2025 Info & RESOURCES

IMPORTANT INFO FOR ATTENDEES, SPEAKERS, SPONSORS & EXHIBITORS

We are truly thankful for your support of our 2025 Beyond Activ Americas, the must attend event for health, fitness, wellness, hospitality & leisure. Below you’ll find all event-related information; venue details, event timings, guest tickets, exhibition booths and floorplan, venue delivery information and forms and promotional banners to promote your involvement at the event. 

Save the Date

Firstly, let’s save the date!

Dates and Venue info

  • 2 - 3 October 2025
  • Hilton Anatole
    2201 Stemmons Freeway, Dallas, TX 75207, TX, USA
  • Click Here For Map

Discounted Hotel Accommodation

Book Your NYC Accommodation Now – Our Hotel Block at Marriott Marquis is Sold Out. You Can Still Book Accommodation directly at the Marriott Marquis or at the nearby Millennium Broadway. Links Below.

Book Marriott – https://www.marriott.com/en-us/hotels/nycmq-new-york-marriott-marquis/overview/

Book Millennium – https://www.millenniumhotels.com/en/new-york/millennium-hotel-broadway-times-square/#rooms

Discounted Hotel Accommodation

We encourage all visiting and international delegates to stay at the Hilton Anatole. By staying at this hotel, you’ll maximize your experience during the event and its associated networking functions.

We have secured a limited number of discounted rooms at the Hilton Anatole, to secured yours , please go to: https://book.passkey.com/e/50938612

Tips to Ensure You a Great Festival

  1. View the agenda online to pick the sessions you wish to attend
  2. Book your accommodation at Hilton Anatole before rooms sell out.
  3. You will need either an Electronic System for Travel Authorisation (ESTA) visa waiver or a visa to enter or transit the USA as a visitor. Please apply for your visa in advance.
  4. View the attendee list online to see what other companies you will meet there.
  5. Bring business cards so you can exchange them with other attendees
  6. Post this banner on LinkedIn, Instagram and/or your preferred social media channel to let other attendees know they can also find you there. Connect now!
  7.  If you can no longer join us as a VIP attendee, for any part of the event, including reception, please email day@beyondactiv.com and esther@beyondactiv.com and let us know.

Event Timings

WEDNESDAY 1st OCTOBER

12.00PM – 4.00PM: Dallas Clubs Tour & Experiences.
5.00PM – 8.00PM: Icebreaker Reception

THURSDAY 2nd OCTOBER

2.00AM onwards: Exhibition Build Up
8.00AM – 9.00AM
: Delegate Registration
8.00AM – 5.00PM
: Beyond Health Stage Open
9.00AM – 5.00PM
: Beyond Business Stages Open
9.15AM – 5.00PM
: Beyond Connections Open (1-on-1 Meetings)
5.00PM – 6.00PM
: Americas Awards of Excellence – Networking Reception
6.00PM – 8.00PM
: Americas Awards of Excellence Ceremony

FRIDAY 3rd OCTOBER

8.00AM – 9.00AM: Delegate Registration
8.00AM – 3.00PM: Beyond Health Stage Open
9.00AM – 3.00PM: Beyond Business Stages Open
9.15AM – 3.00PM: Beyond Connections Open (1-on-1 Meetings)
3.00PM – 4.00PM: Bon Voyage Reception
4.30PM onwards: Exhibition Tear Down

Dress Code

1 Oct Daytime (Dallas Club Tours & Experiences): Comfortable clothes and athleisure is recommended, especially if you are planning to workout.

2 – 3 Oct Daytime (Conference Stages): Business casual, casual or athleisure. Your comfort is key. However, given the air-con exposure all day we would suggest no (tiny) shorts, open shoes or flips flops.

2025 Floorplan & Exhibition Opportunities

We have a limited number of exhibition opportunities to choose from and 2 space types to choose from (1) 20ft x 10ft and (2) 10ft x 10ft. We operate an open plan exhibition to ensure an experiential environment. Each space comes with a table, tablecloth, 2 chairs and 1 powerpoint. All additional fabrication, installation and power requirements must be purchased through our event management company. Please contact us directly for all exhibition opportunities and costs, using our contact details below.

2024 Floorplan

Above is the floorplan for the venue so you can visualise the event and its set-up. We are now finalising the exhibitor list which will be online here in October.

Connect with other attendees - Tell them you're attending too!

We have created images for you to shoutout your attendance and connect with other attendees. Below are different banner sizes for your website, newsletter, blogs or social media posts. Please link these banners to https://beyondactiv.com/events/americas

Here is a suggested text you can use for your post. Feel free to tag our team members and @Beyond Activ on LinkedIn or @beyond_activ on Instagram. Our hashtag is #beyondactiv.

