Exhibitor Set Up:

Wednesday, August 27, 2025

12:00pm - 5:00pm (Longhorn D)
6:30pm - 9:30pm (Longhorn C)
Provided that an electrical diagram is included with your order, all electric will be set in the booth before you arrive on this day.

Show Decorator Details:

Please reach out to Freeman for freight, carpeting and furniture details.

Show Hours:

Thursday, August 28, 2025
Friday, August 29, 2025
Saturday, August 30, 2025

1:00pm - 8:00pm
9:00am - 8:00pm
9:00am - 4:00pm

Exhibitor Move-Out:

Saturday, August 30, 2025

4:00pm - 8:00pm

Advance Pricing Deadline

Thursday, August 14, 2025

Standard Price Applies

Beginning Friday, August 15, 2025

Show Site Pricing Applies

Beginning Wednesday, August 27, 2025

All electrical, water, and drain services ordered on site are standard price PLUS 20%.

Electricity Connections

Prices are per outlet, for run of show. Permanent building electricity outlets may not be used by exhibitor. All circuits are on 24 hours a day.

Scaled Booth Diagram & Labor

Please include a booth diagram showing the requested location of outlets. You may download a diagram here. After you have completed your order, you will have the opportunity to upload the attachment and connect it to your order.

Rates do not include connecting equipment. Exhibitor is responsible for connecting their equipment to the utilities in the booth. Labor and materials will be charged to the credit card on file for booth setup based on diagram specifications. Charges will apply for requested relocation. The Hotel will charge for exhibitor-installed cords requiring troubleshooting and/or redistribution in the booth. All labor and materials for booth setup will be billed post-show.

Labor rates: 7:00AM – 6:00PM: $100 per hour.  6:01PM – 6:59AM: $150 per hour (30 minute minimum).

Equipment

All material and equipment provided by Gaylord Texan Resort & Convention Center shall remain the property of the Hotel and shall be removed only by the Hotel at the close of the show. The Hotel reserves the right to refuse connection to any exhibitor whose equipment is deemed unsafe by the Hotel’s electrical department. Use of open clip sockets, latex lamp cord wire, or unapproved multiplex attachment plugs is not permitted.

Cancellations/Services Not Used

Credit will not be given for services ordered and not used.  All cancellations must occur 48 hours prior to show opening.  All disputes must be filed by the exhibitor with the Exhibitor Services Department prior to the close of the show in order to be considered. Email Exhibitor Services at TexanExhibitHall@GaylordHotels.com.

• Customer supplied wireless access points are not permitted unless by specific agreement.
• Order forms and Booth layouts should be faxed to Gaylord Texan Technology Services at (817) 778-3699.
• Rates quoted for connections cover only delivery of services to the booth in most convenient manner.
• Rates do not include connecting or routing of cables inside the booth area.
• Orders placed more than 14 days prior to show will be eligible to use advanced pricing
• Cancellation Policy:
  • 5 business days before the scheduled install date are subject to 25% of the order total.
  • 48hrs before the day if install are subject to 50% of the total order
  • 24hrs before the day of install (onsite cancellations or no shows) are subject to the full amount.

A scaled floor plan showing the requested location(s) of wired/phone drop(s) must accompany your order.

Labor rates apply should there require any relocation moves of wired connection(s) already installed.  Labor rate of $150.00/hr.

There will be a 26% Facility Fee on all Network and Telecommunications orders.  This fee is for maintenance, repair and replacement of IT infrastructure. 

For general internet inquires email: TexanITSales@GaylordHotels.com.

If your organization is Tax Exempt in the state of Texas, please create your account first and then contact us at TexanExhibitHall@GaylordHotels.com. You'll need to send us a copy of your Texas Tax Exempt Certificate before we can process your order.