ONA12 Sponsor FAQ

How do I reserve space to sponsor or exhibit at ONA12?

If you’re interested in sponsoring or exhibiting at ONA12, or just want more information, fill out this form and we’ll contact you to discuss the right opportunity for your company. Or call Branden Smith at (703) 860-2940.

How do I redeem the free memberships and conference passes?

Sponsors and exhibitors will be emailed directly with instructions as soon as they sign up.

What are the show hours and set-up and tear-down times?

  • Show hours are 9 a.m. – 6 p.m. Friday, Sept. 21, and 9 a.m. – 5 p.m. Saturday, Sept. 22.
  • Set-up begins Thursday, Sept. 20, at 5 p.m.
  • Tear-down is Saturday, Sept. 22, at 5 p.m., but you’re welcome to begin before that.

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 Exhibitor Request Form and send to the hotel directly.

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.

If you are shipping packages to ONA for the conference bag, plan on 1,400 pieces, and please use this address format to make sure your package is delivered promptly:

Hyatt Regency San Francisco
Attn: Jane McDonnell
Event Date/Group Name:
5 Embarcadero Center
San Francisco, CA 941111
#XX of XX boxes

The hotel shipping carrier is UPS and FedEx.

Shipping out instructions will be provided onsite at your tables. Note the Hotel will pickup boxes from your tables once they are ready to be shipped.

Deadline: Materials for the conference bags must arrive at the hotel by close of business on Tuesday, Sept. 18. Bags will be stuffed early Wednesday morning.

How do I order show services and storage?

The Hyatt Regency San Francisco does not offer special items such as brochure racks, book displays or furniture. Please look for nearby outside event specialists.

Where will boxes and crates be stored during the conference?

You can store shipping materials under exhibit tables; 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.

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) 330-6215.

When will booths be assigned? Is there a layout of the conference area so I can see where we are located vis-a-vis the session rooms?

Booths are assigned based on sponsorship level and a first-come, first-served basis. Here are the current assignments.

Booths will be located outside the Grand Ballroom and Registration area on the third level, where conference sessions and registration will be held. The exact locations are the Grand Ballroom Foyer and the Market Street Foyer (PDF of exhibitor layout). Booth space is additionally available in the Seacliff Foyer on the second floor (PDF of additional exhibitor layout).

What is provided in the exhibit area?

  • One 6′ x 30″ draped table
  • Two chairs
  • Waste basket

Will there be Internet connectivity in the exhibit area?

Yes. If you are interested in a hard-wired connection, contact the Hyatt Regency San Francisco’s AV company, AVT Event Technologies. They can be contacted at (415) 291-6611. You will also need to order electrical power for the connection. To order electrical power or extra power cords for your exhibit, fill out the Exhibitor Request Form and fax it to the number on the form.

Will there be electricity in the exhibit area?

Yes. To order electrical power or extra power cords for your exhibit, fill out the Exhibitor Request Form and fax it to the number on the form.

What are the requirements and deadlines for program ads, logos and other sponsor/exhibitor placements?

All sponsors and exhibitors are listed in the printed program and on the conference site with a logo and 60-word description of their company or services. Both should be submitted as soon as possible to maximize your presence. (Note that the deadline for program guide ads has passed.)

Email logos to ONA with “ONA12 logo” and 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 60-word description using this form.

Program advertisement specifications (based on 7.5” X 8.5” page, no bleed) are as follows:

  • Full-page ad: 6.5″ x 7.5″
  • Half-page (horizontal): 6.5″ x 3.625″
  • Quarter-page (vertical): 3.125″ x 3.625″

All ads should be sent in press-ready PDF/X-1a format with no bleed to ONA12ads@journalists.org. If unable to deliver in this format, please email ONA12@journalists.org to ask about alternatives.

Sponsor/Exhibitor program listing and ads: Deadline: Aug. 4