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#LitTX26: Information for Exhibitors & Sponsors

We’re so glad you’re coming to the 2026 Literacy Texas Annual Conference!

You told us you preferred for us not to send you lengthy emails with conference information – and we listened! Please read through the details on this page so you know what to expect at the 2026 Literacy Texas Conference – and bookmark it to come back to as a handy reference as you prepare.

This page has FAQs and other info for conference exhibitors, to help you prepare and plan. Use the quick links below to get answers to your questions.

And please bookmark this page to come back to! It’s our intention that this be a handy reference, not something you have to memorize.

Thanks for coming to the 2025 Literacy Texas Annual Conference! 

This page will be updated in the new year for the 2026 conference.

Exhibitor info quick links

Click on the quick link below to go to more information about that topic, or simply scroll to find everything you need.

Registration Details for Conference Attendees

Every conference exhibitor package includes at least one complimentary conference registration for an attending exhibitor. Some packages include more than one complimentary registration, and there’s the option to purchase additional registrations at a signficantly reduced rate. You can find all the details in the Conference Opportunities document.

After you have made your selection and paid for your package, the Literacy Texas team will generate and send one registration code for each exhibitor attendee. You’ll use your code(s) to complete registration for the exhibitor attendee(s) from your organization. Please hold off on registering until you have your code – they can’t be applied retroactively.

We need personal registrations in addition to the organization’s exhibitor registration, so that we can gather info for name tags, meal preferences, and so on – so keep an eye out for the email with the codes. And check your spam!

Contact Lindsay if you have any questions or issues with getting registered. Please get in touch if you need contact details.

Insurance Requirements

Our insurance company has let us know about requirements for exhibiting at Literacy Texas events.

You have three options:

OPTION 1
You can have Literacy Texas listed on your insurance certificate as an “additional insured.” 

OPTION 2
You can provide an endorsement that shows Literacy Texas as an additional insured (this is like an amendment to your insurance).

OPTION 3
If you’re unable to do either of the above, we can assist you to get a simple policy specifically for our event – use this link to get that organized. This will cost approximately $75.

Whichever option you choose, Literacy Texas will need a copy of your insurance certificate by Wednesday, July 22, 2026, at the absolute latest – PLEASE send it earlier if you can.

Please send all certificates to Lindsay. Please get in touch if you need more information or to ask for contact details (we don’t list email addresses on the website to minimize spam).

Your Current Logo

We need a current logo for each exhibiting organization or company, ideally in two formats:

  1. Portrait or square (for use as your icon in the conference app), and
  2. Landscape (for general use).

If you’ve sent us your logo in the past and there have been no changes, you don’t need to send again. If we have logos on file for you, we’ll assume they’re current unless you send us replacements.

If you’re a first-time exhibitor or your organization’s logo has changed recently, please send us updated logo files.

The ideal file type is:

  • Full color, 
  • A PNG with a transparent background,
  • At least 500px on its shortest side.

If a file type with these features is not available, please send what you can.

You can send your logo as an email attachment to either Kathryn or Lindsay. Please get in touch if you need contact details for either of them (we don’t list email addresses on the website to minimize spam).

Deadline to send your logo and have it included in the plenary scrolling PPT and the conference app:

12:00 PM Wednesday, July 15, 2026

Your Listing on Our Website

We will list all confirmed exhibitors here: literacytexas.org/exhibit

We want to make sure we list your company name exactly as you want it, and that the embedded URL goes to the right website – we will use the information you submitted at registration. If you see an error or want to update how you’re listed, get in touch any time.

Your Listing in the Conference App

Literacy Texas will add the basics to your listing in the conference app, using the information you provide:

  • Organization name (as you noted it in your registration form)
  • Organization URL (as you noted it in your registration form)
  • Logo (from our files, or sent by you via email to Literacy Texas – a square or portrait version of your logo will be the best fit for the app icon)

If you want to, you can also send us these items, which we’ll upload to the app ahead of time if we receive them from you in a timely fashion:

  • Banner image (566px wide, 368 px tall, JPG or PNG – can contain words)
  • “About” description (up to 4,000 characters; we recommend 100 – 600 characters – no links are possible in this section)

About a week out from the conference, we’ll be able to give you access to your app listing. You’ll have the chance to add other information to make your profile stand out – for example, graphics, videos, documents, a product list, coupons, and more.

Adding anything beyond the basics to your app profile is completely optional. As noted above, we’ll make sure you’re listed there with name, website, and logo (if you’ve sent us one). You’re welcome to leave it there if you wish!

You can send info and/or attachments to either Kathryn or Lindsay. Please get in touch if you need more information or to ask for contact details (we don’t list email addresses on the website to minimize spam).

