Prepare to Exhibit
See below for guidance on the following:
- Cadmium Access LIVE Exhibitor Portal
- Working with Freeman (tradeshow management company)
- Steps to prep and enhance your exhibit space
- Additional ways to raise your profile at Access LIVE
Questions? We're here to help! Email exhibits@wswa.org for more guidance.
CADMIUM ACCESS LIVE EXHIBITOR PORTAL
The Access LIVE Exhibitor Portal, powered by Cadmium, is your primary resource for managing your participation. You will have access to this portal immediately once you reserve your exhibit space. If you exhibited at Access LIVE 2026 or prior years, you will need to re-register for Access LIVE 2027. This portal is where you can register additional attendees, book hotel rooms, and more!
NOTE: Only one person per company can edit the company profile and complete tasks. The person who reserved the exhibit space is the default administrator; this can be changed in the Contact section of the portal
- Register company attendees (complimentary registrations, additional registrations, and bartender/model passes)
- Complete your company profile, contact information, company logo
- Update your brand(s) details to be included on the Access LIVE App
- Enter the Tasting Competition
- Reserve a TASTE Table
- Review the Access LIVE Terms & Conditions
- Secure Sponsorship Opportunities to enhance your experience and add additional exposure to your brand/service
- Book your hotel stay at the Gaylord Texan Hotel block
FREEMAN (Tradeshow Management Company)
Freeman is the official tradeshow management company for Access LIVE and manages Access HQ (exhibit hall) booth buildout, material handling and additional exhibit services for booths and Main Street Suites. Freeman will send login information for the Freeman Services Portal after your exhibit space is reserved.
- Shipping Material & Handling Information/Non-Alcohol Shipping labels, deadlines and fees
- Exhibit/Suite Move-In & Move-Out Regulations
- Additional Décor & Furniture Orders
- Booth Structure Graphic Guidelines & Upload Instructions
- Booth Display Rules & Regulations (booth dimensions, structure height, use of space, etc.)
- Labor & Union Jurisdictions
- Marshalling Yard Map & Directions
- If you are using any contractor other than Freeman to set-up your booth or suite, you must complete and return the Exhibitor Appointed Contractor Form.
- Rules and regulations for your exhibit booth.
Emily Robinson
emily.robinson@freeman.com
(469) 243-0060
PREP & ENHANCE YOUR EXHIBIT SPACE
Enhance your booth or suite with the following resources available through the Gaylord Texan. Place your order by January 19 to receive advance pricing. Rates will increase after this deadline.
Click here for Exhibit Booth and Main Street Suite Catering Form
All food and beverages* served in your suite or booth must be ordered from the Gaylord Texan Resort & Convention Center via the catering forms below. This includes:
- Standard banquet ice (specialty ice not included)
- Glassware & Dump buckets (NOTE: If using GLASS, you must order through the hotel. Exhibitors may provide their own disposable sampling cups).
- Food and beverages, including garnishes, mixers, snacks, coffee and other beverages.
*Note: Alcoholic or non-alcoholic products that are the exhibitor company’s own products and are being showcased at Access LIVE may be brought in through the appropriate event channels and are not subject to hotel catering fees. All alcohol must be delivered through your Texas wholesaler.
Exhibit Booths:
- Visit the Gaylord Texan Exhibitor portal for a general overview of services or the specific links below:
- Encore AV
- Exhibit Booth Power
- Exhibit Booth Internet: Wireless or Wired
Main Street Suites:
Audio/Visual and IT for suites is provided by the applicable contact below
- Encore Productions (A/V Equipment & Services – TVs, Projectors, Screens, Sound Systems, Lighting)
- Please contact Doug Major at douglas.major@encoreglobal.com or at 989-860-5616.
- Gaylord Information Technology (Power & Internet).
- Please contact your Event Manager or Rhonda Quinones Rquinones@gaylordhotels.com or at 817-205-8103.
To enhance your experience and profile at Access LIVE, we encourage you to use the WSWA preferred vendors who are very familiar with show rules and processes.
Décor Vendors:
Take your booth or Main Street Suite to the next level with standout furniture, custom bars, and interactive activations that draw a crowd. Discover the partners who can help you create an unforgettable experience and stand out from the competition!
- Freeman Exhibitor Services Portal
Contact: Lauren Boyd | Senior Account Executive | Phone: (954) 552-5880 | Email: lboyd@hello-dmc.com
Contact: Anastasia Grinaldi | Phone: (214) 538-7088 | Email: anastasia.grinaldi@accessdmc.com
- Creative Greenery
Staffing Vendor:
Cydcor
Need an extra hand bringing your booth or suite to life? Cydcor has you covered! From planning your space and managing on-site execution to providing professional staff to support your booth or suite, Cydcor can help ensure everything runs smoothly so you can focus on making valuable connections and maximizing your time at the show. Learn more about Cydcor Services.