Who do I contact about sponsorships, exhibit space or the Midway @ ONA16?

Sponsor and exhibitor sales will close Sept. 1, if not already sold out before that date. See the Exhibitor Spaces page for current availability.

Please email Jessica Strelitz, Director, Strategic Partnerships, at jessica@journalists.org for questions about sponsorship, exhibitor spaces and supporter opportunities.

Midway sales will close Aug. 15, if not already sold out before that date. See the Midway Packages page for current availability.

Please email Hanaa Rifaey, Midway Producer, at midway@journalists.org, for questions about Midway programming or logistics.

How do I register people for the memberships and conference passes that are part of my ONA16 package?

Sponsors and exhibitors will receive private access to the online ONA16 Sponsor, Exhibitor and Midway Centers to register for their memberships and ONA16 passes. The Centers will be active in July 2016, and if you did not receive a link, please less us know.

For packages with benefits that include standalone ONA memberships, you can purchase conference passes at the ONA member rate after registering that membership.

What are the Exhibitor & Midway hours, set-up and tear-down times?

Exhibitor, Sponsor and Midway Hours:

  • Thursday, Sept. 15, 10 a.m. – 5 p.m. (Centennial Foyer and Capitol Foyer Exhibitors and Lounge can open as early as 9 a.m.)
  • Friday, Sept. 16, 10 a.m. – 5 p.m. (Centennial Foyer and Capitol Foyer Exhibitors and Lounge can open as early as 9 a.m.)
  • Saturday, Sept. 17, 10 a.m. – 2 p.m.

Set up:

  • Capitol Ballroom Exhibitors: Wednesday, Sept. 15, 6-8 p.m.; Thursday, Sept.15, 7 – 9 a.m.
  • Centennial + Capitol Foyer Sponsors: Wednesday, Sept. 14, 6-8 p.m.; Thursday, Sept. 15: 7 – 9 a.m. Note: Registration opens at 7:30 a.m.
  • Midway: Wednesday, Sept. 14, 6-8 p.m.; Thursday, Sept. 15: 7 – 9 a.m.

Tear down:

All exhibitors, Sponsors and Midway participants can disassemble their spaces after 2 p.m., Saturday, Sept. 17. All sponsor and exhibit spaces will close at this time. Note: Please do not disassemble in the Midway or Exhibit area before 2 p.m. Saturday.

What are the ship-to procedures and addresses for exhibit items?

Freeman will be the ONA16 exhibit services and drayage company. Freeman will accept crated, boxed or skidded materials beginning Friday, Aug. 12. Material arriving after Sept. 6, 2016, will be received at the warehouse with an additional after deadline charge.

Warehouse materials are accepted at the warehouse Monday through Friday between 8 a.m. – 3:30 p.m. If required, provide your carrier with this phone number: (303) 320-5100

Please ship exhibit materials using this format:

Company/Exhibitor Name
Freeman Warehouse
4493 Florence Street
Denver, CO 80238

Freeman will receive shipments at the Hyatt Regency beginning Wednesday, Sept. 14. Shipments arriving before this date may be refused by the facility. Any charges incurred for early freight accepted by the facility are the responsibility of the Exhibitor. If required, provide your carrier with this phone number: (303) 320-5100. You still need to fill out Freeman paperwork even if you elect to ship to the hotel instead of Freeman’s warehouse. Label each box as follows:

FREEMAN / Exhibiting Company Name / Booth #
ONA16 Denver
c/o: Freeman
Hyatt Regency Denver @ CCCY
650 15th Street
Denver, CO 80202-4207

For details, use the Freeman online order portal.

Please note: All items and materials that must be brought into the facility may be subject to Material Handling Charges and are the responsibility of the Exhibitor. This also applies to items not ordered through the Official Show Vendors.

Please be aware that disposal of exhibit properties is not included as part of your material handling charges. Please contact Freeman for your quoted rates and rules applicable to disposal of your exhibit properties.

Quick facts from Freeman

How do I ship materials for ONA16 Attendee Bags?

Please include the following information in the Sponsor, Midway and Exhibitor Centers if you are shipping materials for ONA16 attendee bags by Sept. 1. Please send 2,000 items if you’d like to be included in all bags.

If you are a Supporting Sponsor with a bag drop, please email this information to Jessica Strelitz at jessica@journalists.org no later than Sept. 1.

  • # of boxes shipped
  • Tracking number
  • Point of origin (company/city)
  • How shipped
  • When boxes are to arrive
  • The size, weight and relative condition of the boxes

You must use this special shipping label for bag inserts. Please ONLY use this label to ensure timely delivery of materials for the attendee bags. These labels should ONLY be used for bag items/inserts.

Access the ONA16 bag drop shipping label here.

