We are excited that you would like to join us at GameFest 2026 at the Westin Dallas Fort Worth Airport in Irving, TX. We love all things gaming and its great to bring people togather.
Please read carefully and refer back to this information as needed.
- Merchandise Sales
- Sponsors and exhibitors are welcome to sell branded items, games, art, apparel, and other approved products at their booths throughout the event.
- Sales Disclaimer
- GameFest provides a platform for visibility and engagement, but we cannot guarantee foot traffic, attendee purchases, or individual sales performance. All exhibitors are fully responsible for their own sales, pricing, and promotion during the event.
- Transactions & Taxes
- All transactions are solely between the sponsors / exhibitors and their customer(s). Sponsor/exhibitor are responsible for collecting and remitting all applicable sales tax and fees related to doing business.
- Table Protection
- The vendor room will be locked during non-vendor hours. We recommend you cover your table if you need to step away.
- Join the Fun!
- We highly encourage sponsor/exhibitors to participate in open gaming when you’re not at your booth. It’s a great opportunity to connect with attendees, build relationships, and immerse yourself in the community.
- Food Handling Requirements
- If your booth includes any food handling, staff must display a valid Dallas County Food Handler’s Certificate.
- Table Location
- While we aim to accommodate location preferences, GameFest staff reserves the right to adjust table placements on the day of the event if necessary.
- Decorations & Setup
- All decorations must be either tabletop or free-standing.
- Do not attach anything to the facility (this includes walls, ceilings, fixtures, windows, trees, flower beds, or turf).
- Prohibited items: Paint, spray products, shoe polish, and fasteners such as tape, nails, screws, hooks, staples, or tacks.
- Pathways
- All tables and displays must be arranged to maintain clear, unobstructed pathways throughout the venue, as directed by GameFest and hotel staff.
- Emergency Exits
- Emergency exits must remain unblocked at all times.
- Smoking Policy
- The Westin hotel is a non-smoking facility. Smoking—including e-cigarettes—is not permitted indoors, on walkways, or on the patio.
- Animals
- Only service animals on duty are allowed inside the venue.
- Damage to Property
- Sponsor/exhibitor will be held responsible for any damage to the Bob Duncan facility or grounds caused by their setup, materials, or actions. Please take care when arranging and removing your displays.
- Promotional Materials & Activities
- To ensure a welcoming and consistent experience for all attendees, please follow these guidelines regarding promotional activity at your booth:
- Any literature or handouts must be informational only.
- No calls to action (e.g., “Sign up now,” “Donate today”) are permitted without prior GameFest Staff approval.
- Soliciting donations of any kind is strictly prohibited.
- Any raffles, drawings, or giveaways must be approved in advance by GameFest staff.
Please review the Convention Policies with everyone on your team.