trucking, fleet and EV · Grapevine
HDAW 2027Booth costs, dates and deadlines: the Grapevine exhibitor guide
Last call in Grapevine: HDAW 2027 booths built around the one-on-one
- Event dates
- January 18–21, 2027
- Exhibit hall
- January 19–20, 2027 (Tue 1:30–6 p.m. (happy hour from 5), Wed 8:30 a.m.–1 p.m.)
- Venue
- Gaylord Texan Resort & Convention Center, Grapevine
4.9 star client rating3,000+ exhibitorsIn business since 201510,000+ booths built
Quick answers
HDAW 2027 in 30 seconds
Heavy Duty Aftermarket Week (HDAW) is the private business conference of the heavy-duty truck and trailer parts aftermarket, backed by ADS, the Auto Care Association, CVSN and MEMA Aftermarket Suppliers. HDAW 2027 runs January 18–21, 2027 at the Gaylord Texan Resort & Convention Center in Grapevine, Texas, its last year there before Kansas City. HDAW counts more than 2,900 distributors, suppliers and decision makers and 300+ supplier exhibitors. Space costs $41.90 per square foot for members, and the Product Expo opens only two short sessions around pre-scheduled one-on-ones. Purple builds inline product walls and islands for it.
- When is HDAW 2027?
- January 18–21, 2027, at Gaylord Texan Resort & Convention Center, Grapevine.
- When does the HDAW exhibit hall open?
- January 19–20, 2027, Tue 1:30–6 p.m. (happy hour from 5), Wed 8:30 a.m.–1 p.m.
- How big is HDAW?
- Product Expo floor sold out, per HDAW exhibitors (2026 edition).
- How much is booth space at HDAW?
- $41.90 per sq. ft. members, $73.90 non-members; island +$2,465, peninsula +$1,365, corner +$850, paid to the organizer.
- What does a 10×20 HDAW booth cost all-in?
- A Purple rental runs $7,500 – $15,000 with design, graphics, lighting, install and dismantle included. Booth space and show services are billed by the show.
- At HDAW, what is the next exhibitor deadline?
- Full booth payment due to HDAW: November 9, 2026.
Official HDAW 2027 links: HDAW 2027 hotelsHDAW 2027 scheduleHDAW 2027 booth space
The lookGrapevine 2027
Part numbers, handshakes, Texas.
HDAW 2027 runs January 18–21 at the Gaylord Texan, its last year in Grapevine. More than 2,900 distributors, suppliers and decision makers meet 300+ supplier exhibitors, per HDAW.
Everything about HDAW 2027 in one place
HDAW 2027 fact sheet
| Official name | Heavy Duty Aftermarket Week (HDAW) 2027 |
|---|---|
| Event dates | January 18–21, 2027 |
| Exhibit hall dates | January 19–20, 2027 (Tue 1:30–6 p.m. (happy hour from 5), Wed 8:30 a.m.–1 p.m.) source |
| Venue | Gaylord Texan Resort & Convention Center 1501 Gaylord Trail, Grapevine, TX 76051 |
| Organizer | HDAW (Auto Care Association, MEMA Aftermarket Suppliers and partner groups; show management William T. Glasgow, Inc.) |
| Size (2026) | Product Expo floor sold out, per HDAW exhibitors source |
| Who attends | Independent heavy-duty parts distributors and their buyers, with supplier executives and association members |
| Next deadline | Full booth payment due to HDAW: November 9, 2026 source |
| Nearest airport | Dallas Fort Worth International Airport (DFW) The major airport for Grapevine; HDAW names no shuttle |
| Hotels | Gaylord Texan Resort & Convention Center, the only official housing provider for HDAW Official hotel page → |
| Official website | hdaw.org |
Official HDAW resources
HDAW 2027 calendar
HDAW 2027 dates and deadlines
These are the dates the organizer has published for HDAW, listed in order and linked to the pages that state them. We highlight the next one.
