2025 Tradeshow / Exhibitor Information

2025 TFEA ANNUAL CONFERENCE TRADE SHOW

TFEA’s 2025 Annual Conference and Trade Show will take place November 9 - 12, 2025 at the DoubleTree by Hilton Hotel, Austin. 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	Sun, Nov. 9	8:00am-3:00pm
Trade Show	Mon, Nov. 10	4:30pm-6:30pm
	Tue, Nov. 11	9:45am-11:15am
Tear Down	Tue, Nov. 11	11:20am-2:30pm

Times are subject to change.

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.

Click Here for Regular Conference Registration

Current TFEA Members

Early Bird Registration until Sept. 5, 2025

$750 for the exhibit booth with one attendee
$350 per person for each additional attendee

Registration between Sept. 6 - Oct. 22, 2025

$850 for the exhibit booth with one attendee

$400 per person for additional attendees.

Late Registration after Oct. 23, 2025

$950 for the exhibit booth with one attendee

$500 per person for additional attendees.

Prospective TFEA Members

Early Bird Registration until Sept. 5, 2025
$950 for the exhibit booth with one attendee
$550 per person for each additional attendee

Registration between Sept. 6 - Oct. 22, 2025

$1,050 for the exhibit booth with one attendees

$600 per person for additional attendees

Late Registration after Oct. 23, 2025

$1,150 for the exhibit booth with one attendees

$700 per person for additional attendees

Introducing FASTER & EASIER Conference Registration!
It's as easy as 1, 2, 3!

1) Add items to your cart.

2) Complete your purchase including your Organization Name as you want it to appear on your group's badges.

3) On the Order Confirmation Screen, add the names of your attendees as you'd like them to appear on their Conference Badge.

Tradeshow Booth & Conference Registration

Tradeshow Booth 8x10

Includes one (1) conference registration.

Member - Early Bird $750.00 Includes one (1) conference registration.

Member - Late $950.00 Includes one (1) conference registration.

Member - Regular $850.00 Includes one (1) conference registration.

Non-Member - Early Bird $950.00 Includes one (1) conference registration.

Non-Member - Late $1,150.00 Includes one (1) conference registration.

Non-Member - Regular $1,050.00 Includes one (1) conference registration.

Register Now

2025 Conference Only Registration

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Nov 09 - Nov 12, 2025

Member - Early Bird $350.00

Member - Late $500.00

Member - Regular $400.00

Non-Member - Early Bird $550.00

Non-Member - Late $700.00

Non-Member - Regular $600.00

Register Now

2025 Booth Electricity

$125.00

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Conference Guest Add Ons

2025 - Additional Guest - Welcome Reception Ticket

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Nov 09, 2025

$100.00

Add to Order

2025 Individual Monday Lunch Ticket

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Nov 10, 2025

Professional Awards Luncheon

$75.00

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2025 Individual Tuesday Lunch Ticket

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Nov 11, 2025

Kaliff Best in Texas Marketing Awards Presentation

$75.00

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2025 Individual Tuesday Dinner Ticket

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Nov 11, 2025

Includes entertainment and live auction.

$150.00

Add to Order

"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 six-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® & Saffire - Schedule to be announced All Food & Beverage Functions including:
- Welcome Reception Sunday Evening for registrants
- Kaliff Marketing Awards Luncheon on Monday
- Professional Awards Luncheon on Tuesday
- Social and Silent Auction Dinner on Tuesday evening (Dinner and Cash Bar)

Booth Cancellation Policy:
Full Refund if received by Monday, September 29, 2025 by 5:00pm CST.
50% Refund if received by Friday, October 24, 2025 by 5:00pm CST.
No Refunds after Friday, October 24, 2025.

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 170153, Arlington, TX, 76003, or email.

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

Color inserts will be allowed in conference bags if the exhibitor supplies 300 copies. All materials must be in the TFEA office Thursday, October 23, 2025 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, October 23, 2025.

Hotel Information:

DOUBLETREE BY HILTON HOTEL
6505 N Interstate 35, Austin, Texas, 78752-4346
512-454-3737

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 October 24, 2025.
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.