2017
Operations and Management Conference
Exhibitor Guidelines, Shipping & Exhibit Release Information
Natural Gas – Safe and Reliable Energy for the Next Generation
TGA Conference Exhibit Hours
Monday, June 12:Set-up 3:15 pm – 5:00 pm & 7:00 pm - 10:00 pm
Welcome Reception & Cornhole Tournament 5:00 pm - 6:30 pm
Tuesday, June 13: Set-up continues 6:30 am - 7:15 am
Tuesday, June 13: Open 7:30 am - 6:00 pm
Wednesday, June 14: Open 7:30 am - 1:30 pm
Wednesday, Exhibit breakdown 1:30 pm - 8:00 pm.
(All items must be cleared out and area cleaned up by 8:00 pm)
Activities in the Exhibit Area
Monday, June 12, 2017
Welcome Reception & Cornhole - Bean Bag Competition/Tournament – 5:00 pm – 6:30 pm
Tuesday, June 13, 2017
Exhibit Hall Open – 7:30 am – 8:30 am
Beverages – 7:30 am – 8:30 am
Beverages – 10:06 am – 10:36 am
Exhibit area Open – 1:15 pm – 2:15 pm
Refreshments – 3:23 pm – 4:00 pm
Cornhole - Bean Bag Competition/Tournament continues & Exhibit area open – 5:00 pm – 6:00 pm
Wednesday, June 14, 2017
Exhibit Hall Open – 7:30 am – 8:30 am
Beverages – 7:30 am – 8:30 am
Beverages – 10:35 am – 11:00 am
Beverages – 12:30 pm – 1:30 pm
Exhibit area closed – 1:30 pm
Products and Service Showcase – will be interspersed in the general sessions.
“TGA CONFERENCE”
Activities we would like the exhibitors to support: (by attending the session)
Tuesday, June 13, 2017
All activities are in the Frisco 2 Ballroom
Welcome and Keynote Speaker – 8:30 am - 9:45 am & 2:15 pm – 3:20 pm
Wednesday, June 14, 2017
All activities are in the Frisco 2 Ballroom
Welcome and Keynote Speaker – 8:30 am - 10:30 am
TGA P.O. Box 440340 Houston, TX 77244-0340 / Phone 281-497-8427 / Fax 281-497-8426 / E-mail: [email protected]
1
Operations and Management Conference
Please observe the following:
1.
Each person who works in your exhibit space must be registered as an attendee and return a
release form.
Booth registration includes one person. Any additional people working the booth space must register. An
individual registration form was included in your Exhibitor Registration packet. If you did not receive one, it is
available on the TGA Website: www.texasgas.com
2.
3.
6-foot tabletop displays.
Large space Exhibits – Spaces are limited.
Shipping and Package Handling Procedures:
 All boxes being shipped out require that you call the carrier (UPS, FedEx, etc.) and arrange for pick up:
o UPS: 1-800-742-5877 or 1-800-PICKUPS
o FedEx: 1-800-463-3339 or 1-800-GOFEDEX
 NOTE: FedEx charges a $4.00 pick-up fee per box to the account that is being used.
 No boxes will be picked up without a barcode on the shipping label. If you have an account and create your own
label, it will have a barcode.
 The only shipping labels the hotel has (as a courtesy) are FedEx Air (Business Center – has barcode) and FedEx
Ground (Front Desk – does NOT have barcode). FedEx Ground will require that you drop off the boxes at the
FedEx store location below:
8290 State Highway 121, Frisco, TX 75034
(972) 731-0997
The hotel does not carry/provide UPS labels. If you want to ship UPS, you will have to have access to your or
your company’s UPS account and complete and print off labels that will have bar codes. You will then need to
attach to your parcels and you will need to call UPS to arrange a pick up. If you decide to leave packages with
us for UPS to pick up, we will charge handling fees as mentioned below. You also have the option to drop
off your boxes at the UPS Store location below:
4760 Preston Rd Ste 244, Frisco, TX 75034
(972) 335-3491
 If you would like us to handle the call in or by default, you can leave your packages without calling in for a pick up.
We will assess a $10.00 call-in fee to have the carrier pick packages up.
 We charge a PER DAY handling fee of $5.00 per package for a package that weighs 0 lbs – 20 lbs or
$10.00 per package for a package that weighs 21lbs – 100 lbs.
 Boxes picked up by or delivered to you on the same day they are received will NOT be assessed a storage and/or
handling fee.
 UPS applies fees regardless of the number of packages that are picked up. Same day pick up is $6.70 for
a pick up charge. Future day pick up is a $5.65 fee. UPS Worldwide Express Freight CANNOT be
combined with UPS Air, International or Ground pickup.
 Palettes received will be assessed a handling fee of $75.00 each for receiving and storage.
