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Event Resources

Click on the applicable program below for access to available resources and to ensure successful planning of your event.

 
 
 
 
 
 
 

Submit your program information to be posted on the mobile application, online scheduling tool, printed conference guide, and onsite conference signage. Complete the Online Event Write-Up by Friday, January 27, 2023 to be included in all promotions.

Symposia Audio Visual Equipment

Standard audio visual equipment will be set in each room and will remain set throughout the duration of the conference.

Marriot Symposia Audio Visual Equipment Link 

Hyatt Symposia Audio Visual Equipment Link

ONS reserves the right to pre-set symposia rooms with audio visual equipment. Included equipment cannot be moved or dismantled without approval from ONS. All symposia assigned meeting space are required to use the exclusive ONS audio visual supplier,Projection AV. To confirm all of your audio visual needs, please contact:

Todd Pickel

National Account Manager

972-342-7615

tpickel@projection.com

Projection | projection.com

Live Streaming/Recording

Live streaming and/or recording of your symposia is allowed. You have the choice to work with ONS’s approved AV provider, Projection AV (see contact information above) or to bring in a third party of your choice. Please advise ONS Show Staff if you plan to livestream or record your session. If you are live streaming and/or recording at the Grand Hyatt San Antonio, you are required to get approval from the Hyatt.  Please refer to the Vendor Policies and Procedures document and the Grand Hyatt A-Z Guide.

Vendor Policies and Procedures

Grand Hyatt A-Z Guide

ONS 2023 Basic Presentation Recording Package

The ONS Disclaimer must be printed on all promotional materials and signage for your symposia. Additionally, the disclaimer must be shown to your audience prior to the start of your program for a minimum of 15-30 seconds.

View this document to see responses to frequently asked questions.

Food and Beverage/Logistics

The following contacts will handle all meeting room logistics, food and beverage, and other event details.

Please note that you will be responsible for all arrangements and billing for your event:

 

Grand Hyatt San Antonio

Justine Lohmeyer

Associate Director of Events & Event Services
210-451-6449
Justine.loyheyer@hyatt.com

 

Grand Hyatt San Antonio Menu Link

Note: These are 2022 menus. We recommend a 5-7% increase for budgeting purposes. The 2023 menus and pricing will be posted when available.

 

Grand Hyatt San Antonio Deadlines:

  • At contract signing: 25% of food and beverage minimum

  • Final deposit due: 14 days prior to the first event

  • Schedule, Specs, AV needs & Menus due: Preferred 4 weeks in advance, Minimum of 2 weeks in advance

  • BEOs signed: 7 days prior to first event

  • Guarantees: 7 days prior to first event

  • Full Prepayment: 14 days prior to first event; This will include a 20% contingency for any guarantee increases or menu additions.

 

San Antonio Marriott Rivercenter

Patricia Garcia

Senior Event Manager

O: (210) 228-4316 

Patricia.Garcia3@marriott.com

 

San Antonio Marriott Rivercenter Menu Link

Note: These are 2022 menus. We recommend a 12-15% increase for budgeting purposes. The 2023 menus and pricing will be posted when available.

Marriott Rivercenter Shipment Information

                                                        

Marriott Deadlines:

  • Schedule, Specs, AV needs & Menus due: Preferred 3-4 weeks in advance, Minimum of 2 weeks in advance

  • BEOs signed: 72 Business hours to start date of first event

  • Guarantees: 72 Business hours to start date of first event

  • Full Prepayment: 72 Business hours to start date of first event.

Furniture Rental

Stage furniture for your symposia is available to rent through Shepard. Please note that you will be responsible for all arrangements and costs for any furniture rentals.

 

Shepard

Phone: (404) 720-8600

Email: orders@shepardes.com

www.shepardes.com

Wireless scanners are available to track attendee information as attendees enter your symposia. Maritz will provide hand-held, battery-operated scanners which will read the barcode on the front of the attendee name badge. Each company will receive one complimentary wireless scanner and may contract to rent additional scanners.

