Action Items & Deadlines

• Review the exhibit rules and regulations
• Review the exhibit show schedule
• Explore exhibiting addons including lead retrieval, internet access, and more
• Review the show promo kit to download the exhibitor show logo and social media templates

Exhibitors will receive an email from convention@tmea.org with a link to access the Exhibitor Center starting in October. Attendees can access the app starting in early December. Update your company profile beforehand so your booth is ready when they start browsing.

Access the Exhibitor App Center

• Update your company profile: company description, logo, optional video or header image, social accounts, and documents or links.
• Link team members to your profile: contacts on your company record are automatically added as booth admins. To add someone not already listed, submit their name and email through the Booth Staff Badge Request form, then connect them to your listing.
• Advanced & Ultimate exhibitors: set your available meeting times and add items to your Exhibitor Spotlight.
• Ultimate exhibitors: set up your lead qualification form and prepare team members to scan badges.

• October 1, 2026: Exhibitor mobile app portal access opens. Update your exhibitor booth profile with a description, images, downloadable documents, and more. You will receive an email from convention@tmea.org with your login to access the exhibitor portal.
• November 1, 2026 (College Exhibitors Only): Email your college reunion information to the Administrative Director, Colleen Whatley for inclusion in the official convention program.
• November 1, 2026 (Convention Sponsors Only): If you purchased a convention sponsorship, please upload your company logo to the TMEA Sponsorships Folder.
• November – December 2026: Booth assignments will be announced on a rolling basis via email.
• December 2026: Review the Freeman Quick Facts Sheet & Freeman Decorator Service Manual. 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 2026: TMEA Convention app available for download for attendees.
• December 15, 2026 (Advertising): February magazine & Convention Program advertising reservations due.
• December 22, 2026 (Advertising): February magazine & Convention Program advertising materials due.
• December 31, 2026: Full booth balance is due. Log in to your profile to pay open balances.
• January 1, 2027: Cancellation deadline. TMEA will retain a non-refundable deposit (one-half the booth price) for cancellations requested in writing on or before this date. No refund will be granted after this date.
• January 2027: Booth staff badge requests available (College Exhibitors please see note regarding badges below.)
• January 6, 2027: Each exhibitor reservation made through Orchid and cancelled after January 6, 2027, will be charged a $50 fee to the credit card on the reservation.
• January 12, 2027: Freeman Decorating begins accepting freight at their warehouse; this is also the discount deadline to order furnishings and other decorator services.
• January 14, 2027: 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 19, 2027: Deadline to make or update hotel reservations if using the convention housing system to guarantee availability and conference rates.
• January 27, 2027: Convention attendee database orders available.
• February 4, 2027: Advanced freight deadline for Freeman Decorating. Materials arriving after this date will be received at the warehouse with an additional charge.
• February 5, 2027: Deadline to submit attendee database orders.
• February 5, 2027: Only if using outside contractors—deadline to submit Exhibitor-Appointed Contractor (EAC) Authorization Form.
• February 7, 2027: Deadline to submit booth staff badge requests.
• February 9-11, 2027: Load-in begins. Review the loading dock directions and emergency procedures.

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.