2025 Booth Information
Carpeting is only required if you are building a custom booth. The ballroom is carpeted. Please review the display rules and regulations below the deadlines. Each 10’x10’ inline booth will be set with 8' high black back drape, 3' high black side dividers, and one 7" x 44" one-line identification sign. Booths larger than 300 square feet may receive a one-line identification sign upon request only.

ASAP 

Brand Builders
Contact: Sue Ellen Rhine (Companies A-K) or Tracy Thompson (Companies L-Z)
Brand Builders are a great way to bring visibility to your company and drive traffic to your booth.
Order Online

Coming soon

Carpet, Furniture, Accessories, Graphics, Monitors, Projectors, Microphones (Discount Deadline)
Contact: Freeman Exhibitor Support (888) 508-5054
Coming Soon

1/31/25

Booth Renderings  *Required if building a Custom Booth
Contact: Teresa Dallis

Liability Insurance Certificates Due *Required by all Exhibitors
Submit your Insurance Certificate through the Online Form
As a standard requirement for all our show exhibitors, it is necessary for you to carry general liability coverage from an insurance company in good standing with minimum policy limits of $1,000,000 per occurrence and $2,000,000 aggregate. Insurance Coverage is not optional. If you do not have proper insurance coverage, Rainprotection offers temporary coverage for purchase. 
Contact: sales@rainprotection.net or Order Online

Emergency On-site Contact Form *Required by all Exhibitors
Please name an authorized contact person or persons who will be on-site during move-in, exhibition open hours, and move-out. They will be responsible and authorized to discuss and resolve any situation that may arise concerning your exhibit and make all necessary decisions.
Online Form

Exhibitor Appointed Contractor (EAC) Contact & Indemnification Form *Required by EAC's Only
Online Form

2/3/25

Program Book
Advertising Reservation Deadline
Contact: Sue Ellen Rhine (Companies A-K), L-Z Tracy Thompson (Companies L-Z)
Contact the CCUS Sales team 

2/7/25

Housing 
Please book your rooms directly with the hotels using the Accommodations link. New hotel reservations must be reserved by 7 February.
Accommodations

2/10/25

Catering, Food and Beverage (Discount Deadline)
Contact: Levy, Renee Surette or 713-853-8175
Catering Menu
Order Form (PDF) 
*Reminder no popcorn allowed.
No outside food or beverages are allowed. All outside food and beverage (giveaways, samples, gifts, etc.) must be approved by GRBCC 30 days in advance. Outside alcohol is not permitted to be stored or served on premises.

Program Book
Advertising Materials Due
Contact: Sue Ellen Rhine (Companies A-K), L-Z Tracy Thompson (Companies L-Z)
Submit to the CCUS Sales team 

Program Book
Date of Inclusion for Company Name and Booth Number 
Contact: Tamra Campbell

2/14/25

Electrical, Internet, Data Networking, Plumbing (Discount Deadline)
SmartCity
Contact: Tammy Clark or 888-446-6911
FAQ Exhibitor Ordering Guide 
Order Online 

2/20/25 Lead Retrieval (Discount Deadline)
Contact: TPNI or 781-688-8000
Order Online or Order Form (PDF)

2/24/25

Cleaning
George R. Brown Convention Center
Contact: GRB Exhibitor Services or 713-853-8907
Order Online

Floral and Plants
Contact: sales@florabundatx.com or 713-222-6666
Order Form (PDF)

Security 
Contact: Danny Kay or 281-989-7740
Order Form (PDF)

Display Rules are developed from the IAEE Display Rules and Regulations. The purpose for these guidelines is to create and promote consistency. The goal is to provide exhibitors and contractors with all the necessary information to properly design and build exhibits, plan layouts as well as content.

Height Restrictions

Per Show Management Event standards, all booths are held to the height restrictions listed below. Should a booth design exceed the height listed below, Show Management approval is required. You can submit a Height Variance request. 

  • Linear (In-Line) = 8’ (2.44m)
  • Corner (In-Line) = 8’ (2.44m)
  • Perimeter = 12’ (3.66m)
  • Split Island = 16’ – 20’ (4.88m – 6.10m)
  • Island = (6.10m)

Linear (In-Line) Booth

Arranged in a straight line and have neighboring exhibitors on either side leaving only one side (front) exposed.

Dimensions

Booths are in 10ft (3sqm) increments.

10’x10’ = 100 total square feet

3mx3m = 9 total square meters

Back Drape height of 8’ (2.44m) with side drapes of 3’ (.914m)

Use of Space

Regardless of size: (10x20, 10x30), display materials should be arranged in such a manner so as to not obstruct Line-of-Sight to neighboring exhibitors. The maximum height of 8’ (2.44m) is allowed only along back wall or in rear half of booth space. The height limitation for display materials in the front half (up to 5’) are limited to 4’ (1.22m).

