Exhibitor FAQ

TXAEYC Annual Conference 2025

Welcome, and thank you for joining us as an exhibitor at the 2025 TXAEYC Annual Conference. We’re excited to partner with you in creating an engaging and memorable experience for thousands of early childhood professionals from across Texas. This Exhibitor FAQ is designed to help you prepare for the event by answering key questions about logistics, booth setup, registration, and what to expect during your time at the Kalahari Resort. Please review the details below carefully, and don’t hesitate to reach out with any additional questions as we get closer to the event.

Event Basics
Date and Venue
Attendee Information
Attendee Categories
Schedule Information
Session Information

Booth Basics
Booth Information
Booth Extras
Electricity and WiFi
Shipping and Receiving Information

Registration Basics
How to Register
Payment Options
Cancellation Policy

Additional Information
Booth Guidelines
Social Media
What to Bring

Event Basics

Date and Venue

November 6–8, 2025 at the Kalahari Resort and Convention Center
3001 Kalahari Blvd, Round Rock, TX 78665

Attendee Information

Historically, TXAEYC’s Annual Conference has included directors and owners, classroom teachers, higher education faculty, trainers and consultants, and others involved with early childhood education from across the state.

Attendee Categories

While we cannot confirm or guarantee the number of attendees or their roles within the early childhood education field, previous years have included:

One-third Directors, Owners, or Administrators
One-third classroom teachers (infant through K–3)
One-third early childhood professionals including trainers, coaches, higher education faculty, agency staff, and advocates

Schedule Information

The Annual Conference schedule includes three days of sessions and events. Dedicated Exhibit Hall hours and scheduled networking breaks ensure consistent traffic.

Exhibitor Move-In
Wednesday, November 5 – Beginning at 8:00 PM
Thursday, November 6 – Beginning at 8:00 AM

Exhibit Hall Open
Thursday, November 6 – 12:00 PM to 6:00 PM
Friday, November 7 – 10:00 AM to 6:00 PM
Saturday, November 8 – 8:00 AM to 11:30 AM

Exhibitor Load-Out
Saturday, November 8 – Begins at 11:30 AM

Session Information

TXAEYC sessions take place throughout the conference and are not open to exhibitors unless registered as full participants. Exhibitors and sponsors may not host sessions or make product presentations during breakout times. Conference sessions may not be used for sales.

Booth Basics

Booth Information

Each exhibit booth includes:

One 6-foot draped table
Two chairs
One wastebasket
Standard booth signage with your organization’s name

The Exhibit Hall is fully carpeted. Booth locations will be assigned and communicated in your confirmation materials.

Booth Extras

Additional furnishings and upgrades may be purchased through AEX, TXAEYC’s official exhibit services provider. The Exhibitor Kit will include order forms and contact details.

On-Site Support
AEX will staff an Exhibitor Service Center during move-in and move-out to assist with booth setup, additional orders, and material handling needs.

Electricity and WiFi

Electricity and WiFi are available for an additional fee. These services must be ordered directly through Kalahari Resort using the link below:

https://roundrockkalahari-conventions.buy-ondemand.com/

We strongly recommend placing orders in advance, as on-site rates may be higher.

Shipping and Receiving Information

Shipments may be delivered to the resort no earlier than the date specified in the AEX Exhibitor Kit. All packages must be clearly labeled:

Kalahari Resort – TXAEYC Conference
[Your Company Name & Booth Number]
3001 Kalahari Blvd
Round Rock, TX 78665

Storage is limited. Handling fees may apply. Please coordinate directly with Kalahari’s shipping and receiving department for special needs.

Registration Basics

How to Register

Exhibitors will receive a registration link by email. During registration, you’ll be able to confirm your booth details, list on-site representatives, and request additional exhibitor badges if needed.

Exhibitor check-in will be located at the Exhibit Hall entrance during move-in hours. Badges and final instructions will be provided on-site.

Additional exhibitor badges may be purchased through the registration portal.
Pricing will be provided in your confirmation materials.

Payment Options

Exhibitor fees may be paid by credit card during online registration. If invoiced, payment is due within 30 days. All payments are final and non-transferable.

Cancellation Policy

All exhibitor registrations are final. TXAEYC does not offer refunds for cancellations.

Additional Information

Booth Guidelines

Exhibitors are welcome to bring branded materials and display items but must keep all displays and signage within their assigned booth footprint. Open flames, amplified sound, and any materials that obstruct neighboring booths or aisles are not permitted. Additional display guidelines may be outlined in the AEX Exhibitor Kit.

We encourage you to promote your presence at the TXAEYC Annual Conference. Please use the hashtag #TXAEYC2025 in your posts and tag TXAEYC when sharing information about your booth, organization, or conference experience.

What to Bring

We recommend bringing business cards, printed materials, a small giveaway or promotional item, and any display elements that help communicate your brand or services. Charging cables, signage stands, and extra supplies are also useful to have on hand.