Key Deadlines | WSWA Access

All Exhibit Requests, Personnel Registration & Housing online registrations must be submitted by this day to receive Early Bird Pricing.
This is also the deadline to cancel show participation to receive 100% refund less a $100 processing fee. After this date, until December 11, a 50% refund will be issued for cancelled registrations.

Deadline to submit an award nomination. More information can be found here.

Application deadline to submit Brand Battle entries. Click here to submit a Brand Battle application. For more information, visit our Brand Battle webpage. Finalists will be notified by December 11, 2026 and must confirm their participation by December 16, 2026.

General Registration prices increase after this date for registrations and exhibit booths.
Last day to cancel a registration and receive 50% registration fee refund.
After this date, no refunds will be given for cancelled Exhibit Booths, Suites or registrations.

Any additions and/or changes made online after this date cannot be guaranteed that they will be included in the digital programs.

Tasting Competition Entry forms and entry fee of $150 per product must be submitted by January 8 via the Cadmium Exhibitor Portal. Entries submitted January 9-15 will incur a late entry fee of $195 per product. No entries will be accepted after January 15, 2027.

All alcohol beverage product or instructions to pull alcohol beverage product MUST be received by your wholesaler licensed in Texas, if applicable (See Alcohol Beverage Handling Guidelines for details).
Product shipment deadline is Friday, January 8.
Product received between January 9 to January 15 will incur a late fee.
Product may not be shipped or received after Friday, January 15, 2027.

All companies sending alcoholic beverage product to WSWA's Access LIVE must complete this list. All Alcohol Beverage Product List forms must be submitted by this day.

After this date, hotel room reservations will be accepted on a space-available basis.

All orders must be placed by this date to receive discounted pricing with Freeman Exposition Services. After this date prices will increase.

All orders for food and beverage (Gaylord Texan Resort & Convention Center), audio visual, and electrical needs (Encore) must be placed with the appropriate parties by this date. After this date, higher rates will apply.

All point-of-sale & non-alcoholic deliveries for Access LIVE must arrive at the Freeman warehouse by January 22, 2027.
All point-of-sale delivered to the Freeman warehouse after January 22, 2027 will be assessed a late fee.
After February 1, 2027, all deliveries must be sent to the attention of Freeman at Gaylord Texan Resort & Convention Center (use the show site POS labels).
Please review the Freeman Exhibitor Service Manual (via your Cadmium Exhibitor Portal) for detailed instructions on the shipping of POS and Non-Alcohol Beverage Products.