Video Marketing World Sponsor Guide

Dining Options / Delivery to Hotel Suite

Places to Dine:

Top Ten Delivery Places:

There are 2-3 restaurants open at Gaylord during the office hours.

At night you have all of DFW to enjoy.  But Don’t forget – we would love to have a drink with you during our networking nights.



Deliver To: (Guest Name & Room Number)

Gaylord Texan Resort and Convention Center
1501 Gaylord Trail
Grapevine, TX 76051

Where is the conference?

Gaylord Texan Resort and Convention Center
1501 Gaylord Trail
Grapevine, TX 76051
(for shipping purposes see FEDEX & Shipping label details)

Where do I ship items? (Shipping Guidelines, Fedex & GT)

Meeting organizers and participants are encouraged to contact FedEx Office in advance of shipping their items to Gaylord Texan
Resort and Convention Center with any specific questions. If you have any special needs such as refrigeration requirements, after
hours delivery requests or changes to your meeting dates or rooms, please work directly with your Event Services Manager who will
communicate these needs to FedEx Office in advance of your event.
Note this is a Freeman Event Center, so crates & other larger shipments will be handled via your Freeman Contact.

Shipping Label Address & Information:

Hold For Guest: (Guest Name) (Guest Cell Number)
c/o FedEx Office at Gaylord Texan Resort and Convention Center
1501 Gaylord Trail
Grapevine, TX, 76051
(Event: Video Marketing World, Aug 29)
Box _____ of _____

Print your Fedex Guide Here: 5518_Shipping-Instructions – attachment

FYI: Electrical, Presentation Services for Expo table (additional)

Speakers Standard Equipment

We will have one computer/audio out, and mic system. 1 to 3 screens displayed based on room size.  If you need anything outside of this, please contact Siotha ahead of time, and here are the additional costs you may incur.

Presentation Services (PSAV) – Reserve 30 days before event

All Gaylord Hotels provide complete production and staging support through their audiovisual partner,
Presentation Services (PSAV). PSAV provides state-of-the-art video projection, sound, light and full technical
support to help you deliver your message. Additionally, rigging services from initial design to load-out. Our experienced production riggers use PSAV on-site inventory of hoists, truss, hardware and scissor lifts to manage your event.
Simon Giles (Director of Sales)
(817) 778-3284 office

Can I hang a banner or additional signage?

Speakers Note:

Speakers due to stage size and safety, we need to limit pop up displays or banners to RSVP only. Send a Photo along with your Speaker needs form and Let Siotha know 30 days prior to the event.

Sponsors note: Video Marketing world provides sponsors with a Table & up to two chairs. Signage is limited to the convention center rules & PSAV handles these for our sponsors. Please contact Siotha if you’re unsure if your signage goes through PSAV or is ok to bring the week of.  Otherwise:

Rigging / Banners

All rigging and banner hanging requests must go through PSAV and have a signed contract before labor
is scheduled. All Banner hanging locations must be approved in advance by the Event Services Manager or
Catering Manager. (see Convention Contact)

Load-in/out supervisor required at prevailing rates, with Freeman or PSAV. PSAV contact information is in the AV tab.

Where to stay? Who may join me?

We have a limited time inventory of rooms for all participants and guests of Video Marketing world at the Gaylord Texan Hotel. Please reserve your rooms early to ensure your team has queen beds for multi-staff rooms.

Should you decide the Gaylord is not the hotel choice, please note, there is a parking fee per day that is applied for those not staying at our Gaylord Hotel.

Book Your Room Here!
Learn More

Tip: Roll-a-way bed available at $25.00 per night.

Local Restaurants can deliver to your room for meals throughout the day.

Local Grocery & Dining is located fairly closeby.

During the event, see our Green Room / Hospitality Lounge for any further assistance.

Daily parking is available for a fee see parking. As well as transportation offsite to the local town of Grapevine Texas. Due to the upcoming Football game sunday after the vent reservations for offsite dinners are highly suggested.

Meals info

All food and beverages are to be provided by the catering department of Gaylord Texan whilst in the convention center. Therefore Video Marketing World will be providing limited snacks and beverages to attendees. Vendors are not permitted to hand out food or beverages without prior authorization via Siotha VEst & the event center.

Sponsors are paying for speaker meals and VIP dinners. Hospitality room will be stocked for you.

