HDAW One-on-One Business Meetings Information for Suppliers

WHAT are the One-on-One Business Meetings?
This is where deals get done!  An integral part of HDAW, the One-on-One Business Meetings match distributors to the suppliers they want to meet with for private, focused business meetings off the Product Expo floor,

Participation in these extensive private meeting opportunities are limited to distributor companies and exhibiting suppliers who are members of a sponsoring or affiliated organization and are officially registered for HDAW'23.

WHEN are the One-on-One Business Meetings? Meetings take place the morning of Tuesday, January 17, the afternoon of Wednesday, January 18 and all day Thursday, January 19.  They do not conflict with any Product Expo hours.  There are a total of 20 time slots (5 on Tuesday, 6 on Wednesday, 9 on Thursday morning and 4 optional time slots Thursday afternoon) and each time slot is 35 minutes in length.

WHERE are the One-on-One Business Meetings?
The One-on-One Business Meetings will be held in the convention center area adjacent to the Product Expo floor and on the third floor meeting rooms of the convention center where education is held and meals are served.  Please see below for the two options of meeting spaces (based on eligibility).

HOW do I register for the One-on-One Business Meetings?

  • Registration for the One-on-One Business Meetings is now closed.  Late registrations may be accepted, dependant on timing.  Please contact leah.jones@autocare.org for inquiries.

Click here for the One-on-One Business Meetings FAQs.

  • All companies must be approved and registered for exhibit space at HDAW'23.
  • Supplier companies are limited to a total of three (3) meeting rooms/teams.
  • Room preference selections will be taken into consideration during assignment by Conference Management, but are not guaranteed.
  • No outside food or beverage is permitted onsite.

Cancellation of all or portion of 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 Monday, November 21, 2022.  After Monday, November 21, 2022, the following refund schedule will be strictly adhered to.

When written notification is received from:

  • Tuesday, November 22 to Monday, December 12, 2022, Conference Management shall retain 50% of rental cost of each reserved One-on-One meeting room cancelled as liquidated damages.
  • After Tuesday, December 13, 2022, Conference Management shall retain 100% of rental cost of each reserved 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.
  • If an exhibiting supplier cancels their exhibit space booth, all respective One-on-One Business Meetings will be cancelled.

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.

  • Cost:  $4,000 for the first meeting room and $3,500 each for second and third meeting room.
  • Requirement:  Approved exhibiting suppliers with a minimum 20x20 (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- click here for meeting room names & 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 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 conference room door, map locator and directional signage

Optional Services/Upgrades:

  • A/V rental equipment menu- Click here
  • Gaylord Texan catering- COMING SOON
  • Upgraded Freeman furniture rental packages- Click here
  • 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'23.
    • 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'23 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 16, 2023.
  • Move Out:  Companies must have all materials and possessions removed from their room(s) by 6:00 pm on Thursday, January 19, 2023.

  • 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:

  • 9x15 feet- 10 total
  • 12x12 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- Click here
  • Gaylord Texan catering- COMING SOON
  • Upgraded Freeman furniture rental packages- Click here

Fast Facts:

  • For security purposes, all One-on-One meeting rooms will be fully closed during HDAW'23 Product Expo times and will be monitored by onsite security.
  • Move In:  Companies can access their room(s) beginning at 1:00 pm on Monday, January 16, 2023.
  • Move Out:  Companies must have all materials and possessions removed from their room(s) by 6:00 pm on Thursday, January 19, 2023.