Off-Site Meeting Space Rentals & Event Policies
All off-site meeting requests must be submitted through the HITEC 2026 San Antonio Off-Site Meeting Space Request Form prior to contacting any official HITEC hotels.
Scope of Policies
The following policies apply to off‑site meeting space rentals.
HFTP is committed to protecting your investment and customer base during HITEC. These policies help deter activity by non‑exhibiting vendors and support the collection of economic impact data for the host city.
Eligibility
- You must be an official HITEC 2026 exhibitor to submit an off‑site meeting space request.
- Only exhibiting companies in good standing are eligible to secure meeting space at official HITEC hotels.
- In good standing means:
- A 50% booth deposit has been paid by the required deadline, or
- The full booth balance has been paid by March 31, 2026.
- If your booth space is canceled for any reason, all meeting space must also be canceled, and you will not be permitted to hold events during HITEC.
Definition of Off‑Site Meeting Space
Off‑site meeting space includes:
- HITEC hotel meeting rooms
- Hospitality suites
- Other venues throughout the host city
Exhibitors are responsible for all arrangements and payments related to their meeting room or event.
Meeting & Event Requirements
- Any educational presentations must not conflict with the HITEC event schedule.
- Subletting secured space to non‑exhibiting companies or selling sponsorships/display space without HFTP approval is prohibited.
- Meeting attendance is limited during official HITEC programming hours unless otherwise approved by Show Management.
- Events held outside official programming hours are only limited by the capacity of the rented space.
HITEC 2026 Programming Hours (with Dates)
- Monday, June 15: 9:00 AM – 8:00 PM
- Tuesday, June 16: 8:30 AM – 5:30 PM
- Wednesday, June 17: 8:30 AM – 6:00 PM
- Thursday, June 18: 9:00 AM – 3:30 PM
Attendance Limits
Off‑site venues (including HITEC hotels) are limited to a maximum of 20 participants during official programming hours.
Application Instructions
If approved, you will be notified and may proceed with your arrangements.
Penalties
HFTP reserves the right to deduct two (2) priority points from exhibiting companies that:
- Hold unapproved events during official HITEC programming hours, or
- Violate any policies outlined in this document.
Notice of Non‑Exhibiting Vendors
Please help HITEC Show Management deter unauthorized activity by non‑exhibiting vendors.
If you witness or hear of any unauthorized companies holding events or meetings during HITEC, notify the HITEC Show Management team onsite at the Registration Help Desk or by email.
Data Privacy
Exhibiting companies agree to HFTP’s and verified third‑party event service providers’ use of the information provided—including information submitted on behalf of individuals—for all HFTP and HITEC‑related communications.