Frequently Asked Questions

FAQ

Have questions? We’re here to help.

Find answers to your most common questions by choosing from the topic list, or by looking through the questions below. Not finding your answer? Reach out to us.

Registration

What is the cost to attend?

Prices vary based on when you register and what type of registration you’re seeking. The Full Conference Registration is the most popular registration type, as it is your all-access pass. View registration types and fees here.

Are there discounts for students?

Full-time, undergraduate college students can register for a Full Convention Registration at a discounted rate of $100. (These rates are not available to graduate or doctoral students.) To receive this discounted rate, you must first submit a copy of your school ID or class schedule to [email protected].

The event is not designed for students under 16. Students attending as presenters must have prior approval from [email protected].

Do you provide an online registration that’s equivalent to the in-person experience?

No. TCEA will offer two online packages for those who cannot travel to Dallas, but these will not be equivalent to the in-person experience. While online attendees will have limited opportunities to connect with in-person programming, the online packages are independent of the live conference. We recommend you come to Dallas to take advantage of the full experience in 2022.

What COVID protocols will TCEA implement in Dallas?

The health and safety of its members, partners, and visitors is TCEA’s highest priority. Our commitment to creating a safe environment will continue to come first as we strive to facilitate outstanding events and excellent experiences for our members. TCEA will abide by the health and safety orders of the county, city, and state in which the event is held. In partnership with the City of Dallas and Kay Bailey Hutchison Convention Center staff, we will also be taking additional precautions to protect you, which will be communicated in more detail as we near the event.

There is an inherent risk in participating in any activity. Due to the circumstances created by COVID-19, there is a heightened degree of personal risk and responsibility. TCEA will take all legal, prudent, and advisable measures to reduce the risk of the transmission of illness. However, despite our best efforts, we will be unable to reduce the level of risk to zero.

TCEA continues to monitor the situation and will keep all registrants informed of requirements and recommendations for those participating in person. For more details, visit TCEA’s Event Participation Policy.

Group Registrations

How do I register a group?

Persons responsible for registering a group should do so online. It is recommended that you use the Group Registration Form to collect all data before starting the process. While this form is your personal tool for collecting information, you must submit all registrations using the online registration link.

Where do I send the Group Registration Form?

The form should be returned to the person responsible for registrations for your campus or district. TCEA does not accept faxed or emailed group registrations. All registrations must be submitted online. To begin a group registration, visit the registration page and simply register the first individual. You will be prompted to add additional attendees after the first registration is entered.

Is there a limit on group registrations?

To prevent a timeout, the system limits a group registration to a maximum of five individuals. For additional registrations, you will need to re-enter the system and complete the steps again.

How can I pay for my group’s registration?

Group registration should only be used if the same payment or PO is applied to all individuals in the group. Each registrant will receive a confirmation email, and you can add a secondary email address where a copy can be emailed.

Can my entire group be listed on the same invoice?

You may submit a request to [email protected] for multiple registrations to be combined. This should only be requested if the final payment will cover the entire group’s fees.

How do I make group hotel reservations?

TCEA has reserved blocks of rooms at select hotels for a reduced rate. Once the registration is complete, you will receive a link and a prompt to make hotel reservations for the group. As with group registration, you may make hotel reservations for up to five individuals at a time.

Payment Policy

Can I register now and pay later?

Yes. TCEA provides a 30-day window for payment. You may register online and select the Invoice option. You will be required to provide an acceptable form of payment within 30 days of registering to avoid cancellation.

When is payment due?

An acceptable form of payment must be received within 30 days of registering to avoid cancellation for non-payment. View the full payment policy here.

Can I register with a purchase order (PO) or check?

Yes. Select “Invoice” on the payment page of registration to pay by check or purchase order. If you have been issued a copy of the purchase order, you may provide the PO number and upload a copy of the purchase order in order to be approved. View the full payment policy here.

Where do I send my purchase order (PO)?

You can upload your PO using the invoice that was emailed to you. For questions or help providing a copy of your Purchase Order, contact us at [email protected].

Did you receive my payment?

You will receive an email confirming the receipt of your payment. Specific questions related to an attendee’s payment should be sent to [email protected].

If I can no longer attend, can I send someone else in my place?

Yes. TCEA refers to this as a “transfer of registration.” Email [email protected] requesting that your 2022 registration be transferred to another’s account. Please provide the full name and email of the person you would like to transfer your registration to. A $25 transfer fee will be applied to the new registration and must be paid to complete the transfer.

Presenters

Do presenters have to register for the convention?

Yes. All presenters are required to register by November 19, 2021. Primary presenters receive a discounted registration of $99. Co-presenters do not receive a complimentary or discounted registration. For questions regarding presenter requirements, please contact us at [email protected].

Do my presentation materials, slide deck, and speech need to be ready in order to submit a presentation for consideration?

No. We ask you provide an abstract, or a write-up, on the concept you will be presenting. Include as many details in your submission to convey to the audience what they will be learning and leaving the presentation with. If booked, you do not need to provide your final slide deck and materials until January.

How do I register for the $99 presenter rate?

