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 purchasing 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.