Deadline to submit content for inclusion in the app for Literacy Texas to upload:

12:00 PM Wednesday, July 15, 2026

Ads in Program and Conference App

The print deadline has now passed so no further ad purchases are possible.

Full-color ads are available in our conference program. The 2026 conference program is full color, portrait, letter-sized, and available to all conference attendees online via a PDF reader. Each program ad purchased includes an additional ad, at no extra charge, within the conference app.

Specs are below, so that you can start the planning process with your marketing team.

Conference Program

  • Program is in full color, portrait, letter sized.
  • Complete ad may be submitted as a PNG or JPG
  • Full page: 2,550 px wide, 3,300 px tall (portrait)
  • Half-page: 2,550 px wide, 1,650 px tall (landscape)
  • Quarter-page: 1,275 px wide, 1,650 px tall (portrait)

Conference App

  • Complete ad may be submitted as a PNG or JPG, at 72 dpi.
  • Size: 858 px wide, 300 px tall

NOTE: App ads should be brief and not contain many words due to screen size limitations.

You can send attachments to either Kathryn or Lindsay. Please get in touch if you need more information or to ask for contact details (we don’t list email addresses on the website to minimize spam).

Deadline to submit graphics for inclusion in the program and/or app:

12:00 PM Wednesday, July 15, 2026

Flyers in Conference Attendee Bags

If you purchased a sponsorship opportunity that entitles you to include flyers in conference attendee bags, you will need to send the printed flyers to Literacy Texas ahead of time.

You can send flyers to:

Literacy Texas
P.O. Box 111
Texarkana, TX 75504

Flyers must be received by:

Wednesday, July 22, 2026

Exhibitor Lightning Rounds

We’ll be doing the popular Exhibitor Lightning Rounds again, in the afternoon of Conference Day 1 (Tuesday, July 28). They’ll largely follow the same format as previous years. Please note that we will be sticking closely to the limit of 3 rounds.

A summary page about how it all works is here. Participation is completely optional. We request that all participating exhibitors bring a door prize to award after this event.

Literacy Texas will assume that all exhibitors are participating unless you tell us otherwise – please contact Kathryn if you’d like to opt out of this event.

Premium Benefits

Premium exhibitor packages include some special benefits, among them:

Use the links above to read more about these benefits, including word count and other details.

We’ll be in touch with anyone who purchases a premium package to discuss dates and other details – or you can contact us to get the ball rolling as soon as you like! Starting early usually means you can get your pick of dates – so do get in touch whenever you like.

Kathryn will be your main contact for premium benefits. Please get in touch if you need more information or to ask for contact details (we don’t list email addresses on the website to minimize spam).

Sending Materials To and From the Hotel

Sending Materials To the Hotel

Mailing information:

Embassy Suites by Hilton Grapevine DFW Airport,
ATTN: Allison Alverdi & Literacy Texas
2401 Bass Pro Drive, Grapevine, TX, 76051

Boxes and packages should be marked with the following:

  • Responsible  party’s name (i.e., who is going to pick it up)
  • Group Name – Literacy Texas
  • “Hold for arrival date of Monday, July 27, 2026.”

The hotel has requested that packages arrive no earlier than Friday 7/24/2026.

Boxes cannot be delivered to specific guest rooms, but they can be picked up from the front desk/check-in area.

Sending Materials From the Hotel

Bring your own shipping label, or you can print out shipping labels via the Embassy’s business center. The business center has a guest printer.

You should schedule pick-up with your preferred shipping partner. Please share this information with Allison Alverdi (hotel staff) when verified, so she can communicate to the hotel operations teams. Please be sure to set a pick-up time to avoid delays.

Setting Up on July 27

Exhibitors will have access to the Exhibitor Hall for set-up any time from 12:00 PM on Monday, July 27.

All set-up must be completed by 5:00 PM, so that the VIP Reception can begin on time.

Materials sent ahead to the hotel and correctly marked with the event and the exhibitor name will be brought to your booth space by hotel staff.

Packing Up on July 29

Pack-up can begin at 1:30 PM on Wednesday, July 29 – directly after lunch ends. Attendees will be reminded that their last chance to visit you is at the end of lunch.

All pack-up must be completed by 4:00 PM on Wednesday, July 29.

The Fine Print

This is a copy of the terms and conditions at the end of the exhibitor packet. We’ve put it here as a handy reference.

Exhibitor space: Literacy Texas reserves the right to reject any applicant or exhibitor and will refund the amount paid for that space. Literacy Texas will do their best to honor all specific space requests but reserves the right to assign, designate, or change your exhibitor location if necessary,

Payment: Payment for exhibitor spaces must be received by Literacy Texas to hold your exhibitor space reservation. Payments received in full on or before noon on Wednesday, May 20, 2026, qualify for early bird rates. All payments must be received by Wednesday, July 22, 2026 or you may forfeit your space at the conference.