Label for items shipped:
TGA P.O. Box 440340 Houston, TX 77244-0340 / Phone 281-497-8427 / Fax 281-497-8426 / E-mail: [email protected]
2

Please make sure you print and tape the completed label to each box being shipped for
easy identification at the hotel.
BRINGING IN VEHICLES?
No problem! Please confirm the number and type of vehicles you will bring in
with you Event Service Manager. All vehicles must:








Have tires wrapped in Visqueen
Have batteries disconnected
Have drip pan or visqueen placed under engine
Follow Fire Marshall law on gas – less than ¼ tank
Keys must be given to TGA until moved out.
Hotel will not be responsible for any damages or loss to any package or boxes
For questions on shipping call: Megan Coats at (972) 624-7059 or Becky Zendejas at (972) 963-9178
Shipments must arrive on or after Friday, June 9th
Please have your Crates / Shipped items labeled with your Company Name, Your Name, Address, Phone number
for easy identification.
4.
Mandatory for exhibitor setting up and tearing down - Complete the Exhibitor Registration
Release Form and return it to the TGA office with your registration form. (See release below)
5.
Please, no individual hospitality suites.
6.
If you plan to schedule a company event during the conference, please, arrange your events after the
TGA event conclusion nightly.
7.
No open flames OR compressed gas containers in the exhibit area.
8.
Please turn all cell phones off or to vibrate during meetings. If you must answer a call please
show respect for others and step quietly into the hall.
9.
Exhibit breakdown for TGA Conference begins at 1:30 pm and completed by 10:00 pm on
Wednesday, June 14th. Please do not begin breaking down before 1:30 pm as you will disrupt the
program in progress.
Substitute Attendees will be accepted for all events; notify TGA Office prior to event.
***Please review guidelines prior to exhibiting on June 12, 2017.
Contact Embassy Suites Frisco for more details on shipping to Embassy Suites.
CANCELLATION POLICY
Cancellation for TGA Conference must be in writing.
Cancellations 30 days plus prior to conference: Full refund less $50.00 processing fee or full credit to TGA Account, expiring by year end.
Cancellations 16-29 days prior to conference: Full credit to TGA account, expiring by year end.
Cancellations less than 15 days prior to conference: will not be refunded (Refunds and credits for special events: golf, tours, fishing, clay shooting, etc
will not be issued).
TGA P.O. Box 440340 Houston, TX 77244-0340 / Phone 281-497-8427 / Fax 281-497-8426 / E-mail: [email protected]
3
2017 Operations & Management Conference
Embassy Suites Frisco, 7600 John Q Hammons Dr. Frisco, TX 75034
Exhibitor Registration Release Form - June 12 – 14, 2017
This form must completed by each Exhibitor!
Company Name _______________________________________ Person Exhibiting________________________
Co. Address_________________________________________________City/State/Zip______________________
E-mail________________________________________________ Office Phone Number ________________
Cell Number____________________
The TGA is responsible for submitting an executed release of liability to Embassy Suites Hotel, Frisco
from each Exhibitor or its third-party representative in charge of providing installation and dismantling
services 45 days prior to set-up.
Exhibitor shall be fully responsible to pay for any and all damages to property
owned by the Hotel, its owners or managers which results from any act or
omission of Exhibitor. Exhibitor agrees to defend, indemnify and hold
harmless the Hotel and each of its respective affiliates and their officers,
directors, partners, agents, members, managers and employees (collectively,
the “Hotel indemnified parties”) from and against any and all demands, claims
damages to persons or property, losses and liabilities, including reasonable
attorneys’ fees (collectively “Claims”) arising out of or caused by the
Exhibitors or its members’, agent’s, employees’, independent contractors’
negligence in connection with the use of Hotel property, except to the extent
and percentage attributable to the negligence of the Hotel indemnified parties.
Exhibitor’s liability shall include all losses, costs, damages or expenses
arising from or out of or by reason of any accident or bodily injury or other
occurrences to any person or persons, including the Exhibitor, its agents,
employees, and business invitees which arise from or out of Exhibitor’s
occupancy and/or use of the exhibition premises, the Hotel or any part
thereof. The Exhibitor understand that the Hotel does not maintain insurance
covering the Exhibitor’s property and that it is the sole responsibility of the
Exhibitor to obtain such insurance.
Group shall assume (jointly and severally with Exhibitor) responsibility for any claims arising out of the
use of the exhibition premises of the Hotel. In this regard, the Group agrees to indemnify and defend
the Hotel and its affiliates and agents and their owners, agents and employees against any claims or
expenses arising out of the use of the exhibition premises.
Please sign confirming that you have read and understand the above release to submit to Embassy
Suites Hotel Frisco. Each Exhibitor setting up and/or tearing down the exhibit must return this form
with your registration.
Exhibitor’s Signature ___________________________
Date _____________________
TGA P.O. Box 440340 Houston, TX 77244-0340 / Phone 281-497-8427 / Fax 281-497-8426 / E-mail: [email protected]
4