New HDAW 2020 One-on-One Meeting Information

HDAW ’20 One-on-One Meetings are now all located in the Gaylord Texan Convention Center - modular conference rooms are in Longhorn F,  adjacent to the HDAW Product Expo, and in meeting rooms on the third floor directly on the floor above – every element of HDAW is located in the same building – no more navigating a maze of hotel suites, elevators and backdoor staircases.

Also new for One-on-One Meetings this year is the addition of a new meeting matching software tool - MeetMax - providing a user-friendly interface that allows you to select your preferred distributors and rank them according to interest level.

  • Click here for a PDF version of instructions on setting up your account in MeetMax.
  • To view the instructional video, click here.

One-on-One self-scheduling – after the initial distributor/supplier meeting ranking and acceptance is finalized, MeetMax will be opened up in mid-December to allow you to self-schedule your One-on-One Meetings to fill in your open time slots.

All companies must be approved and registered for exhibit space to participate in the One-on-One Meetings.  Companies are limited to a total of three (3) meeting rooms.  If you haven’t received your user name and password by email to register for staff badges and One-on-One Meeting rooms, please contact Sandi Kulas at skulas@wtglasgow.com.

For any questions concerning One-on-One Meeting rooms at the Gaylord or for more information about the MeetMax software, contact Cindy Ganas at 904-737-2900 or email cindy@cvsn.org.

Click here for a Diagram of the Longhorn F – Modular Conference Rooms

Click here for a Diagram of the Gaylord Convention Center 3rd Floor – Premium Conference Rooms

Click here for Room Names, Descriptions and Sizes

IMPORTANT NOTE:  Texas Ballrooms A-D and Grapevine Ballrooms A-D are NOT available for the One-on-One Meetings.

One-on-One Business Meeting Cancellations and Refunds.  Cancellation of all or portion of One-on-One meeting room rental 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 November 15, 2019.  After November 15, 2019, the following refund schedule will be strictly adhered to. 

When written notification is received from:

  • November 15 to December 1, 2019:  Conference Management shall retain 50% of rental cost of each reserved One-on-One meeting room cancelled as liquidated damages.
  • After December 1, 2019:  Conference Management shall retain 100% of rental cost of each One-on-One meeting room cancelled as liquidated damages.  If an Exhibiting Supplier has reserved its One-on-One meeting room, 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 rental cost of each One-on-One meeting room.

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.

HDAW One-on-One Meeting Room Options

OPTION 1: Longhorn Premium Conference Rooms (based on eligibility):  $3,500 for the first meeting room, $3,000 each for second and third meeting room.  NOTE:  Exhibiting suppliers who qualify for Premium Meeting Rooms also have the option of purchasng Modular Conference Rooms in Longhorn F.  Please view Option 2 below for more information.

Click here to see an example of Texas 1-6 and Grapevine 1-6.

Click here to see an example of Austin, Fort Worth and San Antonio Rooms.

Requirement: Approved exhibiting suppliers with a minimum of a 20x20 contracted exhibit space are eligible to reserve Longhorn Conference Rooms located on the 2nd floor of the convention center.

Room Sizes:

  • Sizes vary – 37 total - Click here for meeting room names and sizes
  • 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 Meetings.

Included with Longhorn 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 (1) 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:

  • AV rental equipment menu- Click here for a PDF of available options.
  • Gaylord catering - Click here for a PDF of available options.
  • Upgraded Freeman furniture rental packages – Click here for a PDF of available options
  • 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 ‘20.
    • Excludes times for the Product Expo, Monday and Wednesday night receptions.

Fast Facts:

  • For security purposes, all One-on-One Meeting conference rooms will be fully closed during HDAW ’20 Product Expo times.
  • Keys will be provided for the Austin, Dallas, Fort Worth and San Antonio rooms.
  • Move in: Companies can access their room(s) beginning on Tuesday, January 28 at 12:00pm.
  • Move out: Companies must have all materials and possessions removed from their room(s) by Thursday, January 30 by 6:30pm.

Please Note:

  • Room preference selections will be taken into consideration during assignment by HDAW Event Management but are not guaranteed.
  • No outside food or beverage is permitted on-site.

OPTION 2: Longhorn F Modular Conference Rooms: $2,350 per meeting room.

Click on the video below to learn more about the HDAW Modular Conference Rooms:

Requirement: Approved exhibiting suppliers with a contracted exhibit space are eligible register for the One-on-One Meeting program. Modular conference rooms have no minimum booth size requirement.

Room Sizes: (See below for table of room details)

  • 9 x 15 feet – 10 total
  • 12 x 12 feet – 77 total

Included with each Longhorn F Modular Room

  • One-on-One Meeting administration fee (Included in all room rentals) - $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 (1) 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:

  • AV rental equipment menu Click here for a PDF of available options.
  • Gaylord catering  - Click here for a PDF of available options.
  • Upgraded Freeman furniture rental packages Click here for a PDF of available options.

Fast Facts:

  • For security purposes, all One-on-One Meeting conference rooms will be fully closed during the evening and Product Expo times. They will be monitored by on-site security.
  • Move in: Companies can access their room(s) beginning on Tuesday, January 28th at 12:00 Noon.
  • Move out: Companies must have all materials and possessions removed from their room(s) by Thursday, January 30th by 6:30pm.

Please Note:

  • Room preference selections will be taken into consideration during assignment by HDAW Event Management but are not guaranteed.
  • No outside food or beverage is permitted on-site.
 For Technical Support with this webpage, please contact support