Exhibitor Frequently Asked Questions

Texas EMS Conference 2020 is going Virtual!

We know there are questions. Please see below for answers to the most frequently asked questions.

Q: Why change Texas EMS Conference to a completely virtual conference?

A: The health and safety of our attendees, exhibitors, staff, volunteers, and others involved with producing Texas EMS Conference are our top priorities. Although we would all love to meet, network and socialize at Texas EMS Conference, at this time we do not feel this is a viable and safe option. With the current COVID-19 situation, including social distancing requirements in the convention center and hotels, it is impractical to hold a live event on the usual scale of Texas EMS Conference.  We are excited to make Texas EMS Conference 2020 happen as a virtual event! And of course, we look forward to seeing everyone in person at Texas EMS Conference 2021 in Austin.

Q: Will I receive the same quality experience at Texas EMS Conference 2020 – Virtual?

A: Attendee and exhibitor experiences at Texas EMS Conference 2020 – Virtual will certainly be different, but we are excited about the opportunity to connect and learn in new ways. We will offer the same excellent education designed to bring in the wide variety of attendees you have come to expect at Texas EMS Conference.

Q: If I am already registered for a booth, do I need to register again for Texas EMS Conference 2020 – Virtual?

A: No. If you already registered for a booth at Texas EMS Conference, your registration will automatically be converted over to a standard virtual booth registration. Please visit the Exhibitor Page to view the wide variety of virtual booth options! Once you have decided which options are best for your company, please contact Teresa Sladek at 512-759-1720 or email those selections to registration@texasemsconference.com. If there is a difference in the original booth price and the virtual booth options selected, you will be refunded or invoiced for that difference.

Q: What is included in a standard virtual booth registration?

A: A standard virtual booth will include a single virtual room, where company representatives can interact with visitors. These booths will feature areas for you to upload company videos and product or service documents. Live chat and video interaction functions are also included.

Q: What if I want to add additional features to my virtual booth?

A: There are many ways to customize your virtual booth experience. These options can be viewed on our Exhibitor Page. If you want to add any of the features to a standard virtual booth or have any questions, please contact Teresa Sladek at 512-759-1720 or registration@texasemsconference.com.

Q: I have never set up a virtual booth before. How do I go about doing this?

A: We will organize conference calls with our virtual platform production team for all exhibitors. This will explain the process, provide solutions and answer any questions you may have. If you would like additional guidance from the production team, they will be available to do so privately.

Q: If I have already signed up for a booth in the exhibit hall, and I do not think a virtual booth will work for my products or services, can I request a refund?

A: Yes. We understand that things have changed, and you might not want to participate in a virtual event. If you would like to request a refund, please email your request, complete with company name, to registration@texasemsconference.com. Full refunds will be given to exhibitors who registered prior to August 13, 2020. The deadline to request a full refund is September 15, 2020. If you have not requested a refund by September 15, 2020, any exhibitor refund will be subject to a 20% administrative fee. No refunds will be given after October 1, 2020. Please note that refunds will be processed as soon as possible but may take up to 30 days.

Q: Is Texas EMS Conference doing anything to encourage participation in the virtual exhibit hall?

A: Yes. The standard virtual booth registration automatically includes an incentive prize that will be sent to a randomly selected visitor to your booth on your behalf. If you would like to provide us with a prize or product for the winner, please contact us at registration@texasemsconference.com. For more details, visit our Exhibitor Page.

Q: Are there sponsorship opportunities available for Texas EMS Conference 2020 – Virtual?

A: Yes, there are lots of great opportunities and benefits of being a conference sponsor for this virtual event. To view the different options, benefits and opportunities please visit our Sponsorship Page.

Q: If I do not want to participate in the conference with a virtual booth, are there ways I can still reach your attendees?

A: Yes, there are advertising options available, such as a website advertisement or email blast, that can be purchased individually if you elect not to join the virtual exhibit hall. Please visit our Exhibitor Page to find more details and to register for these advertising options.

If your company does not have a virtual booth, the price for advertising options will be higher than those posted on the Exhibitor Page. If you have questions, you may call Texas EMS Conference at 512-759-1720 or email us at registration@texasemsconference.com.

Q: What if I already made a hotel reservation at one of the Texas EMS Conference hotels? (Omni, Hilton, Sheraton, Embassy Suites, Marriott Courtyard)

A: If you reserved a room at the conference rate with one of our partner hotels, we encourage you to contact the hotel directly to ensure your reservation has been automatically canceled. It is your responsibility to confirm any hotel reservation cancellations.

Q: When will Texas EMS Conference 2020 – Virtual be offered?

A: Texas EMS Conference 2020 – Virtual will still be held at its originally scheduled dates of November 23-25, 2020. We have scheduled virtual exhibit hall hours from 10 AM – 3 PM on Monday, November 23 and Tuesday, November 24. Extended breaks are scheduled during the education sessions to allow dedicated, uninterrupted time for attendees to visit the virtual exhibit hall.

Q: What type of internet connection will I need to access Texas EMS Conference 2020 – Virtual?

A: The platform for Texas EMS Conference 2020 – Virtual will consist of streaming videos, chat features, poll questions and other interactive elements during both the education sessions and the virtual exhibit hall. We recommend a download speed around 5 Mbps or higher to fully utilize all of the platform elements. A speed test will be included in the virtual platform to help determine your access speed.

Q: Will I be able to attend courses offered at Texas EMS Conference 2020 – Virtual as an exhibitor?

A: Yes, you may attend courses as an exhibitor by registering for an Exhibitor Badge with CE option on the registration form. The cost of an Exhibitor Badge with CE is $175.