Corner Booth/Stand

Corner Booths are at the end of a series of in-line booths with exposure to intersecting aisles. Same guidelines apply from Linear Booths.

Perimeter Booths

A perimeter booth is a Linear (in-line) Booth that backs to an outside wall of the exhibit facility rather than to another exhibit. Same guidelines apply from Linear Booths except that a typical maximum back wall height is 12’ (3.66m)

Island Booth

Island Booths/Stands are any size booth exposed to aisles on all four sides.

Dimensions

An Island Booth is typically 20’ x 20’ (6.10m x 6.10m) or larger, and can be in different configurations.

Split Island Booth

Split Island Booths share a common back wall with another Booth. The entire cubic content of this booth may be used, up to the maximum allowable height, without any back-wall line-of-site restrictions. A typical maximum height range allowance is 16’ to 20’ (4.88m to 6.10m) including signage. The entire cubic content of space may be used up to the maximum allowable height. Double-sided signs, logos and graphics shall be set back 10’ (3.05m) from adjacent booths.

Show Management reserves the right to restrict or remove exhibits and/or exhibitors in violation of any below:

  • All activities must be confined to your assigned booth space.
  • Unfinished portions of pop-up displays must be covered. Pop-up framework, raw wood or cardboard wings must be painted or appropriately covered if visible from another booth.
  • Decorations, signs, banners, and similar materials may not be taped, nailed, stapled, or otherwise fastened to ceilings, doors, walls, glass, columns, painted surfaces, fabric, or decorative walls.
  • Adhesive-backed decals are NOT permitted to be distributed or used inside the Convention Center. Labor costs to remove adhesive stickers and decals will be charged.
  • Confetti, glitter, or rice is prohibited within the facilities. Exhibitor will be responsible for any labor and materials required for clean-up resulting from violation of this policy.
  • The use or display of cascarones (Confetti-filled eggs) is prohibited. Exhibitor is responsible for any labor and materials required for clean-up resulting from violation of this policy.
  • Surface Protection – all contractors/exhibitors must use the utmost care to protect ALL surfaces in the facility from any and all damage. Protection may include padding, the use of non-marring products, visqueen, plywood, rubber bumpers and tires, and proper supervision. The use of transfer tape is strictly prohibited on all surfaces within the facility.
  • When installing carpet or floor covering in the exhibit space, specific tape has already been approved by the facility and must be used or repair damages may be applied to the Exhibitor and/or appointed contractor. Questions about the type of tape to be used should be directed to Freeman.
  • Contractors (EAC) and/or exhibitors must provide complete protection from paint and paint products in ALL AREAS of the facility including the exhibit floor. Under no circumstances may spray paints, airless sprayers, power sprayers/painters, airbrushes or similar tools be used within the facility without written consent from the facility management.
  • Helium balloons are NOT allowed in any part of the convention center, either for display or for sale, or for gifts. For decoration purposes, air-filled balloons may be used. Exhibitors must inform Show Management in advance to gain approval for such decoration. The convention center reserves the right to remove any helium-filled balloons at Exhibitor’s expense.

Line of Sight Rule

Basic Principal: The neighbor to your left and right has the same opportunity for an attendee to see their exhibit as they walk across or down the aisle as they can with your exhibit. An exhibitor is not allowed to obstruct their neighbor’s exhibit by putting tall items in towards the front of the booth space such as:

  • TV Monitors
  • Roll-Up Banners
  • Large Literature Racks
  • Book cases
  • Display cases

Floor Covering/Carpet

The ballroom is carpeted. Floor covering is not required unless you are building a custom stand to protect existing facility carpet. Additional floor covering is not included with your booth space fee.  

Canopies and Ceilings

Canopies, including ceilings, umbrellas and canopy frames can be either decorative or functional (shading computer monitors from ambient light or to allow for hanging products). Canopies for Linear (In-Line) booths or Perimeter Booths should comply with Line-of-Sight requirements.

The bottom of the canopy should not be lower than 7’ (2.13m) from the floor within 5’ (1.52m) of any aisle. Canopy supports should be no wider than three inches (.08m). This applies to any booth configuration that has a sight line restriction, such as a Linear (In-Line) booth.

Storage

Fire regulations prohibit storing products, literature or empty packing material and/or containers behind back drapes. Exhibitors may store a limited supply of literature and product (appropriately) under a draped table or in a cabinet within their booth.

