Sponsor FAQ

How do I pay for my Midway space, sponsorship or exhibit package?

If you have a U.S. based bank, you can also pay via Bill.com. A pay link is provided on your invoice.

For checks, please include a copy of the invoice with your payment (payable to “Online News Association”) and mail it to:

Online News Association
c/o NPR
1111 North Capitol Street, NE, 2nd Floor
Washington, DC 20002

Attention: ONA17 Sponsorship Payment

For bank transfers and credit card payments, please contact Jessica Strelitz, ONA’s Head of Strategic Partnerships, for details. Additional fees may apply.

All payments must be received by Oct. 1 or ONA cannot release passes or space for ONA17. This includes groups that have secured sponsorships and exhibit space in September.

Who do I contact about sponsorships, exhibit space or the Midway @ ONA17?

Sponsor and exhibitor sales will close on Sept. 1, if not already sold out before that date. Please see the ONA17 sponsorship page for current availability.

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

Midway sales will close on Sept. 1, 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 ONA17 package?

Sponsors and exhibitors will receive private correspondence to register for their memberships and ONA17 passes. For Exhibitors and Sponsors, you have received a link to your sponsorship portal. Please update the portal.

What kind of passes do I have included with my package?

Please consult your individual sponsorship agreement for how many full or exhibitor-only passes you receive as part of your sponsorship. Please note: Exhibitor-only passes grant attendees access to the Midway, Lounge and Exhibit-only areas, but not to sessions, evening events or meals. Additional Exhibit-only passes can be purchased separately.

Passes to the Opening Night Reception, not included in the exhibit-only passes, can be purchased separately. There will be no sales on site for these passes and they are only available for purchase to exhibit/Midway-only pass holders. Contact Jessica for the link.

What’s the difference between a Midway or Exhibit-only pass and a full conference pass?

Exhibit-only/Midway-only passes grant attendees access to the Midway, Lounge and Exhibit areas, but not to sessions, evening events or meals. Passes to the Opening Night Reception, not included in exhibit-only passes, can be purchased for $50 each. Sales will end on Oct. 2 and no sales will be available onsite.

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

For details and Freeman online ordering, follow this link.

Exhibitor Move-in: For more information and helpful hints on pre-show procedures and move-in, please see the Freeman pre-show FAQ. Please note: All freight must be shipped to the Freeman’s Advance Warehouse.

EXHIBITOR, SPONSOR AND MIDWAY MOVE-IN/SET-UP:

  • WEDNESDAY, OCTOBER 4: Exhibitor/Sponsor – 7 p.m. to 11 p.m./Midway to start at 8 p.m. 
  • THURSDAY, OCTOBER 5: 7 a.m. to 11 a.m.

EXHIBIT HOURS:

  • THURSDAY, OCTOBER 5: 12 p.m. to 5 p.m.
  • FRIDAY, OCTOBER 6: 10 a.m. to 5 p.m.
  • SATURDAY, OCTOBER 7: 10 a.m. to 2 p.m.

EXHIBITOR MOVE-OUT: For more information and helpful hints on post-show procedures and move-out, please go to the Freeman Post-Show FAQ.

  • SATURDAY, OCTOBER 7: 2 p.m. to 5 p.m.

How big is my booth?

Details on your booth space are included in your invoice. All exhibitors must follow IAEE rules.  As a note, in-line booths should not exceed 8’ in height and the ceiling in the hall is 12′. Questions? Please ask Freeman for clarification.

Download the IAEE rules.

What is my booth number?

Booth numbers have been assigned by Jessica Strelitz at a first-come, first-serve basis and also based on your sponsorship type or package. Please consult your agreement for which type of booth or lounge you have included in your package. For your specific booth number, please contact Jessica at jessica@journalists.org.

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

Freeman is the ONA17 exhibit services and drayage company. The warehouse shipping address for EXHIBIT MATERIAL:

Exhibiting Company Name / Booth #
Online News Association 2017
℅ Freeman
9900 Business Parkway
Lanham, MD 20706

Freeman will accept crated, boxed or skidding materials beginning Tuesday, September 5, at the above address. Material arriving after September 28 will be received at the warehouse with an additional after deadline charge. Warehouse materials are accepted at the warehouse Monday through Friday between the hours of 8 a.m. and 3:30 p.m. If required, provide your carrier with this phone number: 301-918-7975.

IMPORTANT NOTE: All materials must be shipped to the above Warehouse Shipping Address. Please do not send any materials to the show site. If exhibitors send materials to the hotel’s package room, the materials will incur additional handling fees charged by the FedEx Office at the Marriott Wardman Park Hotel. Freeman is not responsible for materials sent directly to the Marriott Wardman Park Hotel.

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.

ACCESS TO THE FREEMAN ONLINE ORDERING PORTAL

How do I ship materials for ONA17 Attendee Bags?

All items for the ONA17 Attendee Bags must be shippped using this custom label, and must be shipped between Sept. 5 and Sept. 28. ONLY use this label for drop shipments to the Freeman warehouse. Boxes without this label will not be included in the bags.

Please plan to send at least 2,200 items you’d like to be included in the bags.

If you are sending bag drop items, please email Jessica Strelitz at jessica@journalists.org and Kelly Jones at partnerships@journalists.org to following information by September 25:

  • # 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. This label should ONLY be used for bag items/inserts.