- Full booth payment due to HDAW source
- Exhibitor Appointed Contractor application and sample certificate of insurance due source
- Exhibitor badge registration, CompuLEAD retrieval and Concept 2000 orders due source
- Freeman starts freight move-in at 8 a.m.; booth setup from noon source
- HDAW Product Expo opens at 1:30 p.m. source
- Product Expo closes at 1 p.m.; dismantling begins source
- Freight packed and carriers checked in by 10 a.m. source
01 Purple at HDAW 2027
Last call in Grapevine: HDAW 2027 booths built around the one-on-one
HDAW is where heavy-duty parts suppliers sit across from their distributors, and the Product Expo is open only nine and a half hours. We build booths that read in a glance from the Longhorn Exhibit Hall aisle and fit the 8-foot inline limit.
- Jan 18–21 · Gaylord Texan
- 300+ supplier exhibitors
- Last year in Grapevine
What makes HDAW different, and how we build for it
Heavy Duty Aftermarket Week is a private business conference, not a public show: HDAW admits bona fide trade only and refuses visitors who are not.The heart of the week is the Pre-Scheduled One-on-One Business Meetings in Longhorn Exhibit Hall F and on the third floor, three blocks of them between Tuesday and Thursday, while the HDAW Product Expo opens for two short sessions. Suppliers of valve systems, electronics and telematics meet the distributors who stock them, and the Distributor of the Year and Hall of Fame awards fill Wednesday breakfast. 2027 is the last HDAW at the Gaylord Texan before the move to Kansas City.
Line cards, new part numbers and program terms they can compare between one-on-one meetings, with a rep who knows their branch count.
Product they can pick up and turn over, cross-reference charts and a clear answer on fill rates and freight terms.
A booth that holds a quick standing conversation with a partner between the keynote, the awards breakfast and the closing reception.
Your team in Grapevine
How Purple runs HDAW 2027 in Grapevine
We build and print it in Fishkill, NY, or in Las Vegas, whichever shop has the earlier slot, and freight goes to Freeman per HDAW shipping guidelines so it is on the Longhorn floor on Sunday, January 17. A Purple project manager runs setup from noon that day with the Local 756 labor HDAW requires, then books Tuesday’s dismantle order and the Thursday carrier.
Inside HDAW 2027
Rules that shape your HDAW booth
HDAW holds 10-foot-deep booths to 8 feet and anything over 4 feet to the back 5 feet; peninsulas and islands go to 20 feet, signs to 22. We draw every wall to those lines before HDAW's construction approval.
Display vehicles go only in 400 sq. ft. peninsulas or islands, fill at most 80 percent of the space and need a Gaylord Texan permit, a quarter tank or less and disconnected batteries. We plan the permit and the fire inspection slot.
Teamsters Local 745 run all material handling and Decorators Local 756 any hired install labor; your full-time employees may build. As your EAC, our project manager directs the Local 756 crew on your booth.
The Longhorn Exhibit Hall is bare and every booth must be carpeted at the exhibitor's cost, with HDAW carpeting the aisles blue. We include flooring in the quote and pick a color that holds up against blue.
Dismantling starts at 1 p.m. Wednesday, and early teardown can cost seniority points and future participation. We book outbound labor by 2 p.m. Tuesday, as HDAW requires, and pack for the 10 a.m. Thursday carrier check-in.
Programs worth planning for
Pre-scheduled supplier and distributor meetings Tuesday morning, Wednesday afternoon and Thursday morning in Longhorn Exhibit Hall F and the third floor, plus optional self-scheduled meetings Thursday afternoon.
Wednesday breakfast session presenting Distributor of the Year, the Hall of Fame Award and the HDAW Women in Leadership Award; Hall of Fame nominations are open on hdaw.org.
Monday afternoon program for attendees 45 and under in the Yellow Rose Ballroom, with pre-registration recommended.
HDAW is the supplier-to-distributor meeting of the heavy-duty aftermarket; choose it over the Mid-America Trucking Show when your buyer is the independent parts distributor rather than the fleet or driver. Compare all the automotive and transportation shows we build for →
automotive and transportation at HDAW
The industry behind HDAW, in pictures
02 Booths & pricing for HDAW 2027
What does an HDAW 2027 booth cost per square foot?
