Convention Housing
Hotel Availability
TMEA works diligently to secure a variety of rooms at discounted rates across San Antonio for our annual clinic/convention. That said, hotels will not offer all their rooms to TMEA at our rates and we expect over 30,000 attendees at our convention, so demand will exceed capacity.
Questions? Review the housing FAQ.
Attendee Housing
TMEA member housing opens Tuesday, September 30, at 6 a.m. CT, with the URL emailed to members the week before.
Like in years prior, if you can't immediately access the system because of high traffic, you'll see your place in line, with an estimated wait time. There will be no virtual waiting room prior to 6 a.m. CT. You can book only one room at a time to ensure that more members have access to these discounted rooms.
Housing Dates & Timeline
September 23, 2025
Members and convention registrants receive the housing link via an email from membership@tmea.org. Save this link, as it will be crucial for accessing the housing reservation system on September 30.
September 30, 2025
October - January
January 2026
By January 14, cancel without a fee. Make or update reservations by January 20 to guarantee availability and conference rates. After January 27, changes must be made directly with the hotel.
Helpful Tips
Prepare in Advance
Before September 30, review hotel rates to identify several hotel options that fit your needs. Document your reservation details, including check-in/check-out dates, number of occupants, and guest information (name, email, phone, address). Ensure your credit card is valid through February 2026 (it will not be charged when you make the reservation).
On September 30, Click the Link at 6:00 AM CT
TMEA member housing opens Tuesday, September 30, at 6 a.m. CT, with the URL emailed to members the week before. Like in years prior, if you can’t immediately access the system because of high traffic, you’ll see your place in line, with an estimated wait time. There will be no virtual waiting room prior to 6 a.m. CT.
Wait Patiently, Act Quickly
After 6:00 a.m., you’ll see an estimated time to wait until it’s your turn. Please wait until you are automatically redirected to the reservation page. Then, secure your preferred hotel room, knowing availability is dynamic and rooms can get booked by others before you complete your reservation. Your reservation is not guaranteed until you reach the Guest Information page, so be prepared to search again if needed.
Understand Availability
You can book only one room at a time to ensure that more members have access to these discounted rooms. Hotel availability depends on your stay dates and occupants per room. For example, if only rooms with a single king bed are left, they won’t show up if you’ve entered four occupants. Ensure your dates and occupancy are correct, and be ready to adjust based on what’s available when booking.
Convention Hotel Rates - Coming Soon
Note About Additional Rates and Fees
Room rates are the base cost per night, excluding taxes and fees. A 1.25% TPID fee will be added to the room rate. Room rates and TPID fee are subject to 16.75% hotel tax and may change. Some hotels may also charge additional Recovery/Franchise fees. This information will be provided when making your reservation.
Housing Scam Alert
Be vigilant of hotel scammers and poachers. TMEA does not authorize any third party to contact you regarding hotel reservations. Our only official housing partner is Orchid Events. If someone other than Orchid Events contacts you, please notify us immediately. If you book through an unofficial source, TMEA cannot assist with lost deposits or fraudulent reservations.
Attendee Housing FAQ
Who is eligible to book through the convention housing site?
Convention housing is available exclusively to TMEA members, exhibitors, and out-of-state paid attendees.
Exhibitors will receive a link to the TMEA official housing reservation site after completing an exhibit contract.
Invited ensembles and their family members must seek housing reservations outside of the TMEA system. All-State student housing is coordinated directly by TMEA with the students’ director/member sponsor in January.
When will I receive the link to access the hotel reservation system?
TMEA members and convention registrants will receive the housing reservation link on September 23 via an email from membership@tmea.org. Make sure to keep this email handy, as you’ll need it to access the housing reservation system at 6:00 AM CT on September 30.
If you are not a current or recent TMEA member or registered to attend the convention, you will not receive this email.
How will I know when it’s my turn to make a reservation?
How many rooms can I reserve at a time?
You can reserve only one room at a time. If you need to book more than one room, you will have to start a new reservation. This limitation is in place to ensure more members have access to the discounted rates.
What details are required to book a hotel room?
To ensure accurate and efficient entry when you get to the reservation system, document the following in advance:
- Check-in and check-out dates
- Number of occupants (this influences the room types available)
- Guest data for each occupant (name, email, phone, address)
- Credit card valid through February 2026.
Occupants matter: If you enter a room for 4 occupants and a hotel only has rooms with one king bed left, that hotel will not show as available.
What should I do if the room I wanted disappears?
You might reach the Guest Information page and see a message that the room you chose may have just sold out—that is not a system error. The system doesn’t hold the room you selected until you reach the Guest Information page, and with so many people reserving at once, you might see that message. Be prepared to search again.
Will my credit card be charged when I make a reservation?
No. However, hotels may charge a one night’s room and tax deposit for each reservation after January 21 to the card on that reservation. If a credit card is not valid, the hotel will be unable to charge any applicable deposit and may cancel your reservation.
What if I can't get a reservation through the housing system?
If you’re unable to secure a room through the TMEA housing system on opening day, keep checking back! Additional rooms may become available, especially in early January as the event approaches. If no rooms match your search, the system will provide a link to alternative housing options in San Antonio. You can also search directly with area hotels or on travel and short-term rental websites.
Can I update my reservation details after booking?
Yes, you can make or update a reservation via the TMEA housing link through January 20. Cancellations made after January 14 are subject to a $50 fee. After January 27, any changes must be made directly with the hotel.