Event Policies

Your name badge identifies you as an Access LIVE 2027 participant and must be worn at all times. Badges can be printed upon arrival using the QR code from your registration confirmation. Badges will not be sent in advance of the event. Lost badges will be replaced for a $125 fee.

• All attendees and setup personnel must be at least 21 years old. No one under 21 years of age will be allowed in the WSWA Access LIVE show space. No exceptions!
• Exhibit Hall (Access HQ): Fully registered attendees and exhibitors have access during show hours.
• Exhibitor badges provide additional access for setup and teardown. Anyone assisting with set-up or tear-down must have a badge or pick up a wristband from the Access LIVE Registration counter on the day needed. The wristband will only give access to the person wearing it during set-up and tear-down hours for Access LIVE.
• Main Street Suites: Attendees with badges are able to access during show hours; closed-door meetings are by invitation. All visitors/guests or employees must be registered for 2027 Access LIVE.
• Main Stage Sessions: Open to all registered attendees and exhibitors.
• Evening Events: Open to fully registered attendees and exhibitors except model/bartender passes unless noted otherwise.
• WSWA Board Meeting: Board members only.
• Wholesaler Reception: Open only to registered member and non-member wholesalers and reception sponsor(s).
• Wholesaler Meeting: Open only to registered member wholesalers.

Only official exhibitors and suite holders may solicit business during Access LIVE. Distribution of flyers, brochures or promotional materials without written WSWA approval is strictly prohibited.

The ideas and opinions offered at Main Stage Sessions and LIVE Stage Sessions presented during Access LIVE are solely those of the speakers and do not necessarily reflect the position, policy or opinion of the Wine & Spirits Wholesalers of America. The ideas and opinions presented in these sessions and the products and services displayed by exhibitors at Access LIVE should not be construed as a recommendation or endorsement of the ideas, opinions, products or services by the Wine & Spirits Wholesalers of America. In issues affecting legal, financial or accounting matters, members should also consult trained professionals to address their individual situations.

Wine & Spirits Wholesalers of America (WSWA) will be conducting video recording and still photography of all events and sessions during Access LIVE for use in connection with future educational, promotional and marketing activities of the association. Your participation in Access LIVE constitutes your consent to be photographed and video and audio recorded and to all uses of the images and recordings so created.

WSWA reserves the right to restrict audio and video recording at WSWA meetings and events based on a speaker or performer’s contractual agreement with WSWA. Attendees agree to adhere to any restrictions relating to the recording of events, such as special booth appearances or educational sessions. Failure to comply with such restrictions may result in an attendee’s removal from the venue, without a right of readmission, reimbursement, or other compensation.

• Seating is first-come, first-served.
• Rooms may close at capacity.
• Silence mobile phones.
• Disruptive attendees will be removed.
• Presentation materials remain copyrighted by presenters.

Roller bags, carts, wagons and large luggage are prohibited once the exhibit hall opens. Security inspections may occur. Alternative transportation devices must comply with venue rules.

WSWA continues sustainability initiatives including reducing printed materials and swag bags, encouraging reusable water bottles and creating environmentally conscious sponsorship opportunities.

Attendees with food allergies should contact catering or event management. Dietary requests can be submitted during registration.

Access LIVE is a weapon-free and gun-free event. All attendees must comply with venue policies and applicable laws.

Registration Substitutions:
Substitution of registrants will be made at no charge.

Access LIVE Cancellation: 
Registration refunds:
• 100% refund less $100 processing fee through October 9, 2026.
• 50% refund October 10–December 11, 2026.
• No refunds after December 11, 2026.

WSWA contributes $35 from each wholesaler registration to the WSWA Educational Foundation scholarship program. Learn more about WSWA Educational Foundation's scholarship program here.

Only the person whose name is on the badge is entitled to wear such badge. Event Participants may be asked to provide identification in order to verify that their identification matches that on the badge. Any Event Participants wearing another person’s badge will be removed from the Event immediately without refund. Name changes and substitution of Event Participants may be made in advance and onsite at the Event in the Registration Area.

Hotel cancellations must be made at least 7 days prior to arrival through calling the Gaylord Texan or through the hotel confirmation link. If cancellations are made within 7 days, the first night room fee will be forfeited. 

NEW This year! Access LIVE paid registration fee includes one (1) hotel room night in a traditional run of house guest room at the Gaylord Texan Resort & Convention Center. A credit of $379.33 (the $331 group rate, inclusive of resort fee, plus taxes) will be applied to the eligible reservation at check-in. Any additional fees to guarantee a specific bed type (king or double), as well as room upgrades and associated charges, are the guest’s responsibility. 

Hotel accommodations are not automatically booked with registration. Each attendee must make their own reservation via the official Access LIVE reservation link by January 4, in order to qualify. If a qualifying reservation is not made, the hotel credit is forfeited and has no cash or alternative value. The name on the hotel reservation must match the attendee’s registration to receive the credit.

NOTE: WSWA does not work with third-party housing companies. All official Access LIVE 2027 hotel reservations must be booked through the links provided on our website or in your registration confirmation email. If you are contacted by a housing vendor claiming to represent WSWA or our host hotels, please notify us immediately at registrations@wswa.org — these solicitations are fraudulent.