Submit your program information through the Original Write-Up Form. This information will be posted on the mobile application, online scheduling tool, printed conference guide, and limited onsite conference signage. Complete by Friday, January 10, 2025 to be included in all promotions.

All updates or additions to the Original Write-Up Form should be submitted on the Updates Only Form.

Forms:

• Online Write Up: https://uexhibit.formstack.com/forms/ons_event_write_up_congress_25
• Write Up Update: https://uexhibit.formstack.com/forms/update_form_ons_event_write_up_congress_25 

FAQs:

What information will be made public? 

• Event Date, Time, Location, Title, Description, Sponsor, and URL. Contact information will not be shared publicly. 

Once posted, how often will the updates be made? 

• Updates will go live each week on Tuesdays. Please submit updates by Friday, 5:00pm CT to see updates the following Tuesday. 

How long will we be able to make updates? 

• We will do our best to update events as soon as possible but cannot guarantee updates will be made online after April 1st, 2025. The deadline to be included in printed materials is Friday, January 22nd, 2025. 

The below Standard Audio-Visual Equipment is included in the ONS Administrative Access Fee for Theater Presentations hosted at the ONS 50th Annual Congress.  All audio-visual equipment will be provided by the ONS preferred vendor, Projection.

Video Equipment

• (1) 6’ x 10’ Stumpfl Screen with Dress Kit
• (1) 10K Lumen WUXGA Projector on Stand
• (1) HP Zbook 15 G6 Laptop Computer Connected to Projector with Cart with Skirt 
• (1) Wireless PC Remote with Green Laser
• (1) Analog Way QuickVu-3G Switcher
• (1) 1 X 4 HDMI Distribution Amp
• 30’ Wide Drape Kit – 16’ High / Straight Run Behind Stage 

Audio Package

• (1) QSC Touchmix-8 Digital Mixer
• (1) LTI-100 Laptop Direct Box (PC audio)
• (2) QSC K-10 Powered Speakers with Stands
• (1) Prof Gooseneck Lectern Microphone
• (1) Shure ULXD G50 Wireless Handheld Microphone 
• (2) Digital Wireless Lapel Microphones 

Technician Support

• Labor Set/Strike
• One Technician for Event

This equipment will remain the standard set for the duration of the conference. If you require additional equipment for your event, Projection AV will provide this equipment for you and you will be responsible for the additional costs. Any additional equipment must be removed after your event.  Additionally, you have the option to utilize additional technical support for your event at your cost.

A Projection AV representative will be in contact with the organizer for specific production information and will provide quotes as necessary. If you have any inquiries, please contact:

Karen Lennert

National Account Manager

[email protected]

FAQs:

Can I use my own AV company separate from Projection AV? 

• No, all symposia and theater presentation sponsors must use Projection AV for all of their AV needs. 

When can speakers start setting up for Presentation Theaters and when will AV techs be available to assist? 

• AV Techs will be available at least one (1) hour prior to the start of the Presentation Theater sessions.

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, or to bring in a third party of your choice. Please advise ONS Show Staff if you plan to live stream or record your session. Basic Recording Packages can be found in the link below.

Basic Recording Packages

FAQs:

Will ONS air live streams or post recordings?

• No, ONS will not air or post recordings of industry sessions. 

Does the ONS Disclaimer need to be shown on live streams or recordings? 

• Yes, the same policy applies to live streams and recordings as for in-person presentations. The disclaimer must be shown to your audience prior to the start of your presentation for a minimum of 15-30 seconds. 

The ONS Presentation Theater 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.

The disclaimer shall read:

“Meeting space has been assigned to provide a Presentation Theater supported by (Company Name) during the Oncology Nursing Society’s (ONS) 50th Annual Congress, April 9 – April 13, 2025 in Denver, CO. The Oncology Nursing Society's assignment of meeting space does not imply product endorsement.”

If you would like to request to use the ONS or ONS Congress logo(s) in conjunction with the promotion of your event, please contact [email protected] for approval and include details of how you’d like to utilize the logo(s).

FAQs:

Do we need to submit our presentation to ONS prior to the conference? 

• You are not required to submit before the conference. Please bring your presentation with you on-site. 

Can I put flyers in my booth to promote our symposia or theater presentation? 

• Yes, you can place flyers in your booth, and these do not need to be approved. They should include the disclaimer. You may also want to consider purchasing the registration bag insert and/or the hotel room drop. Please contact [email protected] to purchase advertising. 

Can I use the ONS logo to promote my session? 

• If you would like to request to use the ONS or ONS Congress logo(s) in conjunction with the promotion of your event, please contact [email protected] for approval and include details of how you’d like to utilize the logo(s).