Shipments should arrive on or between Aug. 20 – Sept. 6.

Note: Materials must arrive no later than Tuesday, Sept. 6, to be included in the attendee bags. Boxes that arrive later than that date may not be included in the attendee bags.

How do I order show services, including exhibit/lounge furniture or custom booth work?

Freeman will be the ONA16 exhibit services company. Take advantage of discount pricing by ordering online by Aug. 23, 2016.  For details, use the Freeman online order portal.

How do I order computers, screens or other A/V hardware?

ONA is working with PSAV for these services. Use the price guide and the order form. If you have a special request or need additional equipment, please call (303) 486-4878. Email completed form to mmassaro@psav.com.

Note: Pricing for equipment is PER SHOW as listed, not PER DAY.

How do I order electric service?

ONA is also working with PSAV on electric. All Exhibitors, Sponsors with lounge space and Midway participants are responsible for securing their own electric. Use this order form. Orders must be received by Aug. 30, for advanced rate prices. If you have a special request or need additional equipment, please call (303) 486-4878. Email completed form to mmassaro@psav.com.

What about hard-wire internet?

ONA is working with the Hyatt/Single Digits on hard-wire internet needs. Use this order form. Form can be emailed to jhegstad@singledigits.com or faxed to (303) 486-4314. If emailing, include show name and show dates in subject line (EXHIBITOR NAME for ONA16 09/15-09/17/16).

Email requests for a customized solution to Justin Hegstad at jhegstad@singledigits.com for additional services such as VLAN(s) or dedicated bandwidth.

Note: ONA provides free wireless access for all ONA16 conference goers, including sponsors, exhibitors and Midway participants.

Where will boxes and crates be stored during the conference?

There is storage space for Exhibitors/Sponsors available on a first-come, first-served basis. Small boxes and materials can be kept under exhibit/lounge tables.

Will there be security?

ONA will provide security for Exhibit/Midway/Sponsor space during non-show hours, but ONA is not responsible for theft. We strongly recommend exhibitors store valuables in their rooms when they are not in the exhibit/Midway/sponsor areas.

When will exhibitor and Midway booths be assigned?

Booths are assigned based on sponsorship level and a first-come, first-served basis and finalized by Aug. 10, 2016. Contact jessica@journalists.org for space assignments.

Is there a layout of the conference area so I can see where we are located in relation to the session rooms?

View a master map of all sponsor and programming space at ONA16.

What is provided for exhibitors in the Exhibitor Ballroom space?

A 10×10’ exhibit space will include:

  • 6’x30” table
  • 2 chairs
  • Waste basket

Larger spaces include 2 tables, 4 chairs and a waste basket.

Electric and hard-line Internet are NOT included, and must be ordered in advance if you need either service. Wireless access will be provided by ONA for free during the conference.

Will there be Internet in the Exhibit, Sponsor and Midway areas?

Wireless will be provided by ONA during the conference. Hard-line Internet is NOT included, and must be ordered in advance.

How do I submit my logo and company description for the ONA16 newsletter or website or printed program guide (if part of your sponsorship)?

All sponsors, exhibitors and Midway participants that have confirmed space before July 22 will be listed on the conference print program and website with a 60-word description of their company or services.

All logos should be sent in EPS or Illustrator format so they can be scaled and used as needed. No PDFs.

Logos and descriptions should be submitted via the online ONA16 Sponsor, Midway and Exhibitor Center, which will be available in July. If you have questions about the Centers, or have a Supporter package, please contact Jessica Strelitz at jessica@journalists.org.

What are the details for ads in the ONA16 printed program?

Graphic design must be in EPS, JPG or GIF format. NO PDFs. Ads can be color OR black-and-white. All ads can be added to the Sponsor, Exhibit or Midway Centers.

If you purchase a Supporter Package that includes a print ad, the creative must be emailed to Jessica Strelitz at jessica@journalists.org no later than July 27.

JPG, GIF or EPS files only, high resolution. 300 DPI. NO PDFs. The specifications for the ads are as follows (based on trim size of 7 x 8.875 inches, no bleed):

  • Full-page ad: 6.4 x 8.4 inches
  • Half-page (horizontal): 6.4 x 3.6 inches
  • Quarter-page (vertical): 3.125 x 3.6 inches

Deadlines of note:

  • July 27: Program guide ad deadline
  • Aug. 1: Exhibit table confirmation
  • Aug. 10: Floor maps ready
  • Aug. 29: Hardwire internet order due, without price increase (see above for form)
  • Aug. 30: Electric order due, without penalty (see above for form)
  • Sept. 1: Bag drop item information, registration, Sponsor Party information due. Sponsor and Exhibit Service Centers close.