Election Notice:  Election Night Returns
EFFECTIVE SEPTEMBER 1, 2023, OUR LOBBY WALK-IN HOURS WILL BE 9 A.M. - 4 P.M. (CENTRAL), MONDAY - FRIDAY.

36th Annual Election Law Seminar for Cities, Schools and Other Political Subdivisions

WELCOME EXHIBITORS

December 18 – 20, 2024 | Renaissance Austin Hotel

Online Registration

Registration opens soon. The last day to register online is November 15, 2024.

Registration Fees and Deadlines

Exhibitor Registration:    $500 per company          
Late Registration:           $550 per company
Additional Tables:           $200 per table (max: 3 additional tables)

All fees must be received by phone or postmarked on or before November 15, 2024.
Late fees will be applied to all registration’s received by phone or postmarked after November 15, 2024.

Payments

Checks

  1. Make checks payable to the Office of the Texas Secretary of State.
  2. Include a copy of your Registration Confirmation Email with payment.
  3. Mail to: Office of the Secretary of State, Attn: Special Projects - Elections Division, PO Box 12060, Austin, Texas 78711-2060
  4. Once processed, a payment confirmation email will be issued to the email address provided during registration.

Credit Cards

  1. First, register online.
  2. Call 1.800.252.8683 (option 1, option 5) to pay by credit card.
  3. Please have your registration number readily available. The number is located in your registration confirmation email.
  4. Cards accepted: Visa, MasterCard, American Express, and Discover.
  5. A 2.7% processing fee will be applied to all credit card charges by the credit card company. The Secretary of State does not charge for processing fees.
  6. A payment confirmation email will be issued to the email address provided during registration.

Checks and credit card payments will be accepted on-site at the Secretary of State’s registration desk.

Booth Space

Registration includes: (1) 8’x10’ foot approximant “booth space” consisting of one 6-ft skirted table and two chairs, your company name and information printed in the agenda, all breaks, and lunch for two.

Electrical and A/V Services

Electrical and audio/visual services are not included with the seminar registration fee. This service must be ordered from and paid directly to the Renaissance Austin Hotel. To request electrical or audio/visual services, contact the Renaissance Austin Hotel at 512.343.2626. 

Exhibit Set-up and Tear Down

Exhibits will be located in the Arbor. The exhibit area will be available for set-up Tuesday, December 17, 2024 at 1:00 pm.
The exhibitor area must be completely cleaned and exhibits cleared from the hotel by 5:00 pm on Friday, December 20, 2024.

Insurance and Liability

All exhibits will be located in the Arbor. Theater ropes will be available to block off entrances after conference hours.

It is recommended that all exhibits have a representative in attendance at all times when the exhibits are open, and especially when exhibits are being set-up or dismantled to protect them against loss. It is highly recommended that each vendor provides their own material to cover and secure their inventory.

There will be NO HIRED SECURITY in the Arbor after conference hours. Exhibitors wishing to insure their property must do so at their own expense. Neither the Secretary of State’s office, nor the Renaissance Austin Hotel, will be responsible for any loss or damage to property of exhibitors in case of theft, fire, water, accident, or any other causes.

Special Needs

The Secretary of State makes every effort to ensure all activities and events are held in facilities that are accessible to persons with disabilities. Persons requiring special assistance or reasonable accommodations should contact Elections@sos.texas.gov.

Floor Plan

The exhibitor floor plan will be released to all paid exhibitors the week of December 2, 2024.

Shipping

Due to limited storage space, “conference materials” may be delivered to the hotel no more than three (3) working days prior to your event. To ensure that your materials are sorted and delivered properly, please include the following information on all packages:

Example of Shipping Label:

Renaissance Austin Hotel
9721 Arboretum Boulevard
Austin, TX 78759
Attn: Name of Representative, Company Name
Group: OSS 36th Annual Election Law Seminar for Cities, Schools, and Other Political Subdivisions (CSO)
Event Dates: December 18-20, 2024
Number of Boxes: (i.e. 1 of 5, etc.)

Please retain a copy of the tracking number as it will be used to locate your items.

Questions

For questions, please email Elections@sos.texas.gov or call 1.800.252.8683.