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2020 Trade Show / Exhibitor Information

2020 TFEA ANNUAL CONFERENCE TRADE SHOW

TFEA’s 2020 Annual Conference and Trade Show will take place August 6–9, 2020 at the Wyndham River Walk Hotel, San Antonio. It will provide unmatched educational, peer-to-peer networking, and business opportunities to over 300 event planners, producers, suppliers, and sponsors who will be in attendance. Conference attendees represent a broad range of organizations including Cities, Chambers of Commerce, Convention and Visitor Centers, Parks and Recreation, non-profit organizations, event production companies, and associations. The group of 300 conference delegates plan a combined more than 4,000 events per year that include millions of attendees.

What's Included?

As an exhibitor, you are welcome to participate in the Trade Show and all other conference activities, including:
  • Networking Opportunities
  • Marketing Awards Luncheon
  • Professional Awards Luncheon
  • Silent & Live Auction
  • General & Breakout Educational Sessions
  • Saturday Night Dinner, Entertainment & Live Auction
  • Sunday Business Meeting & Closing Keynote
  • Conference Kick-Off Party
  • Pre-Conference TEMI & Professional Development Seminar (requires additional fee)

Why Exhibit?

  • Create awareness of your name and brand
  • Introduce new products and services
  • Create positive public relations
  • Make sales
  • Develop a mailing list
  • Counteract competition
  • Be highly visible to your target audience

Schedule:

Set-Up Fri., Aug.7 8:00-3:00 pm
Trade Show Fri., Aug. 7 4:45 - 7:00 pm
Sat., Aug. 8 7:30 - 9:30 am
Tear Down Sat., Aug. 8 10:am - 2:30 pm

Registration

Each booth rental includes one full conference registration, which entitles one person to attend conference educational sessions, meals and receptions. Additional full conference registrations can be purchased as well.

Current TFEA Members


Early Bird Registration until July 24, 2020
$500 for the exhibit booth with one attendee
$259 per person for each additional attendee
Registration after July 24th
$575.00 for the exhibit booth with one attendee
$289 for additional attendees.




Prospective TFEA Members


$699 for the exhibit booth with one attendee
$299 per person for each additional attendee



"As a vendor and industry partner, the Saffire team loves working with TFEA! Their conferences provide a great opportunity to meet and network with so many different event professionals throughout the entire state. It's a wonderful community, sharing knowledge and resources, and we've always found immense value in spending our marketing efforts with this organization."
Jessica Bybee-Dziedzic, Saffire

Booth Description:

All booths are 8' deep and 10' wide.

Booths will have 8' tall flameproof background drapes and 3' tall dividers.

Registration for exhibit space will include:

  • One eight-foot draped banquet table and two chairs
  • List of Attendees' Contact Information (via Excel Spreadsheet)
  • Opportunity to attend any of the more than 40 educational sessions
  • Company name listed on event signage and logo in mobile app
  • Spaces will be assigned based on receipt of payment.
  • Hospitality Suite sponsored by Dfest® each evening from 10 pm to 2 am
  • All Food & Beverage Functions including:
    • Kick-off Party on Thursday Evening for registrants
    • Kaliff Marketing Awards Luncheon on Friday
    • Professional Awards Luncheon on Saturday
    • Social and Silent Auction Dinner on Saturday (Dinner and Cash Bar)

Booth Cancellation Policy:
Full Refund if received by Friday, July 3, 2020 by 5:00pm CST.
50% Refund if received by Friday, July 24, 2020 by 5:00pm CST.
No Refund after Friday, July 31, 2020 by 5:00pm CST.

Exhibitor Fact Sheet

You may prepare a one-sided, black/white print-ready 8.5" x 11" information/promotion sheet about your product or service. It will be reproduced and included in the conference delegate programs. Clean, laser-quality output at 100 line screen and round dot-pattern photograph halftones are recommended for best reproduction. Send materials to P.O. Box 52478, McAllen, TX, 78505, or email.

TFEA will not be held responsible for reproduction quality of materials that do not meet specifications.

Color inserts will be allowed if the exhibitor supplies 300 copies that are three-hole punched. Additional sheets may be added for $50 per one-sided 8.5" x 11" sheet. All materials must be in the TFEA office Thursday, July 23, 2020 by 5:00 PM CST. Late materials are NOT guaranteed for inclusion.

DEADLINES: Exhibitor Fact Sheets must be received by 5:00 PM CST on Thursday. July 23, 2020.

Hotel Reservations:

Three host hotels are listed on the Hotel Accommodations page. The group rates vary depending on the hotel. All three are located on the Convention Center property.
The cut-off dates for accepting reservations into these room blocks vary.


Shipping:

Storage space is limited. Packages can be shipped to
McAllen Convention Center
700 Convention Center Blvd.
McAllen, Texas 78501

Shipping is at the Exhibitor's expense.

Insurance:

Each exhibitor is required to furnish a certificate of insurance to TFEA. Coverage must be for General Liability with limits no less than $1,000,000 per Occurrence. Must be received by July 24, 2020.
All insurance must be on an occurrence policy form and must include Texas Association of Festivals and Events as an additional insured.

Exhibitor Service Kit:

After you submit your trade show booth order form, TFEA will send you any additional Exhibitor Service Information needed, as well as other set-up instructions to help you pre-plan for the Trade Show.
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