April 18-21, 2019
Gaylord Texan Hotel & Convention Center
1501 Gaylord Trail
Grapevine, TX 76051
*Please do not call the hotel directly for hotel reservations or changes.
Click below for:
All Mass Media entries will be submitted through a file upload process directly on our website. The deadline for uploading files is February 3, 2019, so please get them uploaded early in case you have any problems. Please do not wait until the last day to upload the files. We recommend you use the Mozilla Firefox web browser when uploading files. Please limit all files to a maximum size of 60 MB. If you have any issues call or email the National Service Center. For a detailed description of the file upload process click here. To go to the file upload page Click here.
Scholarship applications must be completed by February 3, 2019. Go to the Scholarship page to access the online application.
Hotel rooms will cost $129.00 per night, plus $18 resort fee per night and tax* (13% as of April 2018). This rate is good from Wednesday through Sunday of convention week. Rollaway beds are available for $25 per night and may only be added to rooms with one bed. As of March 2018, a State Cost-Recovery Fee of $2.70, plus applicable taxes, will be added to each night of each room.
Groups that attended this convention site last year and reserved hotel rooms will be given a starting block of rooms based on their usage the previous year. The starting block of rooms may not be the same as what the group used if rooms or room nights were cancelled after the registration deadline last year. From the opening date for registration until January 7, 2019, the blocks of rooms assigned to each group are theirs only. Groups must place people in those rooms in our registration system by January 7 in order to secure them. At the end of day on January 7, all rooms that have not been claimed by assigning names to them will be released into the overall pool of rooms for anyone to request. Note that groups that had no rooms in the hotel the previous convention year – whether they are new groups, groups that simply did not need rooms, or a group that changed convention sites – will be able to request rooms beginning on January 8, 2019.
Groups may apply for exemption from some of the taxes. Click here and then click on form AP-209 Religious Organizations. Complete and submit this form as instructed. You will present this form at check-in.
Comfortable custom-made mattresses with luxurious bedding, oversized lounge chairs in king rooms, executive desk with chair, refrigerators, in-room computing systems with a host of hotel services and high-speed internet access, two dual-line telephones with speakerphones (one is cordless), bedside alarm clock equipped with CD player, modem data port, in-room safe fitted with ac outlet, designed to accommodate and recharge laptop computers, remote control television with cable, personal coffee maker, with stoneware mugs, complimentary coffee and tea, full size iron and ironing board, guest voice mail service, in-room pay-per-view movies, in-room pay-per-view music service
Your Resort Fee includes the following amenities:
USA today (weekdays only) delivered every morning, in-room high-speed internet access, wireless internet access in the guestrooms, dining outlets and atriums, fitness center access, two bottles of water per day in guestroom, local phone calls (first 20 minutes per call), 800 access and toll free calls (first 20 minutes per call), discounted transportation to Grapevine Mills and downtown Grapevine on a pre-set schedule
Reservations and Changes:
**Please do not call the hotel directly for reservations or changes.**
So that the hotel can accurately block your group’s rooms, you must have the total number of king and double/double rooms indicated by the registration deadline. After the registration deadline, group leaders will be able to make changes to their group’s hotel reservations in the registration database until midnight on March 17, 2019. The information in your reservation database on March 17 will be considered your final request. Any changes, except room cancellations, made after March 17 will be accommodated if possible, but are not guaranteed. Please make every effort to have all reservations finalized by the March 17 deadline. Adding rooms after this date may not be possible. If they are able to be added, they will most likely NOT be near your group’s other rooms. Please request all rooms that you will need by March 17, 2019. Please note that any cancellations MUST be made no later than five days prior to arrival. Any no-shows or cancellations after that will be charged one night’s room and tax. Please make sure that all requested rooms are used to avoid these penalties.
All requests for changes to hotel reservations must be requested through the online registration system.
The group leader should choose a person to be the hotel room coordinator. This person should be the first to arrive and the last to leave. Your hotel room coordinator can check in and check out your group.
Self-parking will be $7 for those staying in the hotel, and it will be charged to your room. Local attendees who will not be staying in the hotel will pay $10 per day, with in/out privileges. Valet parking will be at the prevailing rate at the time of the convention.