Sponsor & Exhibitor FAQ

Watch this space for updates as ONA09 nears:

1. How do I reserve space to sponsor or to exhibit at ONA09?

To reserve a sponsorship opportunity or exhibition space, complete the appropriate online reservation form below. Once your reservation is received, you will be sent information on how to redeem your memberships and ONA09 passes.

2. How to I redeem the free memberships and conference passes?

This year, membership and conference registration is done online by the sponsor/exhibitor. We have outlined the process in our Sponsor/Exhibitor Registration Guidelines. Please read them carefully.

3. What are the set-up and tear-down times?

Set-up begins Thursday, Oct. 1, at 5 p.m. PT. If you need to set up earlier, let us know two weeks in advance so we can clear it with the hotel.

Tear-down is Saturday, Oct. 3, at 5 p.m. PT, but you’re welcome to begin before that.

4. What are the ship-to procedures, address and charges?

The Hilton San Francisco Package Express provides services for receiving, handling, and delivering materials to visiting guests. Should you wish to ship materials directly to the Hotel, please note the following procedures and corresponding rates:

  • Heavyweight materials and large crates are not accepted.
    The Hotel does not accept Exhibit Hall freight or COD shipments
  • Package Express does not store empty boxes or containers
  • Materials should be shipped to be received no earlier than Monday, Sept. 28.

In general, the following applies:

Movement Charges Point-to-Point:

  • $3.00 per package up to 35 lbs
  • $6.00 per package over 35 lbs
  • $50.00 per pallet

If you are shipping packages to your employee for your ONA09 exhibit, they should be addressed to:

Attn: Guest’s Name or Person Retrieving Parcel
Arrival Date if Hotel Guest
Hilton San Francisco
333 O’Farrell Street
San Francisco, CA 94102

Include on the outside of the package:

  • Name of Event or Conference
  • Room Location if known
  • Number of Boxes (e.g., 1 of 10)

If you are shipping packages to ONA for the conference bag, they should be addressed to:

Attn: Jane McDonnell
Online News Association
Hilton San Francisco
333 O’Farrell Street
San Francisco, CA 94102

Include on the outside of the package:

  • Name of Event or Conference
  • Date of Conference
  • Your company
  • Number of Boxes (e.g., 1 of 10)

REMEMBER: The hotel can only accept shipments of any kind starting on Monday, Sept. 28. It will not accept shipments that arrive before then.

Return shipping charges:

  • Hotel processing/handling fee is $5.00 per box and $100 per pallet.
  • Prevailing retail rates apply based on weight and destination.
  • FedEx and UPS have regular pick-ups each weekday at 3:30 p.m.
  • You must contact other services for pick-up (e.g., Airborne, DHL, etc.)

5. How do I order show services and storage?

For special items such as brochure racks, book displays or furniture, the Hilton recommends two outside event specialists:

Blueprint Studios
Phone: 415.922.9004
Cell: 415.609.5876
Fax: 415.822.8844

Phone: 415.558.8900
Fax: 415.558.8881
475 Hampshire Street, Space 1
San Francisco, CA 94110

6. Where will boxes and crates be stored during the conference?

Vendors will be able to store their packing materials in a section of the California Room, which is directly behind the Continental Ballroom.

7. How do I order a computer or computer screens if I need extras?

Contact PSAV, the company that provides the hotel’s technical needs.

8. When will booths be assigned?

Booths have been assigned on a first-come, first-served basis.

9. Is there a layout of the conference area so I can see where we are located vis-a-vis the session rooms?

Booths will be located outside the Continental Ballroom area on the “B” ballroom level, where conference sessions will be held. The Career Summit & Job Fair, the Blogging Bar and conference registration will be held on the Lobby Level in the Golden Gate area, directly beneath the Continental Ballroom.

10. What is provided in the exhibit area ?

  • 8′  booth space
  • one 6′ x 2′ draped table
  • 2 chairs

11. Will there be Internet connectivity in the exhibit area?

There will be wireless service in the exhibition area. If you are interested in a hard-wired connection, contact the Hilton’s telecommunications department.

12. Will there be electricity in the exhibit area?

Yes. If you want to order electrical power for your exhibit, or extra power cords, contact the hotel.

13. What are the file formats for program ads and logos?

All logos should be sent in EPS/Illustrator, so they can be scaled as needed.

All ads should be sent in PDF/X-1 format with no bleed. If unable to deliver in this format, please email ONA09@journalists.org for alternatives.

Full-page ad: 5-1/4” wide x 8-1/2” high (full bleed available on full-page inside covers)
Half-page (horiz): 5-1/4” wide x 4” high
Quarter-page (vert): 2-1/2” wide x 4” high

14. What are the deadlines for submitting logos?

Logos that will appear on the ONA09 Web site should be submitted as soon as possible to maximize your presence.

The deadline for program ads is Friday, Sept. 4. (Note that Sept. 7 is the Labor Day holiday.)