Information for Exhibitors

Everything you need to know to exhibit!

You must be a TexMEP Associate Member at the Silver, Gold, or Platinum level to exhibit. 

Exhibitors must be current associate members of TexMEP, demonstrating year-round commitment to supporting our association and efforts. We value the ongoing collaboration of our members as we continue to protect our patients, companies, and grow a voice for HME in Texas.

TexMEP Associate Member Conference Benefits

You must be a TexMEP Silver, Gold, or Platinum Member to Exhibit.  Exhibit space is guaranteed to members who renew/join by April 30, 2025.

Exhibitors will be provided a 6-foot skirted table or a 6-foot exhibit space. All display items - including setups, banners, and equipment, must fit within this allotted space. Items that exceed the 6-foot limit are not permitted.

Silver Members

Includes:

  • ONE 6’ skirted table
  • 1 Representative

Gold Members

Includes:

  • Includes ONE 6’ skirted table
  • 2 Representatives
  • Includes Ruby Conference Sponsorship
    • 2 VIP Provider Attendee Passes for your customers
    • Virtual Product Flyer
    • Flyer/Product for Attendee Swag Bag

Platinum Members

Includes:

  • Includes ONE 6’ skirted table
  • 4 Representatives
  • Includes Diamond Conference Sponsorship
    • 2 VIP Provider Attendee Passes for your customers
    • Virtual Product Flyer
    • Flyer/Product for Attendee Swag Bag
    • 10-Minute Promo Presentation
    • Choice of Exhibit Location

Not a TexMEP Associate Member? Check out our Associate Member Benefits and Dues Schedule and Join Now!

3 Steps to Register to Exhibit

1. Reserve Your Hotel Room

2. Register Your Team to Exhibit

3. Complete Exhibitor Setup and Directory Form

If you're shipping products/equipment to the venue, scroll down to Shipping Information and complete the DoubleTree Vendor Shipping Form. 

RESERVE YOUR

HOTEL ROOM

Be sure to book your overnight room early to take advantage of our room block at a discounted rate.  TexMEP has reserved a special overnight room rate of 169 (+). 

Book Your Room

REGISTER YOUR TEAM

Confirm your membership level prior to exhibiting by logging into your member profile, or using the Associate Member Directory.
  • Click Here to Register
  • Enter email of the main contact exhibiting in person
  • Select member exhibitor level (Silver, Gold, or Platinum)
  • Complete registration

Gold and Platinum Members can add additional representatives by clicking "ADD GUEST" during registration under the "Guest registrations" section at the bottom of the form.

Once you’ve hit the limit on representatives included according to your membership level (listed above), you may add additional representatives using the “Additional Exhibitor” registration for $249 per person. The registration code is included in your initial event confirmation email.

EXHIBIT SETUP AND DIRECTORY FORM 

Once you have registered your team to exhibit and booked your overnight room(s), complete the Exhibitor Setup and Directory Form. We provide an exhibitor directory (printed and virtual) to all conference attendees.  This form requests that information as well as the logistics of your exhibit space and any potential offerings you'd like us to promote to attendees.

Complete the Exhibit Setup and Directory Form

Deadline to complete the form is October 10, 2025!  

Know Before You Go - Show Info

Exhibitors are welcome to join us for any and all breakfasts, lunch, breaks, sessions, and networking opportunities.

EXHIBIT SETUP AND BREAKDOWN TIMES

Setup:

  • November 3 (after 6PM, official time TBA)
  • November 4: 7:30 am - 10:30 am 

Breakdown (Tentative):

  • November 4: After Evening Mixer - Time TBA

DEDICATED EXHIBIT TIMES

Exhibit Hall is open on November 4 only with dedicated exhibit time scheduled for:

Exhibit Times on November 4, 2024:

  • 11:00 AM - 12:00 PM
  • 2:00 - 3:00 PM

Evening Mixer with Exhibitors (tentative):

  • 4:45 - 6:00 PM (Evening Mixer with Exhibitors)

Exhibit table numbers and exhibit hall layout diagram will be provided 7-10 days prior to the event - this is subject to change.  Final diagram and layout will be displayed at registration and in exhibit hall as well as our conference Linktree.


INVITE YOUR CUSTOMERS TO ATTEND AT DISCOUNTED RATE

As a TexMEP Associate Member, you can invite your customers, whether they are TexMEP member or not, to attend our Annual Conference & Expo at the TexMEP Member Rate - saving them $200 per person! 

We encourage our associate members to share TexMEP with your customers by either forwarding them the link to the Provider Member Benefits page here: www.texmep.org/provider-membership

TexMEP Platinum Members, Gold Members, Diamond Conference Sponsors, and Ruby Conference Sponsors receive 2 VIP Attendee Passes to invite up to two people to attend at no charge!


EXHIBITOR SESSIONS AND EDUCATION

TexMEP offers Exhibitor-Exclusive sessions and we hope you'll take the time to join us and learn more about the challenges providers face and how we can work together to strengthen the HME community in Texas.

Exhibitor Sessions on November 4 will be held between dedicated exhibit times - times and topics TBD!


CONTACT LISTS

Contact lists for exhibitors and provider attendees will be forwarded to all registrants 3-10 days prior to the conference.

A post-conference list will be sent if any on-site registrations.


SHIPPING INFORMATION

To ship packages to the Hotel:

  1. Complete the DoubleTree Vendor Shipping Form (pages 2 & 3)
  2. Save/Scan and send to michael.anderson@austindoubletree.com

The DoubleTree Austin will receive and store boxes within in 1 week prior to the event start date.

Please make sure you label your boxes as follows –

[ Your Name ]

Doubletree Hotel Austin

6505 IH-35 North

Austin, TX  78752

TexMEP Annual Conference

Michael Anderson, Event Manager

Box ____ of _____ (If you will be sending multiple boxes)

To ship packages from the hotel at the conclusion of your event you will need to:

  • Have your own pre-paid shipping labels and supplies, the hotel does not cover courier cost and will not provide packing tape or boxes.
  • Call your courier to schedule a pick up under your account and have all boxes 100% ready for shipping upon departure.  Make sure you put a shipping label on each returning package.
  • Notify the banquet staff/Hotel Contact when you have scheduled your pick up and are ready for us to be take your boxes to the loading dock.


BECOME A SPONSOR

Become a sponsor for the TexMEP 4th Annual Conference & Expo!

Through your generous sponsorship, we can enhance the event by providing added benefits as well as reducing registration costs, making it more accessible for everyone. Your support as a sponsor allows us to offer incentives that will not only entice existing members but also attract new participants to join us at this event!

Help us make this annual conference one to remember by contributing as a sponsor today!

Thank You to Our Conference Sponsors >>

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If you have any questions, please contact Lauryn Estrella at lauryn@texmep.org

If you need immediate assistance during the conference, we will have limited access to email.  Cell phone number for Lauryn Estrella will be available to attendees and exhibitors.

THANK YOU TO OUR CONFERENCE SPONSORS

DIAMOND SPONSORS

                   
         


RUBY SPONSORS

               

Texas Medical Equipment Providers Association

PO Box 371140, El Paso, TX 79937-1140

office@texmep.org

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