2023 Trade Show / Exhibitor Information

2023 TFEA ANNUAL CONFERENCE TRADE SHOW

TFEA’s 2023 Annual Conference and Trade Show will take place November 12 - 15, 2023 at the Hilton Palacio Del Rio, 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	Sun, Nov. 12	8:00am - 3:00pm
Trade Show	Mon, Nov. 13	4:30pm - 6:30pm
	Tues, Nov. 14	9:45am - 11:15am
Tear Down	Tues, Nov. 14	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.

Current TFEA Members

Early Bird Registration until October 9, 2023

$575 for the exhibit booth with one attendee
$299 per person for each additional attendee

Registration after October 9th

$650 for the exhibit booth with one attendee

$350 for additional attendees.

MEMBER REGISTRATION - PAY ONLINE

Pay By Check

Prospective TFEA Members

Early Bird Registration until October 9, 2023
$725 for the exhibit booth with one attendee
$350 per person for each additional attendee

Registration after October 9th

$800 for the exhibit booth with one attendee

$499 for additional attendee

Non-Member Registration - PAY ONLINE

Pay by Check

"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 8' 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® - 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 Friday, October 6, 2023 by 5:00pm CST.
50% Refund if received by Friday, October 27, 2023 by 5:00pm CST.
No Refunds after Friday, October 27, 2023.

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 52462, 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, October 28, 2021 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 Friday. October 27, 2023.

Hotel Reservations:

HILTON PALACIO DEL RIO
200 S. Alamo, San Antonio, TX
210-222 1400

CLICK HERE TO BOOK YOUR ROOM!

Special TFEA Room Rates as low as $179/night
The room block closes at 11:59pm on October 13, 2023. All room reservations must be made prior to October 13 to receive the discounted conference rate.

Shipping:

Storage space is limited. Packages can be shipped to

Hilton Palacio Del Rio

200 S. Alamo St.
San Antonio, TX 78205

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 November 1, 2023.
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.