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:

• Original Write Up Form: https://uexhibit.formstack.com/forms/ons_event_write_up_congress_25
• Updates Only Form: 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, Accreditation, 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.

Standard audio-visual equipment will be set in each room and will remain set throughout the duration of the conference. ONS reserves the right to pre-set symposia rooms with audio visual equipment. Included equipment cannot be moved or dismantled without approval from ONS. Please see AV set-ups and equipment for your symposia room:

• Centennial A-C
• Centennial DE
• Centennial FGH

Contact Information: 

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: 

Bryan Torres 

National Project Manager 

939-475-9764 | [email protected] 

Projection | projection.com

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.

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 Symposia Disclaimer must be printed on all promotional and/or advertising materials and signage associated with 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.

The disclaimer shall read:

“Meeting space has been assigned to provide a Symposia 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 symposia fee and when are they scheduled to be sent? 

• There are no specific promotional emails included for each sponsor. However, ONS will promote Symposia as a whole in an email. Please see the Sponsorship Prospectus for other opportunities if you are interested in promotions for your individual session.

• Centennial A-C
• Centennial DE
• Centennial FGH

FAQs:

Can we add/remove seating to our symposia? 

• Room sets for symposia 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 symposia? 

• You may access the room 60 minutes before your event. If you will be using the 30 minutes prior to your event for registration, you may access the room 60 minutes before registration begins, 90 minutes before your event, only if you receive permission from the hotel. 

Please note that you will be responsible for all arrangements and billing for your event. Here is the 2025 Hyatt F&B Menu.
 

F&B order deadlines:

• All food orders are due by at least 21 days prior to the event. 
• Final guarantees are due no later than 7 days prior to arrival. 

Each Symposia group will work with their own Event Sales Manager to order and execute their event, and additional information will be provided to them directly by their Event Sales Manager. Please reach out to the below contact to plan and order food and beverage. 

• Symposia in Centennial A-C:  Niki Troutman, [email protected], 303-486-4418
• Symposia in Centennial DE: Andrew Jackson, [email protected], 303-486-4410
• Symposia in Centennial F-H: Jasmine Davis, [email protected], 303-486-4404
• Symposia in Capitol: Shantel Dodge, [email protected], 303-486-4421 

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 symposia? 

• Yes, food is required at all symposia presentations. 

• For shipping needs, please contact [email protected] 
• For electrical needs, please visit https://eventnow.encoreglobal.com/myevents/result/index/show_id/f0fd0460-dc6e-ef11-a670-000d3a19dd3a/
• For internet needs, please see the Single Digits Form

FAQs:

Can we add time before our symposia’s start for registration and meals? 

• Yes, you can add 30 minutes before your session for registration. Please note, your session itself can only be 90 minutes (not including the 30 minutes for registration) and must stay within the timeframe. 

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: [email protected]

www.shepardes.com 

You can reserve your housing during the registration process and receive a single confirmation. If you don’t book during registration, you can log back into the registration system and book a room at your convenience.  If you would like to request a block of rooms, you will have the option to do so at this link as well. If you have any questions, please contact Maritz at [email protected].

Discounted room rates are available for ONS Annual Congress exhibitors at the hotels listed online. Don’t wait to book…rooms fill up fast. ONS cannot guarantee rates and availability after the cut-off when ONS room blocks may be released, and the hotel may charge a significantly higher rate.

Symposia sessions do not receive complimentary badges, as a badge is not required to staff a symposia event at the hotels. If you plan to attend any functions other than your company’s symposium, you will need to purchase a badge.

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.

What type of badge do staff members who will be assisting with a symposium need in order to gain access? 

• Staff who will only be working the symposium do not need to register for Congress at all. If the staff member wants to visit the exhibit hall, then they would need to register for an Exhibit Hall badge.

Can exhibitors attend Symposia and other sessions? 

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

How do I book housing if I don’t have a booth? 

• If you don’t have a booth and are not in the exhibitor portal, please contact [email protected] for more information.

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 form.

Forms:

• Lead Retrieval Order Form – Basic Scanners
• Order Form – Additional Lead Retrievals after completing the Basic Scanners Order Form

FAQs:

How can I pick up my Lead Retrieval device if I don’t have an Exhibitor badge? 

• If your company has a booth or presentation theater in addition to your symposia, please ask a registered colleague to pick up your lead retrieval device. You will be given the Lead Retrieval device and given a demo on how to use the scanners outside of the Exhibit Hall. If your company does not possess any Exhibit Badges, you will receive an email with information on who to contact when you are ready to pick up the device. Be on the lookout for signage placed outside of the entrance of the hall, which will also list the contact information for the device contact.

What fields are included in the Lead Retrieval Reports? 

• Last Name 
• First Name 
• Email 
• Primary Position/Job Title 
• Company 
• Address 
• City, State, Zip 
• Phone 
• Reg Type 
• 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 provides basic directional signage but 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 are permitted to place any amount of signage within your room and in the dedicated stanchioned area outside your room. Any signage outside of the stanchioned areas will be removed.

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). Refer to the Promotion & Liability section above.

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 ONS Congress attendees, including sponsorships, advertising, and more.