Are any promotional emails included with the presentation theater package?

There are no specific promotional emails included for each sponsor. Please see the Sponsorship Prospectus for other opportunities if you are interested in promotions for your individual session.

All Presentation Theaters are identical. View layouts.

FAQs:

Can we add/remove seating to our theater presentation room? 

• Room sets for theater presentations may not be changed. Additional seating may not be brought in or added, and seats may not be removed. 

When can we access the event space for our Presentation Theater? 

• Your team may access the theater 60 minutes before your event. 

See attached for our Exhibitor Menu and Exhibitor Order Form. Exhibitors and Presentation Theater Sponsors will need to submit the order form to Katelyn Schultz, [email protected].

Deadline for Ordering is 2 weeks prior to start of the event (event start date is April 9th, 2025). Minimum labor charges associated with booth delivery or catering services apply. All items subject to a 24% service charge and 8% tax. Please read all policies, order details, deadlines, and guarantees in the Exhibitor Order Form.

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. 

Convention Center Contact Information:
Katelyn Schultz
Associate Director of Catering Sales
Office: 303.228.8131
Personal: 719.342.3841
Email: [email protected]

Please note that the following resources are for all Convention Center services, not only exhibits as the names suggest.

FAQs:

What meals are provided at Congress for full conference attendees? 

• ONS does not provide attendee meals. Meals are provided with the symposia by the sponsoring companies. Please reference the Symposia Schedule for mealtimes. Participants who do not attend the symposia can purchase meals at the concessions. 

Do I need to provide food at my Theater Presentation? 

• Snacks and beverages may be served in the Presentation Theater Sessions, but this is not required.

• For shipping needs, please contact [email protected]
• Internet Ordering Guide

FAQs:

What furniture is set up outside the Theater Presentations?

• ONS provides one table, two chairs and one easel outside the Theater Presentations. Please contact Shepard at [email protected] to order additional items.

For each Theater Presentation you purchased, you receive three (3) complimentary badges for access to the exhibit hall to staff or attend your session(s). These badges will be added to your existing account, managed by the exhibit primary contact. Please work with your colleague(s) to ensure you have badges necessary for your speaker(s) and staff. Please contact [email protected] for all housing matters.

FAQs:

How can I reserve housing for my group if they have different badge types? 

• Registration and Housing information can be found on the Exhibitor Resources page.  Both registration and housing are managed through the Maritz system by your company’s primary contact.

Can exhibitors attend Symposia and other sessions? 

• Exhibitors are not allowed to attend sessions unless they have purchased a full conference registration.

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. Each company is required to complete and return the Lead Retrieval Order Form – Basic Scanners to confirm your first complimentary lead scanner, regardless of whether or not you plan to contract additional scanners. If you do not complete this form, we will not have a Lead Retrieval Device Onsite.

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. If you would like to order additional Lead Retrieval devices, please see the Order Form – Additional Lead Retrievals after completing the Basic Scanners Order Form.

Forms:

• Lead Retrieval Order Form – Basic Scanners
• Order Form – Additional Lead Retrievals

FAQs:

What fields are included in the Lead Retrieval Reports? 

• Last Name 
• First Name 
• Email 
• Primary Position/Job Title 
• Company 
• Address 
• City, State, Zip 
• Phone 
• Primary Specialty 
• Nursing License Status 
• Oncology Experience

When attendees “opt out” on the registration form, will their information be included on the Lead Retrieval Reports? 

• On the website, there is an opt-in selection for attendees. Those that decline (opt out) will not have any of their information included on the Lead Retrieval Reports. 

Do we receive pre-conference registration lists? 

• All symposia and theater sponsors receive one complimentary wireless lead retrieval scanner. ONS does not send out pre- or post-conference registration lists. 

Can I include a registration link for my symposia or theater presentation this year? 

• Yes, all submission forms include an option for you to include the direct link to your company’s registration form or website. This way you will be able to keep track of your own registration list. ONS does not collect pre-registration information for industry events. An external registration link is not required. If you choose to use a pre-registration link, please inform attendees about whether the link entails (if you will save seats for those registered or not). 

ONS does not provide any dedicated signage to be placed outside your event room. If you’d like any signage dedicated to your particular session, you will be responsible for providing all materials.

You may place as much signage as you’d like inside your room. You may display a maximum of 2 signs directly outside your room.

Please review the 2025 ONS Event Signage Policy to determine where is acceptable to place signage for your session.

Your signage does not need to be approved by ONS. The ONS Disclaimer must be placed somewhere on all of your signs (fine print is acceptable).

If you would like to purchase additional signage to promote your symposia/theater presentation, please visit the Sponsorship Prospectus or contact [email protected] for a list of promotion opportunities.

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.