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 and submit the Exhibitor-Appointed Contractor Form if needed
• 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 app Exhibitor Center starting in October.

Access the Exhibitor App Center

Attendees will be able to access the app in early December. Please update your exhibitor company profile before then, if possible, as this makes your exhibit presence more appealing and informative for attendees when they download the app.

• Update your company profile: Including company description, logo & optional header image, social media accounts, and documents or links.
• Link team members to your exhibitor profile in the app: Exhibitor contacts listed on your company record will automatically be included as booth admins in the app. To add someone not already listed, submit their name and email through the Booth Staff Badge Request form, then connect them to your exhibitor listing.
• For Advanced & Ultimate Upgrade Exhibitors: Set your available meeting times and add items to the Exhibitor Product Showcase.
• For Ultimate Upgrade Exhibitors: Set up your lead qualification form and upload an optional video header image.

• 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 Whatleyfor inclusion in the official convention program.
• November 5, 2026 (Convention Sponsors Only): Email your company logo files to Amanda Pierce with the subject “Your Company Name: Logo for Convention Sponsorship”
• 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: Freeman will contact you regarding purchasing optional services. Your booth number is not required to reserve services. Freeman will use your booth size to determine pricing.)
• December 2027: 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 30, 2026: Booth balance is due. Log in to your profile to pay open balances.
• 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 warehouse.
• January 12, 2027: Discount deadline to order furnishings, etc., from Freeman Decorating.
• January 14, 2027: 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 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.