Starting September 23rd, or when a primary presenter signs their contract in the Speaker Service Center, they will receive an email containing the discount code to register. Co-presenters will not receive this email as they do not receive discounted registration.

Workshops and Sessions

Where can I see what sessions will be offered?

The full conference schedule will be online for you to view and search by September 23. A PDF listing of all presentations is not available, as we update the program as changes occur.

How can I search for sessions by content?

Using the online search tool or mobile app, you can search by any keyword, topic, ability level, or target audience who may find the presentation most beneficial. The full conference schedule will be online by September 23.

When can I pre-register for presentations and events?

Pre-registration is not provided for presentations or individual events. These events fill on a first-come, first-seated basis until the designated space reaches maximum capacity. There are Special Interest Group (SIG) events that require an additional fee and advance registration, which will be included in the registration process.

How can I have a guaranteed seat in a hands-on experience?

If you are willing to volunteer as a hands-on experience facilitator and assist the presenter with minor tasks such as scanning attendees for CPE credit, distributing handouts, and requesting support from TCEA, you can guarantee your seat in that session. Hands-on experience facilitator roles will become available in November.

Can I be placed on the waiting list for an event that has filled to capacity?

No. TCEA does not keep a waiting list for events that require advanced registration. If you were not able to get into the event during pre-registration, please inquire at the door.

Will I earn educational credits for attending this event?

Yes. TCEA is registered with the Texas State Board of Educator Certification (SBEC) as an approved provider of professional development. You can earn CPE credits for all sessions delivered by TCEA. Out-of-state attendees need to contact their district administrators to confirm credit validity. Attendees must be scanned into each educational session for credit tracking. After the event, a CPE/credit certificate for all events where your badge was scanned will be available for download from your TCEA account.

Will I earn GT credits for attending this event?

Select TCEA presentations are applicable to Gifted and Talented credit accrual. In the session listing, search by the topic “GT” to review those that are applicable.

Special Interest Group (SIG) Meetings

I am not a Special Interest Group (SIG) member. Can I attend the SIG meeting?

Yes. Special Interest Group meetings are available to SIG members and those interested in the SIG. An additional fee and pre-registration is required in order to attend. You may pre-register for your preferred SIG meeting during the registration process. You can find out more about our SIGs here.

Housing and Travel

How do I reserve a hotel room?

TCEA has reserved blocks of rooms at select hotels for a reduced rate. Once your registration is complete, you will receive a link and a prompt to make hotel reservations. The link will also be included in your confirmation email. You must be registered in order to make hotel reservations.

How many rooms can I reserve at one time?

You can make reservations for up to five rooms at a time. Each individual on the hotel reservation must be registered for the convention before the hotel reservation can be completed. A request for more than 10 rooms in the same block is considered a group block and requires approval.

I have a large group and would like to stay at the same hotel. Can you accommodate?

Requests for group blocks of 10 or more rooms require TCEA’s approval through Orchid Events. Complete the group block form located on the housing site to submit your request. Group blocks are subject to availability and may also be subject to additional cancellation policies. Attendees in group blocks must be registered for the convention within 72 hours of securing a group block or rooms are subject to cancellation.

I did not receive the registration confirmation with the housing link.

Check your inbox, spam, and junk folders for the registration confirmation email from [email protected] with the Subject: Registration Confirmation: 2022 TCEA Convention & Exposition. If you still cannot locate your confirmation email, you may log in to access your registration, view the housing link on your web browser, or request a confirmation resend. If you have further difficulties locating the housing link, please contact us at [email protected].

My preferred hotel is not available for the dates I will be at the Convention. Can I be placed on a waiting list?

All hotel rooms are available on a first-come, first-served basis. If a night(s) is unavailable at your preferred hotel, but the rest of the nights are available, the reservation system will allow you to reserve the available nights and be placed on a waitlist for the unavailable night(s). The housing bureau will monitor waitlisted nights and try to clear those reservations. Note: The waitlist is for situations in which a night or two is unavailable, not for situations in which all nights at the desired hotel are unavailable.

How do I receive the government rate for my hotel reservation?

If you qualify for and require the government rate, please contact hotels directly to inquire. TCEA’s hotel block cannot accommodate a reduced government rate beyond the discounted options available.

How do I make changes to my existing hotel reservation?

Changes and cancellations may be made online using the reservation number provided in your reservation confirmation email. Orchid Events will take reservation changes and cancellations for existing reservations until Jan. 27. After that date, all changes and cancellations must be made directly with the hotels. Please review TCEA’s housing policies and the contact information for hotels and Orchid Events on the Location and Travel page.

Does TCEA provide shuttle service to and from the convention center?

Yes. TCEA does provide shuttle service to TCEA Convention hotels that are farther than a five-minute walk to the convention center. A map of the hotels with shuttle service is available on the Location and Travel page.

Exhibitors

What is the price for an exhibit space?

Pricing information and the application to reserve your space online can be found here.

How do I reserve exhibit space?

All reservations are processed online. View the floor plan to preview available spaces, then you can begin your reservation online. Exhibitor registration is currently open and accepting new exhibitors.

How can I apply for a vendor-led session (also known as exhibitor showcase session)?