Hours of operation: Hours on Tuesday, July 28, 2026 are 7:30 AM to 4:00 PM (5:00 PM for those participating in Exhibitor Lightning Rounds) and Wednesday, July 29, 2026 from 7:30 AM to 1:00 PM. Set-up of exhibits begins at 12:00 PM on Monday, July 27, 2026 and exhibitors shall have their exhibit completely assembled and ready to be viewed by guests no later than 5:00 PM on Monday, July 27, 2026. There is a Grand Opening Reception planned for all attendees on Monday, July 27, between 5:30 PM and 7:00 PM. Exhibitors are invited to attend and encouraged to have their exhibits ready for viewing by guests at that time, and set-up must pause during the event. Exhibitors should not begin disassembling their exhibit until after 1:30 PM on Wednesday, July 29, 2026. Attendees will be told during lunch that straight after the lunch break will be their last chance to visit exhibitors. All pack-up must be completed by 4:00 PM on Wednesday, July 29, 2026. Schedule is subject to change.

Interference prohibited: Excessive noise, bothersome lighting, or other use by exhibitor which interferes with the exhibitor space used by other exhibitors is prohibited, as is the creation or maintenance by exhibitor of any dangerous or hazardous condition or situation. The aisles belong to the conference. Neither exhibitor nor advertising material shall protrude into the aisles. Display shall not exceed 8 feet in height without conference coordinators’ approval.

Services not provided: Literacy Texas does not provide equipment, decoration, labor, carpenters, storage for exhibit materials, special lighting, gas, water supply, or other related services. All arrangements for these items must be made by the exhibitor, and exhibitor shall defend, indemnify, and hold harmless Literacy Texas for any and all claims, losses, damages, injuries or other charges which may occur from such arrangements made by exhibitor.

Security: Materials left out overnight may be exposed. The Exhibitor Hall will be closed after hours, however Literacy Texas assumes no liability for exhibits, their contents, or personnel.

Insurance: Each exhibitor must provide proof of insurance with Literacy Texas listed as “additional insured.” Exhibitor acknowledges Literacy Texas provides no insurance covering exhibitor’s property. It is exhibitor’s sole responsibility to obtain interruption, property damage, personal injury, vandalism, theft, and any other insurance it may need to cover any losses it may suffer at the 2026 Literacy Texas Annual Conference. Please ask if you need further details about insurance.

Indemnification: Exhibitor shall defend, indemnify, and hold harmless Literacy Texas and their designated agents, employees and/or contractors, from and against any and all claims, losses, damages, injuries, penalties, governmental charges or fines in any amount arising out of or caused by exhibitor’s use of the premises, the conduct of exhibitor’s business or from any activity or work done, permitted, or suffered by exhibitor in or around the premises, including but not limited to, the installation, operation, maintenance or removal of exhibits.

Assignment prohibited: Exhibitor shall not assign any portion of its exhibit space to any individual, partnership, corporation, company, firm, or entity, without the prior written consent of Literacy Texas.

Cancellation Policy: If exhibitor is not able to attend the 2026 Literacy Texas Annual Conference, exhibitor may be entitled to a refund on the following schedule.
Written cancellation received by June 1, 2026, exhibitor is entitled to an 80% refund.
Written cancellation received by June 29, 2026, exhibitor is entitled to a 50% refund.
If exhibitor cancels on or after July 13, 2026, exhibitor will not receive a refund.

Summary Checklists

Details on all of these are below if you need them.

Literacy Texas needs from ALL exhibitors:

  • Registration details for exhibitor attendee(s) using code provided
  • Current logo
  • Full organization name as you want it to appear on the website
  • Basic details for your conference app listing
  • Organization URL/website link that you want us to use on your website listing

If you’ve sent these before and nothing has changed, we’re good – Literacy Texas will have them on file. But if you’re a first-time exhibitor or there have been updates (for example: a new logo, or a specific landing page you want to highlight on your website), then please make sure to pass on current info.

Literacy Texas needs from SOME exhibitors (those with premium exhibitor packages):

  • Guest blog post according to specifications
  • Newsletter profile according to specifications

Exhibitor Confirmation and Receipt

You should have received a confirmation email and receipt immediately after you registered. Sometimes these messages go to spam, so please check your junk folder if you don’t see it as you expect.

Get in touch any time if you need us to forward a copy of that message and/or the receipt to you.

A reminder that early bird rates for exhibitor packages require you to both register and pay for your organization by the end of the early bird period. 

click here to go to the main exhibitor page
click here to go to the sponsor & exhibitor sign-up form

The online sign-up form for sponsors and exhibitors is not yet open – it will open very soon.

Have a question? We welcome your call: 972-926-3155
Or get in touch online.

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Checked/updated 12/12/2025

#LitTX26