Supplier 1-on-1 Business Meetings
Why participate in the One-on-One Business Meetings?
- Premier distributors and suppliers registered for HDAW will engage in private, focused business meetings.
- Computer-automated scheduling uses your company’s selections and preferences to create an unbiased, quality schedule.
Registration is limited due to the number of meeting rooms available to rent. Late registrations may be taken on a case-by-case basis.
- All companies must be approved and registered for exhibit space at HDAW’25. Reserve a Booth Today.
- Supplier companies are limited to a total of three (3) meeting rooms/teams.
- Room preference selections will be taken into consideration during the assignment process by Conference Management, but are not guaranteed.
- No outside food or beverage is permitted onsite.
Cancellation of all or a portion of the One-on-One meeting room must be made in writing. Conference Management shall retain $500 as an administrative fee for any cancellation of One-on-One meeting room rental received prior to [date TBD]. After [date TBD], the following refund schedule will be strictly adhered to.
When written notification is received from:
- [Date rage TBD], Conference Management shall retain 50% of the rental cost of each reserved One-on-One meeting room canceled as liquidated damages.
- Beginning [date TBD], Conference Management shall retain 100% of the rental cost of each reserved One-on-One meeting room canceled as liquidated damages. If an Exhibiting Supplier has reserved its One-on-One meeting room, and paid any portion of the rental cost, but has not received a One-on-One meeting room confirmation, the Exhibiting Supplier is entitled to 100% of the rental cost of each One-on-One meeting room.
- If an exhibiting supplier cancels their exhibit space booth, all respective One-on-One Business Meetings will be canceled.
Refunds and liquidated damages are based on full One-on-One meeting room rental cost. Conference Management shall not pay any interest on any amount refunded.
MEETING ROOM OPTIONS
Click below to review meeting room options:
- Cost: $4,000 for the first meeting room and $3,500 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’25.
- 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’25 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: Companies can access their room(s) beginning at 3:00 pm on Monday, January 20, 2025
- Move Out: Companies must have all materials and possessions removed from their room(s) by 6:00 pm on Thursday, January 23, 2025.
- Cost: $2,750 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’25 Product Expo times and will be monitored by onsite security.
- Move In: Companies can access their room(s) beginning at 3:00 pm on Monday, January 20, 2025
- Move Out: Companies must have all materials and possessions removed from their room(s) by 6:00 pm on Thursday, January 23, 2025.