HDAW sells space by the square foot, with a 10-foot-deep standard booth held to 8 feet and islands allowed only at 400 square feet or more. Most suppliers take inline space for a product wall and a counter. We recommend a 10×20 inline with a lit product wall for a first HDAW and a 20×20 island when you bring a truck or a large component.
A product wall at 8 feet in the back 5 feet, a counter at 4 feet on the aisle and a screen running a part lookup or telematics view.
Shown: a Purple inline booth for Sedemac
See 10×20 rental booths →
Two product families on lit shelves, a cross-reference counter in the middle and a standing table for a distributor who arrives between one-on-one blocks.
Shown: a Purple inline booth for Al Sharq
See 10×30 rental booths →
The smallest island HDAW allows, at 400 sq. ft.: up to 20 feet tall, room for a cutaway axle or brake assembly and a hanging sign topping out at 22 feet.
Shown: Eonmetall, a Purple island exhibit
See 20×20 rental booths →
A display vehicle under the 80 percent rule, with permit, plus a counter and a small seated area for program reviews with key distributors.
Above: Senzani, a Purple island exhibit
See 20×30 rental booths →In Purple's HDAW price
- Design and a 3D rendering for HDAW, revised until it is right
- The structure, printed graphics, counters and storage your HDAW plan specifies
- Lighting plus power distribution within the booth at HDAW
- Installation and dismantle at the Gaylord Texan Resort & Convention Center, with our project manager on the floor
- Every HDAW show-service order and deadline tracked for you
Billed by HDAW and its contractor
- Your HDAW booth space, paid to the organizer
- Drayage, or material handling, when it is not in the HDAW space rate
- Electrical service, internet and rigging at the Gaylord Texan Resort & Convention Center
- Cleaning, plus any union labor the venue requires
Rates to plan with for HDAW:
- Space, 2027 $41.90 per sq. ft. members, $73.90 non-members; island +$2,465, peninsula +$1,365, corner +$850 source
- Extra registrations, 2027 $525 each for members, $875 for non-members beyond the two per 10×10 unit source
- Booth build 10×20 rental $7,500–$15,000; custom 20×20 island $50,000–$120,000, Purple's 2026 planning range source
- After-hours vehicle inspection $45 per hour, two-hour minimum, paid to the City of Grapevine, 2027 rules source
Before you sign, your proposal already estimates each of these show charges, so the HDAW total is on paper.
Ranges shown are all-in 2026 rental prices for design, structure, graphics, installation and dismantle at HDAW; custom builds get their own quote. The booth cost calculator gives an exact number for your HDAW booth; the 2026 booth cost guide has the 2026 ranges.
Send us your booth size for HDAW and what the space needs to do. Expect a reply within one business day and, usually within a week, a rendering and a fixed proposal for HDAW. No charge.
The booth we would build for HDAW 2027
The line-card wall for distributor buyers
At HDAW the deal happens in the one-on-one rooms, and the Product Expo is where a distributor checks what you said there. So the booth is a single readable wall of part families with a counter in front, drawn to the 8-foot inline limit, rather than a structure fighting for height.
Part-family wall
Lit shelves at 8 feet in the back 5 feet, one shelf per product family, each with real parts fixed in place and the part-number range printed under it.
Cross-reference counter
A 4-foot counter on the aisle with a screen running part lookup and competitor interchange, so a buyer can test a number from their own shelf.
New-item spot
One lit niche for the 2027 introduction, the item reps will raise in every one-on-one that week.
The demo
Let a distributor type in a competitor part number and land on yours, with price tier, case pack and fill rate on screen, in under a minute; then hand the real part across the counter.
The meetings
HDAW schedules supplier and distributor one-on-ones in Longhorn Exhibit Hall F and on the third floor, outside expo hours. The booth serves the follow-up: a standing table at the counter end for the buyer who comes by Wednesday morning to see the part they discussed on Tuesday.
Every part your branches stock. In the box, on time.
03 Built by Purple
HDAW booths that serve the distributor one-on-ones
Case study · KLEEMANN
KLEEMANN at an industrial technology exhibition
KLEEMANN paired real product with digital simulations so engineers could judge the hardware, and an HDAW wall does the same for a distributor buyer holding a brake chamber next to its part lookup on screen.
