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CVSA Annual Conference and Exhibition

September 17-21, 2023

Grapevine, Texas

Hotel, Travel and General Information

Conference Location

The Gaylord Texan
1501 Gaylord Trail
Grapevine, Texas, 76051

Hotel Accommodations

The Gaylord Texan
1501 Gaylord Trail
Grapevine, Texas, 76051
817-778-1000
Check-in: 4 p.m. | Check-out: 11 a.m.

The Gaylord Texan offers accommodations starting at $219 per night, plus 13% tax. The CVSA hotel rate will be available in June until Thursday, Aug. 24, or until the room block sells out. After Aug. 24, all unreserved rooms will be released to the general public.

Hotel accommodations are “first come, first served” and may sell out at any time.

Note: CVSA works only with the official accommodations providers listed on the event website and does not endorse the use of any third-party booking companies. Be aware of the malicious practice of room poaching where third-party companies portray themselves as being associated with an event to solicit attendees for room reservations. This practice can not only be fraudulent but also has the potential to expose the association to penalties and cause increased room rates for future meetings.

Airport and Transportation Information

The Gaylord Texan is just 5 miles (10 minutes) from Dallas/Fort Worth International Airport (DFW).

DFW offers ground transportation options like airport shuttles and car rentals.

Parking

The Gaylord Texan has on-site parking at $22/day or valet parking at $42/day.

Event Registration and Member Services

Located at The Gaylord Texan:

  • Sunday – 3 to 5 p.m.
  • Monday – 7 a.m. to 5:30 p.m.
  • Tuesday – 7 a.m. to 4 p.m.
  • Wednesday – 7 a.m. to 5:30 p.m.
  • Thursday – 7 a.m. to 12 p.m.

Name Badges

You must wear your name badge to participate in all meetings, breaks, receptions and events. Hotel staff has been instructed to look for name badges at all functions and will ask that you leave the area should you not display one. If you require assistance, CVSA staff can be identified by a red ribbon on their name badge. In addition, CVSA sponsors will be identified with a sponsor icon and exhibitors with an exhibitor icon on their badges. Please take the time to thank them for their continued support and commitment.

Dress Code

  • General Session: Business
  • All Other Sessions: Business Casual
  • Receptions: Casual

Weather

The average high temperature in September in Grapevine, Texas is 89 degrees with a low of 65 degrees Fahrenheit.

Events Health Policy

CVSA makes the health and safety of all conference attendees a priority. We are committed to following all U.S. Centers for Disease Control and Prevention guidelines as well as local health and facility protocols to help prevent the spread of COVID-19 and will adopt enhanced health and safety measures, as appropriate, at the CVSA Annual Conference and Exhibition. Please view details of the policy including attendee requirements here.

Events Code of Conduct

CVSA is committed to providing a safe, productive and welcoming environment for all meeting participants. All participants, without exception, are expected to abide by this events code of conduct across any and all technologies used to execute a CVSA event whether in person or a virtual event. All participants must comply with the instructions of the host(s), moderator and CVSA staff. CVSA has a zero-tolerance policy for any form of discrimination or harassment by participants. 

Examples of unacceptable behavior are: 

  • Unauthorized sharing of login credentials with another user, including unregistered users; any unregistered user found participating will be required to pay the full registration fee, including the late registration fee 
  • Recording, copying and/or sharing of any media, including screenshots 
  • Engaging in unsafe practices while participating in a virtual event, such as driving a car
  • Harassment, disrespect, intimidation or discrimination in any form 
  • Verbal or written abuse of any participant, including, but not limited to, comments related to race, color, ethnicity, age, religion, national origin, gender identity, sexual orientation, disability, physical appearance, body size, etc. 
  • Sharing inappropriate, nude and/or sexual images 
  • Threatening or stalking a participant 

To report an incident of unacceptable behavior, please contact CVSA Executive Director Collin Mooney  or CVSA Deputy Executive Director Adrienne Gildea. CVSA reserves the right to take any action deemed necessary and appropriate, including immediate removal from the meeting without warning or refund, in response to any incident of unacceptable behavior. CVSA may also, at its discretion, prohibit attendance at any future meeting, virtually or in person. 

Media Policy

Members of the press understand that no individual may be quoted by name, rank, jurisdiction or title concerning comments made during this conference or any other meetings. If any member of the press wants to use or obtain a quote, they may only do so with written permission of that individual and the Alliance. CVSA’s conferences and meetings – whether conducted in-person or online – are opportunities for CVSA members and industry stakeholders to speak freely, discuss topics and issues, and share ideas and perspectives without concern of print or online attribution. For more information, contact CVSA Manager of Communications Nicole Leandro. 

Consent to Multimedia Use

Registration and attendance at and participation in CVSA meetings and other activities – in-person or virtually – constitutes an agreement by the registrant to CVSA’s use and distribution of the registrant’s or attendee’s image or voice in photographs, videotapes, electronic reproductions, and audiotapes of such events and activities. 

Copyright Acknowledgement

By registering and attending the event, an attendee may participate or contribute to discussions regarding the Standards and CVSA Materials (“work product”) and hereby acknowledges that it is their intent and understanding that the intellectual property, including copyright in and to the work product, and all derivative works and/or any modifications and variations of the work product, did, does and will vest solely in CVSA. To the extent that an attendee contributes to the work product during the event, they do not claim any ownership in the work product and instead hereby completely assign any and all copyrights and any other intellectual property rights in their contributions to CVSA. 

Questions

Contact CVSA Manager of Meetings and Events, Cassy Dafin.