Exhibitor FAQ

Frequently Asked Questions

When is the show?
Where is the Conference?
Who attends the Conference?
How many attendees are expected?
What kinds of exhibitors do you accept?
How do I become an exhibitor?
What is the difference between a standard and a premium booth?
When is the deadline to submit in my exhibitor application?
How much does it cost to exhibit?
What is included with my booth fee?
How many passes will I receive with my booth? 
How are booths assigned?
What if I need to cancel my booth?
Who is Universal Odyssey?
How do I register to attend the Conference?
Can I share a booth?
Are there dedicated exhibit hours?
 

When is the show?
The live date for our Virtual Texas Conference for Women is October 1, 2020.  However, breakout playback and additional video contect will be available to attendees between October 1-9 for paid attendees.  After that time, we will have links for exhibitors available to our full conference community on our website.

Where is the Conference?
Due to current circumstances, the 2020 event will be 100% Virtual this year.

Who attends the Conference?
The Texas Conference for Women is the state’s premiere networking and educational experience designed to engage, enlighten and empower women from across the state. The non-partisan Conference features nationally recognized speakers, presenters and panelists who are leaders in business, media, health, personal development and finance. They share their experience and expertise on everything from leading change to managing money to finding a work/life balance.

Thousands of Texas businesswomen and community leaders participate in the Conference every year, to connect, learn practical and professional strategies from nationally recognized experts, and network with peers.

How many attendees are expected?
Last year we had over 10,000 attendees participate in the Texas Conference for Women events.  This year we expect between 7,500 - 10,000 to participate as partof our virtual event.  Based on current registration numbers, we are well on our way to achieving this goal.

What kinds of exhibitors do you accept?
We accept all types of exhibitors into the show each year.  We strive to maintain a balance between the different types so as to offer our attendees the widest variety possible.  Examples of exhibitor types include: universities, retail vendors, healthcare organizations, non-profits, government agencies, professional services, and many more.  Exhibitors can offer products, goods, services and information applicable to women.  Many have volunteer, donor, education, and/or employment opportunities available for attendees as well.

The exhibit hall in 2020will focus on six main categories that highlight our sponsors, non-profits, women owned business and companies that empower women:  Health & Wellness; Community; Career; Women Owned Business; Education; and Technology.  There will be limited booths available in each category.  The booth category may be used for booth assignment.  When applying please indicate all categories that most describe your organization.  If you cannot find the appropriate booth category, please select “Other”.

How do I become an exhibitor?
Simply fill out the exhibit space application on line at http://www.txconferenceforwomen.org/exhibitors. All applications are reviewed by a committee.

Once we receive your documents we will review them to determine if we will accept your business/organization into the show.  Show management may limit the number of applications accepted in any given field, based on the total number of applications received in that area.  If you are accepted, you will receive a confirmation email. 

If you are not accepted for this year's Conference, we will not process your payment.

Exhibitors are prohibited from promoting political candidates or initatives.

What is the difference between a standard and a premium corner booth?
A standard booth includes the virtual booth space, listing in our conference app, listing in our digital program and the ability for women-owned business to post to our facebook marketplace once a week, while it is open between October 1-30.  Premium booths include an upgraded location in the virtual hall and the ability to post to the facebook marketplace 2x a week while it is open.

When is the deadline to send in my exhibitor application?
There is no deadline, but we anticipate that we will sell out, so it is recommended that you get your application in early.  Booth assignments are made, in part, based on when we receive your application.  It is beneficial to submit your application as soon as you have confirmed your interest in participating.

How much does it cost to exhibit?
The cost options for booths can be found in the application page of the website.  Discounts are available for women-owned business as well as 501(c)(3) classified non-profits. See application for pricing grid.

What is included with my booth fee?
A standard booth includes the virtual booth space, listing in our conference app, listing in our digital program and the ability for women-owned business to post to our facebook marketplace once a week, while it is open between October 1-30.  Premium booths include an upgraded location in the virtual hall and the ability to post to the facebook marketplace 2x a week while it is open.  Details regarding the look of each booth option will be available soon.

How many passes/tickets will I receive with my booth?
In order to keep the price as low as possible, we will NOT be including conference tickets as part of your booth fee.

How are booths assigned?
Booths will be assigned by the exhibitor show management.  Sponsors will be placed first.  Following current sponsors, exhibitors will be placed in order of when their application was received.

Returning exhibitors will receive preferential booth assignments so long as they are registered by July 31.

Returning exhibitors are generally given priority over new representatives from the same company, provided they get their applications in early.  If we receive an application from a new representative of a given organization and the returning exhibitor has not yet applied, we will attempt to contact the previous year’s exhibitor with a deadline to submit an application and full payment to maintain their placement.

What if I need to cancel my booth?
Once you are approved as an exhibitor for the show, cancelations are not accepted.

Who is Universal Odyssey?
Universal Odyssey, Inc. is the event management company that has been hired to organize the Exhibit Hall and attendee registration for the Conference. Contact information for the exhibit show management is:

Texas Conference for Women
Exhibit Hall Management
exhibitors@txconferenceforwomen.org
866-433-0630

How do I register to attend the Conference?
You may purchase Conference tickets on our main webiste:  www.txconferenceforwomen.org 

Can I share a booth?
Booths may NOT be shared this year.

Are there dedicated exhibit hours?
The hall is open throughout the entire Conference period from October 1-9, 2020.  Exact times of when we will offer optional "exhibit hall hours" are TBD and will depend on the technical provider selected by the Conference.  These times would allow you to be available for attendees to chat with you in real time.  We will get this information to you as soon as possible.  Please note, that these times will be optional for any exhibitor that wishes to participate and are NOT  a requirement to be a part of our virtual exhibit hall.

 

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