Supplier One-on-One Meetings

• Cost:  $4,725 for the first meeting room and $4,200 each for the second and third meeting rooms.
• Requirement:  Approved exhibiting suppliers with a minimum 20×20 (400 square feet) contracted exhibit space are eligible to reserve the premium meeting rooms.
• Location:  3rd Floor of the Gaylord Texan Resort & Convention Center

Room Sizes:

• Sizes vary: 37 total
• Available rooms:  Austin, Dallas, Fort Worth & San Antonio
• IMPORTANT NOTE:  Texas Ballrooms A-D and Grapevine Ballrooms A-D are NOT available for the One-on-One Business Meetings.

Included with Premium Meeting Rooms:

• One-on-One Meeting administration fee ($850)
• MeetMax scheduling access to effectively manage both pre-scheduled and self-scheduled meetings.
• Communal beverage stations
  • Coffee, tea, sodas, water
  • Refreshed twice daily
• Large conference table
  • Twelve (12) chairs provided
• One daily cleaning
  • Room includes one wastebasket
• Electricity
  • 120 volts, 2000 watts, 20 amps
  • Additional power menu available upon request
• Company logo and name display
  • Displayed on the conference room door, map locator, and directional signage

Optional Services/Upgrades:

• A/V rental equipment menu – Coming Soon
• Gaylord Texan catering – Coming Soon
• Upgraded Freeman furniture rental packages – Coming Soon
• Larger rooms (Texas/Grapevine 1-6) can accommodate building 1, 2 or 3 modular conference rooms for suppliers who have up to three (3) teams.  The addition of modular conference rooms is $1,800 per room in these spaces.  Additional electric service pricing on demand
• Option to host meals and receptions during non-scheduled hours of HDAW’27.
  • Excludes times for the Product Expo, Monday & Wednesday night receptions.

Fast Facts:

• For security purposes, all One-on-One meeting rooms will be fully closed during HDAW’27 Product Expo times.
• Keys will be provided for Austin, Dallas, Fort Worth & San Antonio rooms.
• Premium room users must return all room keys to Conference Management upon completion of the One-on-One Business Meetings.  Any unreturned or missing keys will be at the expense of the Exhibiting Supplier.
• Move In:  Most companies can access their room(s) beginning at 3:00 pm on Monday, January 18. Some rooms may be accessible Monday evening / Tuesday morning.
• Move Out:  Companies must have all materials and possessions removed from their room(s) by 6:00 pm on Thursday, January 21.

• Cost:  $3,450 per meeting room
• Requirement:  Approved exhibiting suppliers with a contracted exhibit space are eligible to reserve a One-on-One meeting room.  Modular conference rooms have no minimum booth size requirement.
• Location:  Longhorn Exhibit Hall F, Level 1 of the Gaylord Texan Resort & Convention Center

Room Sizes:

• 9×15 feet- 10 total
• 12×12 feet- 77 total

Included with each Modular Conference Room:

• One-on-One Meeting administration fee ($850)
• MeetMax scheduling access to effectively manage both pre-scheduled and self-scheduled meetings.
• Communal beverage stations
  • Coffee, tea, sodas, water
  • Refreshed twice daily
• Medium conference table
  • Six (6) to eight (8) chairs provided
• One daily cleaning
  • Room includes one wastebasket
• Electricity
  • 120 volts, 2000 watts, 20 amps
  • Additional power menu available upon request
• Company logo and name display
  • Displayed on conference room door, map locator and directional signage

Optional Services/Upgrades:

• A/V rental equipment menu – Coming Soon
• Gaylord Texan catering – Coming Soon
• Upgraded Freeman furniture rental packages – Coming Soon

Fast Facts:

• For security purposes, all One-on-One meeting rooms will be fully closed during HDAW’27 Product Expo times and will be monitored by onsite security.
• Move In:  Most companies can access their room(s) beginning at 3:00 pm on Monday, January 19. Some rooms may be accessible Monday evening / Tuesday morning.
• Move Out:  Companies must have all materials and possessions removed from their room(s) by 6:00 pm on Thursday, January 22.

HDAW utilizes the MeetMax Online Scheduling Software. MeetMax is a user-friendly interface that allows each company to select their preferred companies and then rank them according to interest level. Schedules will be based on mutual selections and created before you arrive on-site, resulting in quality, preferred appointments for both distributors and suppliers.

For each team* your company is bringing, you will select and rank at least 30 companies to meet with.

Company Opt-Outs: The MeetMax system provides an opportunity to anonymously “opt out” of meeting with a certain company and prevent a meeting from being scheduled between the two. Distributor companies also have the availability to preview and edit their schedules before supplier manufacturers receive a copy.

Self-Scheduling: Once schedules are created, there is now an opportunity to manually request a meeting to fill any remaining available time slots.

*If a company has multiple regions (Ex. East, West) or multiple business functions (Ex. Marketing, IT,), then that company may have multiple teams to field that specific need. Suppliers must reserve meeting rooms for each team sent.

HDAW staff will send out the link to access the HDAW’27 specific MeetMax site to the designated company One-on-One communications contact on the specific dates to be announced.

Do not try and access the HDAW’27 scheduling site through www.meetmax.com. That is not the custom scheduling site for HDAW.

Multiple teams from one company can be approached in two ways:

1.) If a larger company is looking to hold a greater number of meetings than the 21 meetings allotted, then that company can have “generic” teams to schedule multiple meetings in each time slot.

2.) If a company is looking for their team to represent a specific “region or business function,” then that company may have multiple regions (Ex. East, West) or multiple business functions (Ex. Marketing, IT,) where that team would be marketed with its specific name and have its own distinct schedule. Contact leah.jones@autocare.org or Ashlie.vesper@autocare.org to facilitate these types of teams.

For each team your company is bringing, companies will select and rank at least 30 companies to meet with. (Ex. 1 team selects/ranks 30 companies, 2 teams selects/ranks 60 companies, etc.)

There is a maximum of three (3) teams any one company can bring. 

Regardless of situation, each team must have a minimum of one HDAW registrant.

For suppliers, each team must have their own meeting room reserved.

If bringing multiple “generic” teams (Ex. Team 1, Team 2, or Team 3), simply indicate that number in the HDAW registration process when prompted.

If bringing multiple teams that are “region/function” specific, HDAW staff will be sure that those teams have a unique login to the MeetMax online scheduling system. They will be treated as a separate company to ensure that companies are specifically selecting and ranking them.

The MeetMax system will allow you to choose which time slots, out of the total 20, you would be available to hold a meeting.  By default, your company will be made available to all time slots.  You may “de-select” the box of the timeslot that you do not want any meetings scheduled.