Read the KLEEMANN case study All case studies →“Purple Exhibits made us look good. The booth was one of the nicest displays in our section of the convention center and generated a lot of positive comments from both customers and industry peers. Their attention to detail, professionalism, and willingness to go above and beyond made a huge difference.”
Kimberly Owens, Brand Manager, Owens Products · more Purple client reviews
Trusted by exhibitors including
04 Designing for heavy-duty truck and trailer parts makers and aftermarket technology suppliers at HDAW
Designing an HDAW booth to the 8-foot Grapevine rules
1Read in nine and a half hours
The HDAW Product Expo opens 1:30 to 6 p.m. Tuesday and 8:30 a.m. to 1 p.m. Wednesday, and the rest of the week belongs to the one-on-ones. We put the part number, the category and the new item on the top third of the wall so a buyer walking past decides in seconds.
2Design to the 8-foot line
HDAW holds 10-foot-deep booths to 8 feet, with anything above 4 feet kept within 5 feet of the back wall and no logo on a back wall shared with a neighbor. We draw the product wall to those lines first, so nothing is cut down at the show.
3Floor covering is on you
The Longhorn Exhibit Hall is not carpeted and HDAW makes floor covering mandatory in every booth, while the aisles are blue. We spec carpet or a hard floor with the booth so the color works against that blue, and order it through Freeman or ship our own.
4Show real parts, safely
Heavy-duty buyers want to hold the part. HDAW asks exhibitors to fasten items to panels and use dummy products where possible and to keep samples in the booth until 1 p.m. Wednesday. We build lockable shelves and cable mounts for the heavy pieces.
Concept rendering
Your HDAW proposal comes with a rendering like this
The 3D view shows layout, graphics, lighting and product positions before we cut a panel, and we revise it until the HDAW booth is right. Above: a Purple concept for sensei.
Start my HDAW conceptFloor at a glance
Where you could be at HDAW 2027
HDAW uses the Gaylord Texan's convention center for the Product Expo, the meetings and the meals. These are the rooms that shape a supplier's week, from HDAW's 2027 schedule.
Longhorn Exhibit Hall
Home of the HDAW Product Expo: an uncarpeted floor with blue aisles, open Tuesday 1:30 to 6 p.m. and Wednesday 8:30 a.m. to 1 p.m.
Our advice Bring your own floor covering in the booth design; HDAW makes it mandatory.
Longhorn Exhibit Hall F and the third floor
Where the Pre-Scheduled One-on-One Business Meetings run Tuesday morning, Wednesday afternoon and Thursday morning.
Our advice Staff the booth with people who are not in back-to-back one-on-ones during the expo hours.
Texas Ballroom A & B
Breakfasts, lunches, the opening keynote and Wednesday's awards: Distributor of the Year, Hall of Fame and HDAW Women in Leadership.
Our advice Time any launch message so it is on the booth wall the morning the awards breakfast fills the ballroom.
05 Gaylord Texan Resort & Convention Center · Grapevine
HDAW 2027 move-in, Freeman and Gaylord Texan labor
Freeman is HDAW's official decorator and drayage contractor, and William T. Glasgow, Inc. runs show management. Freeman moves freight in from 8 a.m. Sunday, January 17, with booth setup from noon and freight doors open 8 a.m. to 5 p.m. Sunday and Monday. Texas labor at the Gaylord Texan runs on HDAW's union rules: Teamsters Local 745 handles forklifts and unloading, Decorators Local 756 any hired install labor, and full-time employees may build their own booth. Purple files the Exhibitor Appointed Contractor application by December 15, 2026. Electrical, rigging, internet and catering are the Gaylord Texan's own services. Dismantle starts at 1 p.m. Wednesday and carriers check in by 10 a.m. Thursday.
What Purple handles
- Inline product walls drawn to HDAW's 8-foot and 4-foot sightline rules
- EAC application, insurance certificate and Local 756 labor plan
- Floor covering for the uncarpeted Longhorn Exhibit Hall
- Lockable shelves and mounts for heavy sample parts
- Vehicle permit and fire inspection timing for island displays
- Freight to Freeman and a Thursday 10 a.m. outbound plan
Your HDAW timeline, from move-in back
Exhibitor Appointed Contractor application and sample certificate of insurance due to HDAW: December 15, 2026. Without the EAC form any outside builder is shut out, so we file it as soon as your design is approved.
