Supplier One-on-One Meetings
Why participate?
One-on-One Business Meetings provide suppliers with a once-a-year opportunity to meet in person with key distributors to build effective, profitable plans for the year ahead. How it works:
- 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.
The deadline to register for the One-on-One Business meetings program is November 20. Please check back soon for the registration link.
Participation Requirements
- All companies must be approved and registered for exhibit space at HDAW’27.
- 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 Thursday, December 3, 2026. After the deadline, the following refund schedule will be strictly adhered to.
When written notification is received from:
- From Friday, December 4 to Thursday, December 16, 2026, Conference Management shall retain 50% of the rental cost of each reserved One-on-One meeting room canceled as liquidated damages.
- Beginning Friday, December 18, 2026, 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: $4,725 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.