Please DO NOT store empty boxes, crates behind booths where visible or where electricians are not able to access electrical boxes. Please keep space behind back drape wall as clean and free from debris as possible to stay in compliance.

Booth Renderings

Show Management requires that all exhibitors with booths larger than 300ft₂ (or any exhibitor building a custom stand), must submit the rendering with line drawing details including specs for final review and approval. This rendering needs to include a list of materials to be approved by the venue and fire marshal as well. If you have any questions or need further information, please email Teresa K. Dallis tdallis@seg.org

All primary contacts listed on the Space Agreement will receive an email from customerservice@tpni.com that including the following details and information:

  • Total number of complimentary registrations for the conference
  • A direct link with access to the Exhibitor Portal to register exhibit staff and employees
  • Login credentials to access the exhibitor portal

Within the Exhibitor Portal, exhibitors are able to access the account, add registrations, change names or information and print out an up-to-date list of exhibitor personnel registered.

Login credentials are emailed from customerservice@tpni.com, please add this email to your address book to reduce the chances of the email being caught by spam or junk filters.

Please contact Tamra Campbell if you have not received your credentials or have questions about registration.

If your organization is planning to have more than 10 people attend that will need Full Convention Registrations, please consider Corporate Group Registration.

Inform and educate the CCUS attendees with high-visibility marketing options that will build your brand and increase traffic to your booth!

Digital Marketing Assets

We encourage all exhibitors to use the various Official CCUS digital ads, images, and logos to promote your presence and participation in CCUS – we appreciate your support! Download 

Program Book Advertising
Every attendee and exhibitor at CCUS will receive the Program Book. Used as a reference throughout the year, the Program Book is a handy guide for both attendees and their colleagues back in the office. Build your brand and drive booth attendance by advertising in the Program Book! 

Space Deadline: February 3

Material Deadline: February 10

Contact your sales rep or complete the brand builders form below.

Brand Builders
We offer a variety of options to promote your presence. Email blasts, social media posts, onsite signage and more. 

Brand Builders Order Form

Animals/Pets
No animals or pets are permitted in the facility except as an approved exhibit, activity or performance requiring the use of animals. Service animals are permitted. Show Management and Convention Center General Manager must approve exhibit, activity or performance requiring use of animals no later than (30) thirty days prior to the first day of move-in.

Children
Children under the age of 16 will not be allowed in the exhibit hall during setup or teardown. Children 13 and older will be allowed to attend the exhibition during regular exhibition hours if they are properly registered, wearing their badge and accompanied by an adult. During exhibition hours, children under the age of 13 will not be allowed into any activities within the exhibit hall unless they are young enough to be confined to a stroller, backpack or front pack.

Code of Conduct
Carbon Capture, Utilization and Storage Events are conducted for the benefit of interested parties to advance the science of geology, promote technology, and facilitate networking and collaboration between professionals within the world’s geosciences community.
CCUS values the participation of its guests and wants all event attendees to have an enjoyable and fulfilling experience. Accordingly, all attendees are expected to show respect and courtesy to other attendees throughout the conference and at all conference events, whether officially sponsored by CCUS or not.
To make clear what is expected, all attendees and guests, speakers, exhibitors, organizers and volunteers at any CCUS event are required to conform to the CCUS Code of Conduct. CCUS’s staff will enforce this code throughout the event.

Code of Conduct

Concealed and Open Carry Handguns
Possession of Firearms is forbidden in the Facility with the exception of the following: (i) licensed peace officers and licensed honorably retired peace officers, (ii) exhibitors and patrons during duly licensed gun shows and (iii) individuals licensed by the State of Texas to carry concealed handguns.
A “Firearm” is defined as any device designed, made or adapted to expel a projectile through a barrel or cylinder by using the energy generated by an explosion or burning substance or pressurized air or gas or any device readily convertible to the use.

Emergency Access Regulations/Requirements

  • Displays or exhibits must never interfere in any way with access to any required exit, block access to firefighting equipment or interfere with the normal operations of automatic extinguishing equipment.
  • All aisles must maintain 10 feet clear access.
  • No portion of a display shall obstruct any aisle or doorway.

Fire and Safety Regulations
The Houston Fire Marshal requires the adherence to fire safety requirements governing exhibits and displays in places of public or private assembly. All exhibits and displays are subject to inspection.