" I'm looking forward to attending Beyond Activ Americas over 2 - 3 October in Dallas, USA! Let's connect now if you will be there too. If you haven't booked your ticket yet and you are considering to join, you can view their impressive speaker line-up and agenda here: https://beyondactiv.com/events/americas/” 

FAQs

There is no physical ticket for this event. Once your purchase is confirmed, you will receive a Ticket Confirmation Invoice in your email inbox. Please save this email. You can choose to print it or show the digital invoice on your mobile device at the registration desk onsite to collect your badge.

Yes, you can transfer your ticket to someone else. Please email Sara at sara@beyondactiv.com with the new ticket holder details as follow: (1) Full Name, (2) Job Title, (3) Email Address, (4) Phone Number and (5) Company Name.

No, we have a no refund policy unless the event is cancelled. However, we will issue you a credit(s) for you to attend another Beyond Activ event of your choice.

If an event is cancelled, you will be refunded in accordance with our refund policy. If the event is rescheduled, your ticket will remain valid for the new date. You will be notified by email with all the details.

If you are unable to attend, you can transfer the ticket to someone else in your organisation or you will receive credits to attend another Beyond Activ event of choice. In this case, please email sara@beyondactiv.com.

Please email Ashley at ashley@beyondactiv.com informing us of your allergy so we can ensure there is suitable food for you.

Yes head down to our registration counter and you can get a ticket there. You will receive your VIP badge on the spot.

Head down to our registration counter at our event to check-in. Do have your confirmation email ready with you.

No, our conference sessions will not be recorded. We encourage you to attend in person to maximise your networking and learning experience!

Your ticket grants you full access to all networking sessions, onsite F&B, panel discussions and exhibition hall.

No, we do not offer a one-day pass at this time. However, if you can only attend one day, we can offer you a revised ticket rate. Please email sara@beyondactiv.com for this request.

Business casual, casual or athleisure. Your comfort is key.


We do not offer non-VIP tickets at this time.

Please email day@beyondactiv.com

Yes, lunch and tea time snacks will be provided during the hourly breaks throughout the event.

You may view the full attendee list by clicking the ATTENDEE LIST tab above

Carpenter Ballroom is located on the Ground Level, accessible via the Atrium Entrance.

Visit the link here for discounted accommodation: https://book.passkey.com/e/50938612

No, we do not have an app. You may refer to the full event agenda here: https://beyondactiv.com/events/world/agenda/

You can pay by PayPal or bank transfer, please contact sara@beyondactiv.com for more details.

***Very Important - Next Steps, Collaterals & Timelines***

Please diarise and action these points in the coming weeks and where relevant email day@beyondactiv.com with the below information (if you haven’t done so) by the 31st July:

  1. High-resolution picture and bio of your designated speaker(s)
  2. 60-sec promo video (landscape, 16:9 ratio, mp4 format)
  3. Details of your designated colleagues to attend the event -(1) name, (2) email, (3) phone number and (4) job title
  4. A list of companies you would like to see at the festival. We will invite them and ensure they are present at the event.
  5. If any of your guests have any dietary requirements, please let me know in due time.
  6. Discounted rooms at our hotel block sell out early. Book discounted accommodations for your colleagues attending the event at Hilton Anatole before rooms sell out.
  7. For Exhibitors only – We will provide you with the exhibitor manual and our contractor’s details within the next weeks. In the meantime, if you have an exhibition enquiry, you can email Ashley@beyondactiv.com.
  8. Please ensure you (and your company) post your speaker and/or sponsor/exhibitor banners (below) on your business/social media channels to shoutout your involvement.

Discounted Hotel Accommodation

We encourage all visiting and international delegates to stay at the Hilton Anatole. By staying at this hotel, you’ll maximize your experience during the Festival and its associated networking functions.

We have secured a limited number of discounted rooms at the Hilton Anatole, to secured yours please go to: https://book.passkey.com/e/50938612

Submit by 31st July - 60-Sec Promo Video

We will loop around a montage of sponsor videos on large screens to increase your brand visibility during the event. If you want your video to be included, please send your mp4 file to your designated account manager.

Specifications: Your video should be ~60 seconds in length, 16:9 ratio and in MP4 format.

Submit by 31st July - List of Colleagues Attending the Event

Please email your designated account manager with (1) full name, (2) email, (3) job title and (4) phone number of your colleagues attending the event. Every sponsor is entitled to a specific number of tickets. To find out how many tickets you have, please contact your account manager.

Exhibitor Contractor

We have appointed TStream Events as our official contractor. You can refer to their catalogue here.
 
Provisions from Beyond Activ: 
  • 3m x 3m space (no shell scheme provided)
  • 1 x 5amp power supply for basic laptop/ phone charging
  • 1 trestle table and 2 banquet chairs (additional furniture have to be ordered from TStream)
All orders have to be sent in by 27 August 2025. Please contact jerin@beyondactiv.com asap to place your orders for booth build, additional power and WiFi (no free WiFi at the event). 
 