Design sign-off for HDAW is due by late November 2026.
- Late November 2026Design sign-off, with the drawing checked against HDAW's 8-foot inline and 20-foot island rules and sent for show approval.
- December 2026Production in our Fishkill, NY or Las Vegas shop; EAC application and certificate of insurance filed by December 15 and 18.
- Early January 2027Freight ships to Freeman's warehouse per the shipping guidelines; vehicle permit, if any, filed with the Gaylord Texan.
- January 17–18, 2027Freight in from 8 a.m. Sunday, booth setup from noon, freight doors open 8 a.m. to 5 p.m. both days.
- January 19–20, 2027Product Expo open Tuesday afternoon and Wednesday morning; our project manager is on the floor.
- January 20–21, 2027Dismantle from 1 p.m. Wednesday; everything packed and carriers checked in by 10 a.m. Thursday.
Purple's planning timeline for HDAW. Official move-in, freight target and order deadlines for HDAW come from your exhibitor kit and assigned schedule; we confirm them against your booth when you book.
Print the HDAW budget & deadline sheetBefore you book HDAW 2027
What HDAW exhibitors plan for at the Gaylord Texan
The HDAW floor is bare concrete and floor covering is mandatory in every booth, while HDAW carpets the aisles blue. Choose a booth floor color that does not clash with blue. source
Exhibitor staff may enter the Product Expo one hour before each opening, so plan the Wednesday 7:30 a.m. walk-through for restocking and screen checks. source
Order dismantle labor at the Freeman Service Desk by 2 p.m. Tuesday, January 19, and power after the Wednesday close by noon Tuesday; teardown before 1 p.m. Wednesday can cost seniority points. source
HDAW bans cameras and videotaping on the expo floor, so line up product video and photos before the show rather than planning to shoot content at the booth. source
Book rooms only through the Gaylord Texan, HDAW's sole official housing provider; HDAW warns that resellers calling exhibitors are not affiliated with it. source
Who you meet on the floor
Distributor owners and buyers come to meet their suppliers in pre-scheduled one-on-ones and to see new product lines on the expo floor; HDAW names Distributor of the Year at Wednesday breakfast.
The 300+ supplier exhibitors use the week to set programs with distributors and size up competing lines, from valve systems to telematics.
ADS, CVSN and the partner associations meet on Monday in the Joint Operating Committee and organizer sessions before the expo opens.
The Leaders of Tomorrow program brings attendees 45 and under together on Monday afternoon, the people who will run distribution branches next.
Side by side
HDAW vs UMA Motorcoach EXPO vs TRB Annual Meeting: 2027 at a glance
| HDAW | UMA Motorcoach EXPO | TRB Annual Meeting | |
|---|---|---|---|
| Dates | January 18–21, 2027 | January 17–20, 2027 | January 10–14, 2027 |
| Where | Grapevine, TX · Gaylord Texan Resort & Convention Center | San Antonio, TX · Henry B. González Convention Center | Washington, DC · Walter E. Washington Convention Center and Marriott Marquis |
| Size | Not published | 1,200+ attendees, per UMA's 2027 prospectus | 10,500+ attendees at the 2026 TRB Annual Meeting |
| Main buyers | Independent heavy-duty parts distributors | Motorcoach owners and company executives | State DOT engineers and managers |
| Booth space | Space, 2027: $41.90 per sq. ft. members, $73.90 non-members; island +$2,465, peninsula +$1,365, corner +$850 | Booth space (2027): 10×10 $3,200 member early to $4,500 non-member; 10×20 inline $6,400–$8,000; end cap $6,900–$8,500 | TRB 2027 exhibit space: $46 per sq ft, $250 per corner; large-vehicle booths $36 (600–799 sq ft) or $32 (800+ sq ft) |
Figures carry the year and source shown on each show's own page.
