EVENT & VENUE

2026 AAV Annual Conference and Expo
October 2 - 5, 2026
Renaissance Austin Hotel
The Rio Grande Expo Hall
Austin, TX

  IMPORTANT DATES

Wednesday, September 2, 2026
ADVANCE SHIPMENT RECEIVING
First day warehouse will begin receiving advance shipments without surcharges.

Friday, September 4, 2026
ADVANCE ORDER DISCOUNT DEADLINE
All orders must be received with payment in full by this date to receive discounted pricing.

Friday, September 4, 2026
ADVANCE ORDER DEADLINE - EXHIBITOR SIGNS AND CUSTOM TABLE THROWS
All orders must be received with payment in full by this date to guarantee production of the order for the show. These items will not be available to order after the deadline date.

Friday, September 25, 2026
ADVANCE SHIPMENT DEADLINE
Last day for advance shipments to arrive at warehouse without surcharges.
*Please Note: Any shipments arriving after Wednesday, September 30, 2026 may be subject to additional truck and driver charges.* .

  SCHEDULE

Exhibitor Move-In
Friday, October 2, 2026
11:00am - 5:00pm
All booths and material must be set-up by 5:00 PM on Friday.  The Exhibit Hall will open to attendees at 5:45 PM on Friday, October 2 for the Welcome Reception.
Exhibit Hours
Friday, October 2, 2026
5:45pm - 7:45pm
Welcome Reception, includes appetizers + 1 drink ticket per person in the Rio Grande Exhibit Hall
Saturday, October 3, 2026
10:00am - 4:30pm
Lunch held from 12:00 PM - 1:30 PM in the Rio Grande Exhibit Hall
Sunday, October 4, 2026
10:00am - 4:30pm
Lunch held from 12:30 PM - 2:00 PM in the Rio Grande Exhibit Hall
Monday, October 5, 2026
7:30am - 11:00am
AM coffee & muffins held in the Rio Grande Exhibit Hall
Exhibitor Move-Out
Monday, October 5, 2026
11:00am - 1:00pm
Dismantling or tearing down exhibits prior to this time is discouraged and must be pre-approved by conference management. Exhibitors are responsible for handling expenses for all freight shipping.

Move-Out Deadlines
Outbound Bill of Lading Deadline. All exhibitors must submit an outbound Bill of Lading to the Exhibitor Service Desk.
Monday, October 5, 2026
1:00pm
Carrier Check In Deadline
Monday, October 5, 2026
12:00pm
Re-Route Deadline. Shipments not picked up by the exhibitor’s carrier and/or remaining on the exhibit floor will be re-routed at this time.
Monday, October 5, 2026
1:00pm

  What's Included In Your Booth

ACTION REQUIRED: Choose your booth option from the following:

Option #1 - COMPLIMENTARY 10' x 10' BOOTH PACKAGE (8' High Black Backwall Drape, 3' High Black Siderail Drape, one Black 6’ draped table, two side chairs, and one wastebasket)

-OR-

Option #2 - 8' High Black Backwall Drape, 3' High Black Siderail Drape, and $150 credit applied to any Alliance Exposition Service

All rental furnishings must be ordered through our selected General Service Contractor, Alliance. Power, hard-wired internet and audio-visual elements go through the hotel's in-house AV company, Markeys.



*Option Deadline: Friday, September 18, 2026.   Click HERE to select. 
*To change the skirt color of the package table, click HERE
*To upgrade this booth package to a tall table and 2 stools, click HERE.
*To decline this booth package, click HERE.

 

  MATERIAL HANDLING INFORMATION

It is recommended to ship all exhibit materials to the advanced warehouse. Shipping to the warehouse will ensure that materials are in the booth space for exhibitor set up. The warehouse deadline date has been extended for receiving to ­­­­Friday, September 25, 2026. The standard warehouse material handling charge will be honored for all shipments received by this date. Any shipments sent directly to the facility will be required to be handled by Alliance Nationwide Exposition Company. The prevailing warehouse material handling rate plus a 20% minimum surcharge will be added to all direct shipments.  

ADVANCE WAREHOUSE ADDRESS

Exhibiting Company Name/Booth # 
2026 AAV Annual Conference and Expo
c/o Alliance Exposition
3302 W Miller Rd
Ste 100
Garland, TX 75041  

Warehouse receiving hours are Monday - Friday, 8:00am - 3:00pm (local time).

OUTBOUND SHIPPING PICK UP ADDRESS

Exhibiting Company Name/Booth # 
2026 AAV Annual Conference and Expo
c/o Alliance Exposition
Renaissance Austin Hotel
The Rio Grande Expo Hall
9721 Arboretum Blvd
Austin, TX 78759  

Outbound shipments not consigned to Alliance Transportation and Logistics, the Official Show Carrier, require a pick-up to be scheduled in advance by the exhibiting company with its designated carrier of choice.

For outbound carrier pick up, please schedule your carrier to pick up from the above Outbound Pick Up address between the hours of 11:00am and 1:00pm on Monday, October 5, 2026. Carrier check-in deadline is 12:00pm on Monday, October 5, 2026.

All exhibit materials must be removed from the exhibit hall by 1:00pm on Monday, October 5, 2026.

  EXHIBITOR SUPPORT

For assistance, please contact Exhibitor Services:
  888.528.2011
  ExhibitorAssistance@alliance-exposition.com

  FUEL AND LABOR SURCHARGE

As of August 2023, a 9.3% Fuel and Labor Surcharge will be added to all orders placed with Alliance Nationwide Exposition.