
Action Items & Deadlines
DON’T DELAY! REVIEW THE FOLLOWING LINKS and contact Exhibits Manager Zachary Gersch at zgersch@tmea.org with any questions as soon as possible.
First Steps!
- Review the exhibit rules and regulations
- Review the exhibit show schedule
- Book exhibitor housing via the link sent to contracted exhibitors on September 2 or in your membership confirmation email after that date (early access ends September 25)
- Explore exhibiting addons including lead retrieval, internet access, and more
- Request early move in by contacting Freeman if needed (access to early load-in is automatically included for all booths 20X20 and larger)
- Review and submit the Exhibitor-Appointed Contractor Form if needed
- Review the show promo kit to download the exhibitor show logo and social media templates
Exhibitor Action Items
- November 1, 2025 (College Exhibitors): Email your college reunion information to Kay Vanlandingham for inclusion in the official convention program.
- November 5, 2025 (Sponsors Only): Email your company logo files to Amanda Pierce with the subject “Your Company Name: Logo for Convention Sponsorship”
- November & December 2025: Booth assignments will be announced on a rolling basis via email. Review the exhibit hall map to find your booth(s).
- December 2025: Review the Freeman Quick Facts Sheet (coming soon) & Freeman Decorator Service Manual (coming soon). Reserve decorator show services as needed. (Note: Your booth number is not required to reserve services. Freeman will use your booth size to determine pricing.)
- December 2025 (Advertising): February magazine (12/12) & Convention Program (12/17) print advertising reservations due.
- December 2025 (Advertising): February magazine (12/19) & Convention Program (12/22) print advertising materials due.
- December 30, 2025: Booth balance is due. Log in to your profile to pay open balances.
- January 2026: Booth staff badge requests available (College Exhibitors please see note regarding badges below.)
- January 2026: TMEA Convention app available for download
- January 5, 2026: Each exhibitor reservation made through Orchid and cancelled after January 5, 2026, will be charged a $50 fee to the credit card on the reservation.
- January 7, 2026: Freeman Decorating begins accepting freight at warehouse.
- January 13, 2026: Discount deadline to order furnishings, etc., from Freeman Decorating.
- January 15, 2026: TMEA will retain a non-refundable deposit (one-half the booth price) for cancellations requested in writing on or before January 15. No refund will be granted after this date.
- January 15, 2026: Last day to review and update exhibitor information for the convention printed program. Updates received after this date will not be reflected in print materials.
- January 21, 2026: Deadline to make or update hotel reservations if using the convention housing system to guarantee availability and conference rates.
- January 28, 2026: Convention attendee database orders available.
- February 3, 2026: Advanced freight deadline for Freeman Decorating. Materials arriving after this date will be received at the warehouse with an additional charge.
- February 6, 2026: Deadline to submit attendee database orders.
- February 6, 2026: Only if using outside contractors—Deadline to submit Exhibitor-Appointed Contractor (EAC) Authorization Form.
- February 8, 2026: Deadline to submit booth staff badge requests.
- February 10-12, 2026: Load-in begins. Review the loading dock directions and emergency procedures.
College Exhibitor Badges
Texas Institutions
Instructional Staff (whether you teach full-time or part-time)
- All instructional staff must be a member of TMEA ($65 dues) and register for the convention ($70 early registration).
- Pick up badges at member registration and request an exhibitor ribbon. You MUST have one for early and late access to the Exhibit Hall.
Non-Instructional Staff (i.e. recruiter,admissions rep, registrar, etc.)
- Up to three (3) complimentary badges are available for Non-Instructional Staff who participate in the College exhibits. Complimentary badges will include name AND position/title.
- Email staff name AND position/title to zgersch@tmea.org.
- Pick up badges at exhibitor registration.
Out of State Institutions
- Three (3) complimentary badges are included with your booth. Additional badges may be purchased for $30 each.
- Badge request form will be available in January.
- Pick up badges at exhibitor registration under your institution’s name.
Need Help?
For questions about exhibiting or sponsorship opportunities, contact Zachary Gersch.