Travel to HDAW 2027
Getting to HDAW 2027: airport, hotels and parking
Fly in
Dallas Fort Worth International Airport (DFW)
The major airport for Grapevine; HDAW names no shuttle
Stay
Gaylord Texan Resort & Convention Center, the only official housing provider for HDAW
Park
Display vehicles need a Gaylord Texan permit and a City of Grapevine fire inspection
Find the venue
Gaylord Texan Resort & Convention Center
1501 Gaylord Trail, Grapevine, TX 76051
Travel facts from hdaw.org.
HDAW by the numbers
HDAW year by year
How HDAW 2027 compares with other automotive and transportation shows
The automotive and transportation shows closest to HDAW on the calendar, with the latest size each organizer has published. Each name other than HDAW opens our exhibitor guide for that show.
| Show | Dates | City | Latest published size |
|---|---|---|---|
| TRB Annual MeetingTransportation Research Board (TRB) | January 10–14, 2027 | Washington, DC | 10,500+ attendees (2026) |
| Detroit Auto ShowDADA Inc. | January 14–24, 2027 | Detroit, MI | 40+ vehicle brands (2026) |
| UMA Motorcoach EXPOUnited Motorcoach Association (UMA) | January 17–20, 2027 | San Antonio, TX | 1,200+ attendees, per UMA's 2027 prospectus |
| HDAWHDAW (Auto Care Association | January 18–21, 2027 | Grapevine, TX | Product Expo floor sold out, per HDAW exhibitors (2026) |
| Miami International Boat ShowNMMA | February 10–14, 2027 | Miami Beach, FL | 100,000+ attendees · 1,000+ brands (2026) |
| Chicago Auto ShowChicago Automobile Trade Association (CATA) | February 13–21, 2027 | Chicago, IL | Hundreds of thousands, per the show attendees · More than two dozen manufacturers exhibitors (2026) |
| AFSA Vehicle Finance Conference & ExpoAmerican Financial Services Association (AFSA) | February 14–17, 2027 | Orlando, FL | 650+, per AFSA attendees · Booths and kiosks exhibitors (2026) |
| NADA ShowNational Automobile Dealers Association (NADA) | February 17–20, 2027 | Orlando, FL | Tens of thousands of automotive retail professionals, per NADA · 628 exhibitors (2026) |
| Keystone BIG ShowKeystone Automotive Operations | February 19–20, 2027 | Aurora, CO | 4 hours for exhibitor setup, Friday 7–11 a.m., 2027 |
| SCWA Convention & EXPOSouthwest Car Wash Association (SCWA) | February 24–26, 2027 | Fort Worth, TX | – |
HDAW exhibitor questions
HDAW 2027 questions suppliers ask
When is HDAW 2027?
January 18–21, 2027, at the Gaylord Texan Resort & Convention Center in Grapevine, Texas. The HDAW Product Expo itself opens Tuesday, January 19 from 1:30 to 6 p.m. and Wednesday, January 20 from 8:30 a.m. to 1 p.m., per HDAW's general information.
How much does a booth at HDAW cost?
$41.90 per square foot for members of ADS, the Auto Care Association, CVSN or MEMA Aftermarket Suppliers, and $73.90 for non-members, per HDAW. Islands add $2,465, peninsulas $1,365 and inline corners $850. Our build sits on top: a rented 10×20 with your graphics runs $7,500 to $15,000.
Is HDAW open to the public?
It is not. HDAW is a private business conference that admits bona fide trade only; every visitor registers and anyone not in the trade is refused. Nobody under 16 may enter the conference at any time, per HDAW.
How tall can an HDAW booth be?
8 feet for any 10-foot-deep booth, and 20 feet for peninsulas and islands, with hanging signs allowed only over peninsulas and islands at 22 feet to the top of the sign. Islands require at least 400 square feet, per HDAW's display rules.
Can we put a truck in our HDAW booth?
Only in a peninsula or island of 400 square feet or more, and the vehicle may cover no more than 80 percent of that space. You need a Gaylord Texan vehicle permit, fuel at a quarter tank or 5 gallons, whichever is less, a locked or sealed filler cap and disconnected batteries.