 

If using scanners for your event, you must pick them up at the Exhibitor Services Center located in the back of the Learning Hall in the Convention Center. After your event is completed, you must return the scanner to the Exhibitor Services Center. Within seven business days of the event closing, Maritz will provide an MS Excel File for your event. The file will contain basic attendee information from everyone who was scanned while entering your event. Here is the Lead Retrieval Order Form.

Signage Information and Requirements

ONS will provide signage, listing all approved symposia, at the Hyatt and the Marriott during the ONS Annual Congress. Information for this signage will be taken from the completed Online Event Write-Up – DUE JANUARY 27, 2023.

 

Please review the linked 2023 ONS Event Signage Policy to determine where is acceptable to place signage for your session.

Additional marketing opportunities are available! Take a look through the sponsorship prospectus to learn more about how you can reach Congress attendees, including sponsorships, advertising, and more.

 
 
 
 
 
 
 
 
 

Submit your program information to be posted on the mobile application, online scheduling tool, printed conference guide, and onsite conference signage. Complete the Online Event Write-Up by Friday, January 27, 2023 to be included in all promotions.

Product Theater Audio Visual Equipment

Standard audio visual equipment will be set in each theater presentation room and will remain set throughout the duration of the conference.

 

Here is the Product Theater Audio-Visual Equipment Link.

ONS reserves the right to pre-set rooms for events with audio visual equipment that cannot be moved or dismantled without approval. All theater presentations are required to use the exclusive ONS audio visual supplier, Projection AV. To confirm all of your audio visual needs, please contact:

Todd Pickel

National Account Manager

972-342-7615

tpickel@projection.com

Projection | projection.com

Live Streaming/Recording

Live streaming and/or recording of your theater presentation is allowed. You have the choice to work with ONS’s approved AV provider, Projection AV (see contact information above) or to bring in a third party of your choice. Please advise ONS’s Show Staff if you plan to live stream or record your session.

ONS 2023 Basic Presentation Recording Package

The ONS Disclaimer must be printed on all promotional materials and signage for theater presentations. Additionally, the disclaimer must be shown to your audience prior to the start of your presentation for a minimum of 15-30 seconds.

View this document to see responses to frequently asked questions.

Food and Beverage

The following contact will handle all theater presentation logistics, food and beverage, and any other event details. Please note that you will be responsible for all arrangements and billing for your event:

 

The RK Culinary Group

Henry B. Gonzalez Convention Center

Tina Gonzalez, Account Executive

Email: tgonzales@therkgroup.com

Phone: 210-225-4535 Ext. 109

RK Culinary Group 2023 Menu

Wireless scanners are available to track attendee information as attendees enter your symposia. Maritz will provide hand-held, battery-operated scanners which will read the barcode on the front of the attendee name badge. Each company will receive one complimentary wireless scanner and may contract to rent additional scanners.

 

If using scanners for your event, you must pick them up at the Exhibitor Services Center located in the back of the Learning Hall in the Convention Center. After your event is completed, you must return the scanner to the Exhibitor Services Center. Within seven business days of the event closing, Maritz will provide an MS Excel File for your event. The file will contain basic attendee information from everyone who was scanned while entering your event. Here is the Lead Retrieval Order Form.

Theater Presentation Room Diagram

All theaters layouts are identical with the exception of door placement. View Theater Diagram here

ONS will provide signage listing all approved theater presentations at the Henry B. Gonzalez Convention Center during the ONS Annual Congress. Information for this signage will be taken from the completed Online Event Write-Up link 

– DUE JANUARY 27, 2023.

 

Please review the linked 2023 ONS Event Signage Policy to determine where is acceptable to place signage for your session.

Additional marketing opportunities are available! Take a look through the sponsorship prospectus to learn more about how you can reach Congress attendees, including sponsorships, advertising, and more.