  • Flammable or volatile materials are prohibited within the Facility unless approved, in advance and in writing, by the fire marshal, and the General Manager.
  • Use of flammable compressed gas cylinders is strictly controlled within the Facility and generally prohibited. Non-flammable compressed gas cylinders must be secured to prevent toppling.
  • All decorations, drapes, signs, banners, table coverings and skirts, carpeting or similar decorative materials used must be flame retardant to the satisfaction of the fire marshal and are subject to inspection and flame testing by the fire marshal.
  • All exhibitors and contractors along with all other personnel shall comply with all federal, state and local fire codes which apply to places of public assembly.
  • Any booths that are completely enclosed must have a smoke detector within the enclosed area that can be heard outside the enclosed area. Multiple story (double-decker) booths must have a smoke detector on the ceiling of the first level.
  • If any enclosed or multiple (double-decker) booth is over 50 feet in length and holds more than 50 people, it must have at least 2 clearly marked exits. These must be approved by the fire marshal at least thirty days (30) prior to event.
  • No portion of the entrances, exits, corridors, passageways, halls, lobbies, stairways, escalators, aisles, driveways, sidewalks, ramps or other common areas shall be obstructed or used for any other purpose than ingress and egress. All doors shall have a clearance of at least ten feet (10’) on both sides with no physical obstructions. All exit doors shall remain unlocked during the event.
  • Storage of any kind behind the drapes or display walls or inside display areas is prohibited. All cartons, crates, containers and packing materials that are necessary for re-packing shall be removed from the show floor. Consideration will be given for the storage of crates outside the facility.
  • The use of all gas fire heating units; either portable or stationary shall meet the approval of the City Plumbing inspector and/or the Fire Marshal.
  • The use of liquefied petroleum gases (LPG) and/or propane and compressed natural gas (CNG) inside the building, tents or other areas is strictly prohibited, except for demonstration purposes when approved by the Fire Marshal. Maximum LPG allowed for exhibition purposes is a 16-oz non-refillable container.
  • All standpipes shall be kept clear and unobstructed at all times.
  • The Fire Marshal must approve the use of welding and cutting equipment for demonstration purposes.
  • Artificial lighting, such as lanterns and candles, etc. requires the approval of the Facility Management and Fire Marshal.
  • Motor vehicles are permitted in the exhibit hall areas strictly for purposes of loading and unloading freight. Unless the vehicle represents an integral part of a display, they may not remain parked in the exhibit halls. Display vehicles must conform to fire codes as they pertain to fuel tanks and battery connections. Display vehicles shall have no more than ¼ tank or five gallons of fuel in the tank, whichever is less. All fuel tanks shall be locked or effectively sealed, and at least one battery cable disconnected from the ignition system.
  • All exhibit vehicle key must be in possession of the Show Manager in case of Emergency.
  • A HFD Vehicle permit is required.
  • No propane cylinders permitted in any indoor exhibits.

If at any time a Fire Marshal deems that the display or actions of any service provider is dangerous to public safety; the service provider shall have the required changes made immediately.

Insurance & Indemnification

  • All exhibitors and Exhibitor Appointed Contractors are required to maintain their own insurance to cover all contingencies, including but not limited to fire, theft, property damage (especially in transit), business interruption, liabilities and worker’s compensation.
  • Exhibitors and Exhibitor Appointed Contractors are required to provide a COI with a minimum of $1,000,000 General Liability. CCUS should be named as an additional insured. 125 W. 15th St., Tulsa, OK 74119.
  • Each exhibitor and Exhibitor Appointed Contractor assumes the entire responsibility and liability for losses, damages and claims arising out of exhibitor’s activities on the Convention Center premises and will indemnify, defend and hold harmless Show Management and the George R. Brown Convention Center, their agents, and employees from any and all such losses, damages, and claims.
  • Neither Show Management nor the George R. Brown Convention Center maintain insurance covering the exhibitor’s or Exhibitor Appointed Contractor property or lost revenue and it is the sole responsibility of the exhibitor to obtain such insurance.
  • Each exhibitor and Exhibitor Appointed Contractor agrees to and shall defend, indemnify and hold harmless Show Management, the George R. Brown Convention Center and their respective Members, Officers, Directors, Agents and Employees from all costs, liabilities, claims, damages or expenses, including without limitation claims for personal and bodily injury or property damage, arising out of or associated with exhibitor’s use or occupancy of or exhibition in any part of the George R. Brown Convention Center, including without limitation any work done by or any act, neglect or omission of exhibitor or its employees, agents, contractors, and invitees in connection with such use, occupancy, or exhibition.

Licenses/Permits/Exemptions/Taxes

Exhibitors that anticipate selling a tangible product or rent real estate property at the event are responsible for acquiring and shall pay all costs of permits, including health and sales tax permits.