What comes with an HDAW booth?
An 8-foot drape backdrop, 3-foot side dividers, an 11×17 sign, a directory listing and exhibitor badges, per HDAW. The hall floor is bare, so carpet or flooring is required and paid by you. Each 10×10 unit of space includes two full conference registrations.
Who runs move-in at HDAW?
Freeman is the official decorator and drayage contractor. Freight starts moving at 8 a.m. Sunday, January 17, booth setup begins at noon, and freight doors stay open 8 a.m. to 5 p.m. on Sunday and Monday. Gaylord Texan crews handle electrical, rigging and internet.
Can Purple install our booth at the Gaylord Texan?
Yes, as your Exhibitor Appointed Contractor. HDAW wants the EAC application by December 15, 2026 and an original certificate of insurance by December 18. Our project manager runs the install with Decorators Local 756 labor, and Teamsters Local 745 handles the forklifts.
How do HDAW one-on-one meetings work?
Pre-scheduled One-on-One Business Meetings run Tuesday morning, Wednesday afternoon and Thursday morning in Longhorn Exhibit Hall F and on the third floor, with optional self-scheduled meetings Thursday afternoon. Suppliers and distributors meet outside the expo hours, so the booth works only in the two expo windows.
Is HDAW worth it for a first-time supplier?
It is when your sales run through independent heavy-duty distributors, because HDAW puts 2,900+ of their decision makers in one resort. First-time suppliers file HDAW's first-time supplier request form before the booth application, and the floor sold out last year.
Where is HDAW after 2027?
Kansas City. HDAW calls 2027 its last year in Grapevine, and its Wednesday night Final Texas Roundup reception looks ahead to next year in Kansas City. A booth we build for 2027 can travel there, since the display rules are HDAW's own.
Can we hand out samples or food at HDAW?
Product samples stay in your booth until the close at 1 p.m. Wednesday, and any sale needs a receipt and a Merchandise Pass. Exhibitors may not dispense food, beverages or throw-away items, and the Gaylord Texan is the official caterer, per HDAW.
What is the difference between HDAW and the Mid-America Trucking Show?
HDAW is a closed meeting for heavy-duty parts suppliers and the independent distributors who sell their products; MATS is an open floor of 53,507 truckers, fleets and dealers in Louisville. Choose HDAW to win distribution and MATS to reach the people who run the trucks.
Before you sign for HDAW
Five things to ask every builder quoting HDAW:
- Is the design drawn to HDAW's 8-foot inline limit with nothing over 4 feet beyond 5 feet from the back wall?
- Will you file the HDAW EAC application by December 15, 2026 and send an original insurance certificate by December 18?
- Who is on your Local 756 crew order, and how do you handle Teamsters Local 745 forklift work at the Gaylord Texan?
- What floor covering is in the quote, since the Longhorn Exhibit Hall is not carpeted?
- How will freight leave by the 10 a.m. Thursday carrier check-in after a 1 p.m. Wednesday close?
What HDAW exhibitors ask us
The expo is open only two short sessions. Why spend on a booth? Because the distributor you met in a one-on-one walks the floor to see the product. Nine and a half expo hours is enough for a wall they can read in seconds; it is not enough for an elaborate build, so we keep the spend on the product wall and the counter.
We are not members of any HDAW association. Should we still go? Non-members pay $73.90 per square foot against $41.90 for members, so a 10×20 costs $6,400 more. Membership in ADS, the Auto Care Association, CVSN or MEMA Aftermarket Suppliers can cost less than that gap, so price both before you sign.
HDAW moves to Kansas City after 2027. Is a new booth wasted? No. HDAW writes its own display rules, so an inline wall built to its 8-foot limit fits the next host city too; only the floor and freight plan change.
Get a proposal
Tell us about your HDAW booth
What happens next
- We reply within one business day with questions about your products, goals and HDAW footprint.
- You get a concept rendering and a fixed proposal for HDAW, usually within a week. Every fee on paper upfront, in full, for your HDAW booth.
- The build takes 30–45 days; we ship to the advance warehouse and install before the hall opens at the Gaylord Texan Resort & Convention Center.