You may request to sponsor our limited seating meals by contacting Siotha. Should you exclusively sponsor a meal, snack, or break, you will have the ability to choose the foods provided at the prevailing catering department rates.  If you would like a sponsorship opportunity or a meal plan, please contact Siotha for all access meal plan & or group dining options using our event rooms after hours.

Restaurants onsite include:

Starbucks, In-room dining, Sundry, and Convenience store. Over 5 fine dining restaurants, buffet breakfast & one night club.

Night Club information:

Guests staying at the hotel will have access to the Glass Cactus Night Club, open Thursday-Sunday nights (subject to change).  Entertain in style in our chic $16-million venue. If you would like to host a VIP event here, please contact Siotha directly for pricing and logistics.
You may host a meal at one of the in house restaurants (all meals at these restaurants recommend reservations). They upchage a group over 15 33% for service and gratuity.

For more detailed information & contacts regarding the dining at the Gaylord: Entertain in style in our chic $16-million venue.
**PS, A Speaker and VIP dinner is to be held at least 1 night of the event. Sponsors may attend however, they must RSVP by July 10th.

Transportation 101

If you’re not renting or driving a car to the convention here are the basics. The hospitality attendant may have more information should you need a larger than an UBER XL

Uber & Taxi services are available in DFW.

Gaylord Preferred Transportation Provider contact:

Gaylord Texan Resort provides shared transportation to
DFW Airport every 30 minutes (at every hour and half hour)
between 5:00am – 2:00pm daily. The fee is $15 per person.
Please note this does not include transportation from
DFW Airport to the resort.
Contact: (817) 778-2400

Gaylord Texas Transport to Grapevine Town, Shopping & Dining.

There is a $5 shuttle between the resort and the town. Subject to operating hours and seasonal schedules.

WIFI, Streaming, Electrical

The Convention Center has every aspect of Electrical & Internet Connection Controlled at their Event Center & Separate from hotel rooms.

WIFI Basic Service will be provided by a Sponsor for all to use in the convention area, but the speed is slow.

However, it is not suitable for streaming use. It is advisable to use the wired or wifi options of your room for longer uploads not used by your cellular plans.

Please contact Siotha for IT options and the WIFI sponsorship Package.

Digital Advertising.

Fully customized networking, telecommunications, and digital advertising solutions are available.
Please contact your Event Services Manager, Siotha Vest for a complete price list.

Our Electrical & Network services are limited by design.

Gaylord Texan Resort provides  20 amp daisy chained room services for electrical. We will provide Charging stations for guests, and some electrical for booths. If your displays require electrical or you need to know how long of an extension cord to bring, please email Siotha regarding your booth needs. We have IT services available at $120/hr plus and Electrical rigging $90++ based on needs of our sponsors and speakers.

Telecom Services

Gaylord Texan Resort and Convention center has packages for sponsorship. Otherwise has standard hotel rates for guests.

If I'm not staying at the Hotel, Where do I park?

The convention center has Valet Parking & Convention Center Parking. (Rates Subject to change).

Parking rates

$22.00 + tax daily self, per day
$22.00 + tax overnight self, per day
$31.00 + tax daily valet, per day
$31.00 + tax overnight valet, per day
Daily guests are not eligible for in/out privileges

I need to cancel, or Change dates / times.

Once the schedule is published in July, changes become really difficult. Space, auditorium, and logistics for guests can be frustrated by a change within 21 days of the event. Please do send both Jeremy & Siotha a notice in Writing, and no expenses will be shared or comped due to cancellations. If you have a cancellation please do so in good faith that there will be future years together and keep the peace with the guests.

Basic Speaker Guidelines & Acknowledgements

If I am selected to speak, I agree to the following requests:

  • If I am selected to speak on a related topic, I agree to make myself available 5 minutes prior to the appointed session time and location.
  • If I am selected to speak on multiple topics, I will use the time wisely to help the guests work on their strategy.
  • I will have my presentation completed and uploaded by the presentation due date.
  • I will provide an accurate an up-to-date biography, description and picture.
  • I will ensure my images, case studies, and audio files are copyright free and or obtain permission for usage during the event and the video viewers after the event.
  • I will ensure to attend speakers events included with agenda, and or final agenda Aug 20.
  • That Video Marketing World may distribute my presentation in PDF form to attendees.
  • That Video Marketing World my use my name, image, or likeness in promotional conference material.
  • That Video Marketing World may video record my presentation and make it available to conference attendees, or paid virtual attendees.
  • I understand that Video Marketing World does not pre-pay nor pay professional speaking fees, travel, or cover hotel expenses.
  • I agree to be non-promotional in my presentation (unless prior authorization 30 days in advance).
  • Speakers receive a standard pass with their name on it (does not include pre or post conference trainings).
  • Speakers may use group housing, or shared rooms if available before the event.
  • Speakers must notify conference organizer if av for the sound from your computer is needed at the same time as you’re speaking. Or any other AV needs.
  • Speakers will be responsible for attending dinners and meet and greets for 1 hour at the start of the event.
  • Speakers will only propose themselves to speak. (please, no PR firm/reps, or coworkers)
  • Speakers who cancel without notice will not be invited again.
  • Speakers who notify us in writing 30 days in advance will be invited again.
  • Speakers who do not use appropriate material for their presentation will not be invited again.
  • Speakers conduct is to follow attendees code of conduct: anti-harassment and clean language.
  • This conference is in English.
  • The Conference Work Book may not be reproduced without licensing through Vidpow, LLC.

Etiquette (reminder) for Speakers & Attendees

Video Marketing World Basic Conduct Requirements.
Video Marketing World is dedicated to providing a harassment-free conference experience for everyone, regardless of gender, sexual orientation, ability, physical appearance, body size, race, religion, or search engine or programming language preferences. We do not tolerate harassment of conference participants or speakers in any form. Sexual language and imagery is not appropriate for any conference venue, including talks. Conference participants violating these rules may be sanctioned or expelled from Video Marketing World without a refund at the discretion of the conference organizers.

Harassment includes offensive verbal comments related to gender, sexual orientation, ability, physical appearance, body size, race, religion, sexual images in public spaces, deliberate intimidation, stalking, undesired following, harassing photography or recording, sustained disruption of sessions, keynotes or other Video Marketing World events, inappropriate physical contact, and unwelcome sexual attention. Participants asked to stop any harassing behavior are expected to comply immediately.

Exhibitors in the Video Marketing World expo hall, sponsor or vendor booths, or similar activities are also subject to the anti-harassment policy. In particular, exhibitors should not use sexualized images, activities, or other material. Booth staff (including volunteers) should not use sexualized clothing/uniforms/costumes, or otherwise create a sexualized environment.

If a participant engages in harassing behavior, Video Marketing World organizers may take any action they deem appropriate, including warning the offender or expulsion from the conference with no refund. If you are being harassed, notice that someone else is being harassed, or have any other concerns, please contact a member of the Video Marketing World staff immediately. Conference staff can be identified by special staff badges, or be found at “centra” in the main ball room.

Conference staff will be happy to help participants contact hotel/venue security or local law enforcement, provide escorts, or otherwise assist those experiencing harassment to feel safe for the duration of the conference. We value your attendance.

We expect participants to follow these rules at all Video Marketing World conference venues and conference-related social events.

Optional Items for a great week, or Labor day weekend in Dallas!


Tip: Your $20 Resort fee includes – Exclusive use of Cowboy Golf Course Practice Facility for 2 to include unlimited range balls for use on the
driving range, chipping and putting facility.

However, you may contact the Cowboys Golf Club for more reservations and options for private needs.

Cowboys Golf Club

Dedicated to exceeding your expectations by providing a one-of-a-kind golf experience, it’s no wonder
Cowboys Golf Club has garnished some of the nation’s most prestigious awards. Conveniently located
adjacent to Gaylord Texan Resort and Convention Center, it is the world’s first and only NFL-themed golf
course. Cowboys Golf Club is as unique as the star from which it was born. Alongside its natural beauty, you
will find a club that offers the upscale amenities and resort level service you would expect from one of the
premier golf experiences in the nation

Megan Calmes (Director of Tournament Sales)
(817) 722-2718 x direct
(817) 481-7277 x main

What is included in the $20 Resort Fee?

During our event, the Gaylord has a Summer Seasonal set of local events already included with your stay.

$20 Resort Fee includes

• 2 bottles of water per day in guestrooms
• Access to the water park & luxury pools
• In-room enhanced wireless Internet access
• Local and domestic long distance telephone calls
• Exclusive use of Cowboy Golf Course Practice Facility for 2 to include unlimited range balls for use on the
driving range, chipping and putting facility
• 2 bicycle rentals available at the Concierge desk (waiver required)
• Admission for 2 to Glass Cactus Nightclub (ages 21 and up only, Friday – Saturday, excluding ticketed events)