Labor/Exhibitor Work Rules

  • All decorating, display and material handling labor related conventions, trade shows, promotional displays and consumer shows is performed by Freeman, the assigned Official Service Contractor for CCUS.
  • Full time employees of an exhibiting firm or approved Exhibitor Appointed Contractors may install and dismantle their own respective company display.

Complete Labor Services and Jurisdictions can be found in the Freeman services online link.

Exhibitor Appointed Contractors (EAC)

Exhibitors must notify Show Management of their intent to hire an EAC to install, dismantle, maintain or provide outside services for their booth using the On-Site Contact and EAC Work Authorization form.

The EAC is required to complete the Exhibitor Appointed Contractor (EAC) Contact and Indemnification Form providing the following details:

  1. The name of the on-site supervisor during Move-in and Move-out.
  2. Valid certificate of Insurance (Requirements for insurance are listed under Insurance/Liability section of this document)
  3. Booth drawings and renderings

Failure to meet these conditions could jeopardize the non-official contractor’s ability to provide service to the Exhibitor.

Exhibitor Wrist Bands and Badges

Exhibitor Personnel and Exhibitor Appointed Contractors are required to wear wrist bands during Move-in and Move-out. CCUS name badges must be worn during show hours.

Wrist bands must be worn by all working personnel who enter the exhibit hall. Wrist bands may be picked up at the Security Desk on the dock by the authorized personnel provided through the On-Site Contact and Exhibitor Appointed Contractor form mentioned in the Exhibitor Appointed Contractor section.

CCUS name badges are required to be on the exhibition floor during exhibition open hours. Pre-registration is recommended, and name badges are available at registration desk. Refer to the Exhibitor Registration section for instructions.

The Exhibitor is responsible for obtaining insurance certificates and wrist bands for any non-official supplier who needs to get into the hall for any deliveries, pick-ups, equipment repair, etc.

Parking

The GRB offers several parking options.

GBR Parking Maps and Rates

Security Information

Security will be present throughout move-in and during the event. Entrance into the exhibition area is with proper badge and/or wristband during move-in prior to registration opening. This is an open-booth exhibition and the responsibility for safeguarding the space and property in it is your own. Neither Show Management or the George R. Brown Convention Center, the security contractor, Freeman or any of their officers, agents or employees assumes any responsibilities for your space or any property inside your exhibit booth.

  1. Exhibitor personnel are required to wear a CCUS issued badge and/or wrist band to gain access to the exhibition.
  2. No items or equipment – not even boxes or brochures – may be brought in or removed during OPEN exhibition hours while the show is in progress.
  3. Additional security can be ordered for your booth, please contact Kay Resources to make arrangements.

Sound & Noise Regulations and Music Copyright

  1. Sound equipment may be used in your booth so long as the noise level does not disrupt the activities of neighboring exhibitors. Speakers and other sound devices should be positioned so as to direct sound into your booth rather than aisles or other exhibits. Sound and noise should not exceed 85 decibels.
  2. You should be aware that music played in your booth, whether live or recorded, may be subject to laws governing the use of copyrighted compositions. ASCAP, BMI and SESAC are three authorized licensing organizations that collect copyright fees on behalf of composers and publishers of music. All copyright fees applicable to music or entertainment used as part of an exhibit are the sole responsibility of the exhibitor. The exhibitor must make required payment(s) directly to the applicable copyright agency.
  3. Show Management reserves the right to restrict or remove exhibits and/or exhibitors, which in its sole judgment, because of noise, inappropriately attired personnel, or any other reason, are or become objectionable or, which in its sole judgment, may detract from the character of the Convention. Neither CCUS nor Show Management, if other than CCUS, or any employee, agent, officer, director, or representative thereof, shall have any liability, whether to any exhibitor or otherwise, as a result of such restriction or removal.

Smoking and Tobacco

In accordance with the City of Houston Ordinance No. 2006-1054, smoking is prohibited at the Facility, with the exception of certain enclosed meeting areas designated by the General Manager, when used for private, invitation-only functions. The distribution or sale of tobacco products is strictly prohibited in the Facility.

Exhibit Hall Dates/Times

Monday March 3 9:00am–6:00pm
Tuesday March 4 9:00am–6:00pm
Wednesday  March 5 9:00am–3:00pm

Exhibitor Move-in Dates/Times

Saturday March 1 2:00pm–5:00pm
Exhibitors 400 sq. ft. or more only
Sunday March 2 8:00am–5:00pm
All Exhibitors
All booths must be completely setup by 5:00pm Sunday

Exhibitor Move-out Dates/Times

Wednesday March 5 3:00pm–5:00pm
Thursday March 6 8:00am–12:00pm