ACCESS TO THE ONA17 BAG DROP SHIPPING LABEL HERE.

Shipments should arrive on or between September 5 and September 28.

Note: Materials must arrive no later than September 28 to be included in the attendee bags. Boxes that arrive later than that date may not be included in the attendee bags.

Can I post a job, internship, fellowship or education opportunity on the white boards near registration?

Yes! It’s $250 for one, $400 for 2, $500 for 3 and $100 for each additional listing, and they will be up from when registration opens on Wednesday afternoon through our awards (gathering 800 of the top digital news leaders in the world) on Saturday.

Each job needs to fit on a standard sheet of paper (B+W or color) and I would encourage you to have a contact on site listed (if there will be one) for applicant questions/interviews. ONA will take care of printing and posting. Contact Jessica for payment link. Jobs will be posted after payment is complete.

If you are an ONA member, you can post a 30-day listing for $200 on our Career Center. Pricing for multiple postings and non-member rates here. Use code “2QV75977” for an additional 20% off all campaigns up to 10/5.

What about FedEx?

For non-Freeman (small) shipping needs and printing, our contact at the on-site FedEx is:

Vauchona Burrell
vauchona.burrell@fedex.com
202-308-5741

What snacks and drinks can I offer?

Attendees love to eat and drink! We have three exclusive sponsors for lounges (coffee, hydration (flavored water and non-alcoholic drinks) and refreshments (green snacks) with right of first refusal for those items, so please keep this in mind when ordering for your exhibit space/exhibit floor lounge. If you have any questions, just ask me and I can check with these sponsors to make sure we don’t have any conflicts.

Note: Private lounges/meeting rooms don’t have restrictions on F&B.

Orders should be made through Ted Bernsten, Ted.Berntsen@marriott.com

P: 202.328.5618 | C: 202.439.0875

Event menus and tax/service fees here.

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

Freeman will be the ONA17 exhibit services company. Take advantage of the discount pricing by ordering online by September 13. 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 order form. If you have a special request or need additional equipment, please call (202) 332-4178. Email completed form to wardmanpark@psav.com or fax to (866) 312-5410.

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. PSAV Early Ordering ends on October 1. Sponsors can order AV and electric up until the floor opens Oct. 5. If you have a special request or need additional equipment, please call (202) 332-4178. Email completed form to wardmanpark@psav.com or fax to (866) 312-5410.

Won’t there be outlets we can just plug into with an extension cord to our booth?

No. If you need power, you must order it through PSAV (unless you have a recharge station or are in the Start-Up Alley).

If we order electrical from PSAV, do we have to use their power strips and extension cords too?

No. You can use your own.

Do we have to use PSAV’s monitors/tvs/etc. or can we bring our own?

You can bring your own. Please keep in mind rules about what you can carry in by hand and remember that you cannot use a luggage cart, etc. You may ship your AV equipment to Freeman if that would be helpful.

Note: If you are ordering electric and/or A/V services from PSAV, each individual order carries a $100 set-strike fee. ONA doesn’t receive any payment from PSAV, they’re the hotel’s exclusive provider, and we pay for equipment and electric just like everyone else.

What about hard-wire internet?

ONA provides free wireless access for all ONA17 conference-goers, including sponsors, exhibitors and Midway participants.  If you would like to order hard-line drops, please order using the PSAV form provided and below.

ACCESS TO THE PSAV ORDERING FORM HERE.

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. Do not leave anything of value in your space unattended.

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 the end of September. Contact jessica@journalists.org for space assignments.

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

Yes, in the official ONA17 map book. This map will be provided to participants at registration.

What is provided for exhibitors in the Exhibitor Ballroom space?

Please see your individual agreement for your exhibitor space size. Each standard 10×10 space includes a table, chairs and pipe and drape.

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.

Who do I contact on-site if I need help at my booth?

PSAV and Freeman will have staff on-site to assist exhibitors for hardware needs. For needs related to your sponsorship package or agreement, please reach Jessica or Hanaa (Midway) on-site. There will also be volunteers monitoring the space at all open times and during set-up/tear down.

Do we have have access to the ONA17 attendee list?

Jessica sends regular updates to sponsor and and exhibitors in the weeks before the conference. We will share a more updated list prior to the conference. The list contains only names and affiliations; we do not share contact information including e-mail addresses or mailing information. You will note there are some duplicate names — this is because the list is a merger between the general conference attendees and the Online Journalism Award banquet attendees. We kindly request that you refrain from any pre-show mass mailings to this list.

Important Deadlines:

  • Sept. 28: Freeman exhibitor and bag insert/bag drop shipments close. No warehouse shipments will be accepted after this date
  • Oct. 1: PSAV Early Ordering Ends. Sponsors can order AV and electric up until the floor opens Oct. 5.
  • Oct. 1: Sponsor Party RSVPs due, limit 2 per organization.
  • Oct. 4: On-site registration opens, exhibit move-in begins, 7pm. Midway begins at 8pm. Both areas close at 11pm, per DC regulations.
  • Oct. 5: Exhibit floor/sponsor lounges/Midway move-in continues from 7am-11am. Floors open at noon, close at 5.
  • Oct. 6: Exhibit floor/sponsor lounges/Midway open 10-5pm.
  • Oct. 7: Exhibit floor/sponsor lounges/Midway open 10am-2pm. Move out goes from 2-5pm.