Information for 2020 Congress Symposia

Find all the details you need to run a successful Congress symposia event in San Antonio.

Quick Links

Online Event Write Up

Submit your program information to be posted on the mobile application, online scheduling tool, printed conference guide, and onsite conference signage. Complete by January 24, 2020, to be included in all promotions.

View the Online Event Write Up Form

Symposia Audio Visual Equipment

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. All symposia assigned meeting space are required to use the exclusive ONS audio visual supplier, Shepard AV. To confirm all of your audio visual needs, please contact:


Grand Hyatt
Oliver McGuire
(404) 593-8410

Please cc:
Sean Barber
(925) 325-4136

Marriott Rivercenter
Oliver McGuire
(404) 593-8410

Please cc:
Juan Quero
(310) 431-6518


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, Shepard 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.

Symposia Disclaimer

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.

Download the Symposia Disclaimer


View this document to see responses to frequently asked questions.

Download the FAQ Document

Room Diagrams

Room diagrams for all symposia space are linked below.

Grand Hyatt – Texas Ballroom A, B, C

Grand Hyatt – Texas Ballroom D, E, F

Marriott Rivercenter – Ballroom A, B, F

Marriott Rivercenter – Ballroom D, E, C

Food and Beverage

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
Heidi Hutcherson
Director of Event Planning
D: (210) 451-6434

Marriott Rivercenter
Mary Beth Drobny
Senior Event Planning Manger
D: (210) 554-6010


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 Houston Event Services
(832) 799-5700

Lead Retrieval Order Form

Wireless scanners are available to track attendee information as attendees enter your symposia. Experient 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 to confirm your first complimentary lead scanner, regardless of whether or not you plan to order 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, Experient 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.

View the Lead Retrieval Order Form

List Rental Order Form

Promote your event by purchasing a mailing list or email list of ONS members.
To rent the ONS attendee mailing list or email list, please complete the online ordering form below.

View the List Rental Order Form

ONS Event Signage Policy

ONS will provide signage, listing all approved symposia, at the Grand Hyatt San Antonio and Marriott Rivercenter during the ONS Annual Congress. Information for this signage will be taken from the completed online event write-up form. Please review the linked ONS Event Signage Policy and Symposia Space Overview to determine where is acceptable to place signage for your session.

Access the Online Write-Up Form

2020 Sponsorship Prospectus

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.