If you have your own preferred contractor, please link them up with jerin@beyondactiv.com by 1st September 2025 for the necessary forms and approvals.

Exhibition Booths Design, Building & Cost

Please find the attached Exhibitor Manual with all the information and costs associated with booth design and build for the different space sizes. It also includes prices on material handling, storage and logistics.  

For exhibitors who want specific fabrication, design, or banners printing, please contact our contractor, (Mr) Ryan Connors at ryanc@csiworldwide.net or (Miss) Allie Wrede alliew@csiworldwide.net as soon as possible so they can assist you with your exhibition/set up requirements. Please add ashley@beyondactiv.com and jolin@beyondactiv.com to help you and your team coordinate.

If you have a preferred contractor, please connect them with ashley@beyondactiv.com and she will follow up with the necessary set up instructions.

ELECTRICAL AND INTERNET/WIFI NEEDS:

Electrical / Power Needs: Every exhibition booth is provided with 1 standard 500 Watt electrical point (sufficient for laptop charging/monitor display only). If you have specific power requirements for equipment, please send to Ashley (ashley@beyondactiv.com). 

Wifi/Wired Internet Needs: The hotel does not provide wifi. If you need wifi/dedicated wired internet lines, please send Ashley (ashley@beyondactiv.com) your specific requirements.

EXHIBITION BUILD UP & TEAR DOWN TIMINGS:

  • Exhibition Build-up: Tuesday, 17th September 2024 3AM – 7AM  (We will have a schedule with the exact bump in time sent out closer to the event date)
  • Exhibition Tear-Down – Wednesday, 18th February 2024, 2PM – 5PM

Equipment & Material Deliveries

All shipments will have to be pre-arranged with Hilton Anatole’s FedEx team. Please contact Jerin at  jerin@beyondactiv.com for assistance.

FAQs

There is no physical ticket for this event. Once your registration is confirmed, you will receive a Ticket Confirmation Invoice in your email inbox. Please save this email. You can choose to print it or show the digital invoice on your mobile device at the registration desk onsite to collect your badges.

Each sponsor/exhibitor has a specific number of tickets allocated. Please email your account manager (Atiqah, Blair, Crystal, Jolin, Kym or Sara – see contact details below) with the details of each attendee as follow: (1) Full Name, (2) Job Title, (3) Email Address, (4) Phone Number and (5) Company Name.

Each sponsor/exhibitor has a specific number of tickets allocated. To check how many tickets your organisation has allocated please contact your account manager (Atiqah, Blair, Crystal, Jolin, Kym or Sara – see contact details below) directly.

Yes, as a sponsor we can offer a discount for you to bring a bigger team. Please contact your account manager (Atiqah, Blair, Crystal, Jolin, Kym or Sara – see contact details below) and they will give you a discount code.

Yes, you can transfer your ticket to someone else. Please email your account manager (Atiqah, Blair, Crystal, Jolin, Kym or Sara – see contact details below) with the new ticket holder details as follow: (1) Full Name, (2) Job Title, (3) Email Address, (4) Phone Number and (5) Company Name.

You are free to dress up the allocated 3m by 3m space in any way you would like. There is no shell scheme provided. Please reach out to jerin@beyondactiv.com to be connected with our Official Contractor.

  • 1 x 5amp power supply for basic laptop/ phone charging
  • 1 trestle table and 2 banquet chairs (additional furniture have to be ordered from TStream)
  • NO additionals like cocktail tables, bar stools etc. provided. All additional furniture has to be rented through our Official Contractor or brought in on your own.

Exhibition Build Up – Thursday 2nd Oct, from 2am
We will have a schedule with the exact bump in time sent closer to the event date. Please email jerin@beyondactiv.com with the list of logistics you will be bringing in.

Exhibition Tear Down – Friday 3rd October, from 5pm
Any additional set up time required needs to be pre-arranged with jerin@beyondactiv.com

Each exhibitor is entitled to 2 banners for display. Drop them off at the Registration table when you arrive and the Operations team will help display them. Location will be determined solely by the Operations team. If you have gift bags or schwag to distribute, please reach out to ashley@beyondactiv.com for display opportunities.

There is no free WiFi at the event. If you require internet access for your showcase, please contact jerin@beyondactiv.com to place your orders before 27 August 2025.

Book Your Discounted Accommodation
at Hilton Anatole Now Before Rooms Sell Out.

Want to Sponsor, Exhibit Or Speak at this Event?

Contact our team to explore how you can put your brand in front of the most influential industry leaders.

Partner Development Manager
Beyond Activ
Partner Development Manager
Beyond Activ

Return to Main Event Page