ONA12 Midway Experience for Vendors FAQ

If you’re a vendor who’s been invited to participate in the Midway, this FAQ should answer your most important questions. Have others? Contact Branden Smith at (703) 860-7940, branden@journalists.org.

Are you a journalism start-up that’s been invited to participate in the Midway? Visit here for your FAQ.

1. How do I get the exhibitors pass(es) that comes with my Midway space?
You will be emailed directly with instructions shortly after signing up with this formIf you’d like to register for the full ONA12 conference, you can do so here.

2. What are the Midway hours and set-up and tear-down times?
The Midway will be held at the Hyatt Regency San Francisco, 5 Embarcadero Center, San Francisco, CA 94111 Hours are 8 a.m.–6 p.m. Friday, Sept. 21, and 8 a.m. – 5 p.m. Saturday, Sept. 22.

  • Set-up begins Thursday, Sept. 20, at 7 a.m., and ends at 4 p.m.
  • Tear-down is Saturday, Sept. 22, at 5 p.m., but you’re welcome to begin before that, as early as 4 p.m.

3. When will space be assigned? Where can I find a layout of the Midway?
Space is assigned based on a first-come, first-served basis, according to the service, product or focus of your company or organization. Assignments will be posted and emailed to you as we make them. The Midway will be located in the Pacific Concourse on the hotel’s first level, a large open space. Here is a PDF of the Midway layout. Conference sessions and registration will be held upstairs on the Grand Ballroom and Seacliff levels. You can find the full ONA12 floor plan here.

4. What is provided in the Midway area?
Each participating vendor has a dedicated space to work with, depending on your designation. The space can be totally customized to your needs. We ask that you try to avoid setting up enclosed booths, as that will defeat the open, collaborative nature of the experience.Space size:

  • Brand: 8 by 10 space
  • Innovator: 8 by 8 space
  • Lounge: 10 by 20 space

Note: This is the space for your set-up. There will be adequate surrounding space for attendees to queue up by your set-up.

5. How do I order show services, furniture set-up and storage?
The Hyatt Regency does not offer special items such as brochure racks, book displays or furniture. We suggest Cort Rental, which has a wide selection. Contact Michael Brock-Alexander, (650) 624-0930, michael.alexander@cort.com.

6. Will there be wireless connectivity in the Midway area?
Yes. If you are interested in a hard-wired connection, contact the Hyatt Regency’s AV company, AVT Event Technologies, at (415) 291-6611.

7. Will there be electricity in the exhibit area?
Yes. To order electrical power or extra power cords for your exhibit, fill out the Midway Request Form and fax it to the number on the form.

8. What are the ship-to procedures, address and charges?
The Hyatt Regency San Francisco provides services for receiving, handling, and delivering materials to visiting guests. Should you wish to ship materials directly to the Hotel, please review and complete the Midway Request Form and send to the hotel directly. The address is below. Reminder: Packages should arrive no earlier than Monday Sept. 17, 2012. The hotel will not accept shipments that arrive prior to that date. Any boxes delivered prior to this date are subject to storage fees of $30 per item.

The hotel does not accept Exhibit Hall freight or COD shipments.

Hyatt Regency San Francisco
Attn: ONA12 Midway (Pacific Concourse)
Event Date/Group Name:
5 Embarcadero Center
San Francisco, CA 94111
#XX of XX boxes

The hotel shipping carrier is UPS and FedEx.

Ship-out instructions will be provided onsite at your tables. Note the Hotel will pick up boxes from your tables once they are ready to be shipped.

9. Where will boxes and crates be stored during the conference?
You can store shipping materials in your set-up area; excess can be stored in the Hotel Shipping Storeroom but be advised that space is very limited and on a first-come, first-served basis.

10. How do I order a computer or computer screens if I need extras?
Contact the Hyatt Regency San Francisco’s AV company, AVT Event Technologies, which provides the hotel’s technical needs. They can be reached at (415) 291-6611.

11. What are the requirements and deadlines for logos and company description to be placed on the ONA12 website?
All Midway participants will be listed with a logo and 10-word description of their company or services on the ONA12 website. Both should be submitted as soon as possible to maximize your presence. (The deadline to be listed in the printed program has passed.) Email logos to ONA12midway@journalists.org with your company name in the subject line. All logos should be sent in EPS or Illustrator format so they can be scaled as needed.

Submit your organization’s up-to 10-word description using this form.