The application will be available in late October with the release of the Exhibitor Services Kit. All current exhibitors may access the Exhibitor Services Kit inside the exhibitor portal to download the application and apply for an exhibitor showcase session. You must be a confirmed exhibitor in order to apply for a vendor-led session.

How do I register my booth personnel?

All current exhibitors may access the Exhibitor Services Kit, which will be available in November, inside the exhibitor portal to register their booth staff.

What is the cancellation policy if TCEA cancels the event? Will there be a refund in case the event has to move from in person to virtual?

CANCELLATION OF CONVENTION & EXPOSITION: Should any situation beyond the control of TCEA arise to prevent the 2022 TCEA Convention & Exposition from occurring, TCEA will not be held liable for any expenses incurred by the exhibiting company or its employees. TCEA will give the exhibiting company the option of a full booth refund, a pro-rated fee for a virtual 2022 TCEA Convention & Exposition, or transfer booth fees to the 2023 TCEA Convention & Exposition.

Will there be vaccine requirements for attendees/exhibitors?

TCEA does not have a policy in place requiring vaccines, but we are recommending all attendees and exhibitors follow the current health and safety guidelines put in place by local, state, and federal agencies.

What is the cancellation policy if the exhibitor decides to cancel for any reason (even if TCEA still moves forward with an in-person event)?

CANCELLATION OF EXHIBIT SPACE BY EXHIBITOR
All booth cancellations must be submitted to TCEA in writing. In the event of an exhibitor canceling booth space, the following cancellation policy will apply, even if TCEA is able to resell the space:

Cancellations made on or before September 2, 2021:
An amount equal to 25 percent of the total booth fee will be retained by TCEA.

Cancellations received from September 3, 2021 to October 5, 2021:
An amount equal to 50 percent of the total booth fee will be retained by TCEA.

Cancellations after October 5, 2021:
No refunds will be given on cancellations received after October 5, 2021.

Volunteers

What type of jobs do you have for volunteers?

TCEA provides general volunteer opportunities, which provide attendees with behind-the-scenes access and the ability to support new attendees as they navigate the event. Additional volunteer responsibilities include hands-on experience facilitators, who support presenters and have the only guaranteed seat in the room. Super Volunteers commit to two 4.5 hour shifts to support concurrent sessions and receive a complimentary registration for doing so.

When can I sign up to volunteer?

General volunteer opportunities will open September 23. Hands-on experience facilitators and Super Volunteer opportunities will open November 1.

Sponsors

Where can I view available sponsorship opportunities?

Information can be found here. You may sign up for a sponsorship opportunity during the booth reservation process or by contacting Meaghan Rhame at [email protected] or (512) 450-5408.

Media

Are media invited to cover the show?

Yes, TCEA invites local and national media to attend, to cover the event, and to share the latest ed tech showcased at the TCEA Convention & Exposition. Check out the Media page for more information. Please contact Emily Hopkins at [email protected] or (512) 450-5440 for all media inquiries.

How do I register as media?

Approved media will receive complimentary registration. Application for media credentials will be available in September. If approved, you will receive your registration confirmation within 72 hours. Please contact Emily Hopkins at [email protected] or (512) 450-5440 for all media inquiries.

I am a blogger and would like to cover the event. How do I register?

Bloggers are invited to cover the event, but will not receive a discounted or complimentary registration. You may register online, but be sure to also register as media so we recognize you and provide you with relevant information.

Past Convention Handouts and Certificate of Attendance

How do I retrieve my certificate of attendance and credit hours for attending the 2022 TCEA Convention & Exposition?

By the end of the 2022 TCEA Convention & Exposition, you should have all of your certificates available to you through direct links in the Convention Dailies emails you receive each day and in the mobile app under your login. Contact us at [email protected] if you have any difficulty retrieving this information.

How do I convert TCEA’s credit hours to my state’s approved credits?

TCEA is an approved credit provider in the state of Texas. Out-of-state attendees will need to contact their district administrators to confirm credit validity.

I attended a previous TCEA Convention & Exposition. Can I still gain access to the handouts?

No. Access to the 2021 TCEA Convention & Exposition and other past Convention handouts have expired.

I attended a previous TCEA Convention & Exposition. Can I gain access to my certificate of attendance?

TCEA began electronically tracking CPE credits at the 2017 TCEA Convention & Exposition. For 2016 and previous years, all CPE accrual was self-reporting. You may visit the below links to access your certificate of attendance for the 2017 – 2020 TCEA Convention & Exposition. Enter the email you registered with in order to access your unique Certificate of Attendance and CPE Form.

Future Dates

Do you have the dates for future TCEA Conventions?

Yes. The dates and locations for future TCEA Conventions are:

January 30 – February 3, 2023
San Antonio, Texas

February 3 – 7, 2024
Austin, Texas

February 1 – 5, 2025
Austin, Texas

January 31 – February 4, 2026
San Antonio, Texas

January 30 – February 3, 2027
San Antonio, Texas

January 29 – February 2, 2028
San Antonio, Texas

January 27 – 31, 2029
San Antonio, Texas

February 2 – 6, 2030
San Antonio, Texas

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