Hyatt Regency Hill Country | November 10-13

Sponsor Resource Center

Vantaca Vision 2025 Sponsor & Exhibitor Guide

Welcome and thank you for sponsoring Vantaca Vision 2025! This guide includes all the essential information you need to prepare for the event—from logistics and setup to booth guidelines and promotional opportunities. We're excited to have you join us in making this our boldest Vision yet!

📍 Event Overview

Event Name: Vantaca Vision 2025
Dates: November 10–13, 2025
Location: Hyatt Regency Hill Country Resort | San Antonio, TX

New! What is The Vision Community Lounge?

The Vision Community Lounge is an interactive, open-concept space located at the heart of the conference. It's designed to be a destination for attendees when not in sessions to encourage networking, exploration, and casual connection between attendees and our valued partners. This elevated format replaces a traditional exhibit hall with a more engaging and accessible experience.

Community Lounge & Booth Staffing Hours

Sponsors are expected to have their booths staffed during designated Community Lounge hours as outlined below. These times are optimized for high-traffic moments when attendees are not in sessions.

Monday - November 10

Sponsor Move In

Monday 11/10

1:00 - 5:30 PM

Sponsor Move In

Tuesday - November 11

Community Lounge Hours

Tuesday 11/11

8:00 - 9:00 AM	Breakfast Sponsors to staff their booth during this time.
12:00 - 1:30 PM	Lunch Sponsors to staff their booth during this time.
1:30 - 4:00 PM	Open for Networking *Booths not open
5:00 - 7:00 PM	Partner Happy Hour Sponsors to staff their booth during this time.

Wednesday - November 12

Community Lounge Hours

Wednesday 11/12

8:00-9:00 AM	Breakfast Sponsors to staff their booth during this time.
10:30 AM -12:00 PM	Dedicated Community Lounge Time + Peer to Peer Table Talks Sponsors to staff their booth during this time.
12:00 - 1:30 PM	Lunch Sponsors to staff their booth during this time.
1:30 - 4:00 PM	Open for Networking *Booths not open

Thursday - November 13

Community Lounge & Booth Staffing Hours

Thursday 11/13

8:00 - 9:00 AM

Breakfast

Sponsors to staff their booth during this time.

9 AM - 1:00 PM

Sponsor Move Out

Monday 11/10

1:00 - 5:30 PM

Sponsor Move In

Tuesday 11/11

8:00 - 9:00 AM	Breakfast Sponsors to staff their booth during this time.
12:00 - 1:30 PM	Lunch Sponsors to staff their booth during this time.
1:30 - 4:00 PM	Open for Networking *Booths not open
5:00 - 7:00 PM	Partner Happy Hour Sponsors to staff their booth during this time.

Wednesday 11/12

8:00-9:00 AM	Breakfast Sponsors to staff their booth during this time.
10:30 AM -12:00 PM	Dedicated Community Lounge Time + Peer to Peer Table Talks Sponsors to staff their booth during this time.
12:00 - 1:30 PM	Lunch Sponsors to staff their booth during this time.
1:30 - 4:00 PM	Open for Networking *Booths not open

Thursday 11/13

8:00 - 9:00 AM

Breakfast

Sponsors to staff their booth during this time.

9 AM - 1:00 PM

Sponsor Move Out

Booth & Exhibit Details

Location: Vision Community Lounge / Hill Country Ballroom
Booth Size: 8x8
Included: One 6ft table, 2 chairs, and basic wifi (additional A/V services can be ordered separately–see below)

Sponsors are allowed to bring:

One branded tablecloth
Pop-up banners (must fit within your designated space)
Printed promotional material
Branded SWAG or giveaways

Exhibitor Move-In / Move-Out:

Exhibitor Load in: Monday, November 10; 1pm - 5:30pm
Exhibitor Load out / dismantle: Thursday, November 13; 9am - 1pm

A/V & Additional Equipment:

To order additional A/V (such as TV monitors, power/electrical, etc.), please use the following link to order directly through Encore by October 17. If you have any specific questions, please reach out to Steve Martinez at steve.martinez@encoreglobal.com

Encore A/V Ordering Link

Food & Beverage:

Any food and beverage at your booth has to come from the Hyatt. Please contact Jillian Orlly at jillian.ollry@hyatt.com to order directly through them. F&B Selection options can be viewed here: Food & Beverage - Hyatt Regency Hill Country

Shipping Information:

The UPS Store Business Center is conveniently located on property, between guests’ rooms and the event spaces. (Lobby Level – South Atrium)

You must fill out a Charge Authorization form and return it to The UPS Store before the arrival of your materials to ensure quick delivery to the event space. Return all forms to store5751@theupsstore.com.

Shipments may begin arriving on Wednesday, November 5. Shipments that arrive any earlier than this date will incur a $30/day storage fee.

All shipments must arrive by Sunday, November 9 for your load-in time on Monday, November 10 starting at 1pm.

All packages should be labeled with:

Attn: [Guest Name]
[Your company name] at Vantaca Vision
[Your Booth #]
Hotel Address: 9800 Hyatt Resort Drive, San Antonio, TX 78251
Box __ of __ (if applicable)

Arrangements for outgoing packages can be discussed with The UPS Store associates onsite at the end of your event to prevent any confusion. NOTE: The UPS Store cannot create labels for FedEx, USPS or DHL. If you are using those carriers for outgoing packages, please have those labels already created before arriving.

There are incoming and outgoing handling charges for all materials moving through the hotel regardless of carrier. All handling charges are separate from any shipping payments. Handling charges are as follows:

Important Deadlines

Item	Deadline
Booth Selection Communications sent to all sponsors Call to Action: Send Alice Hogarth your top 3 selections; first come, first serve	Monday, August 18 at 10am ET
Self Select Booth Location Deadline (first come, first serve) NOTE: If you haven’t responded with your top 3 selections by this date, Vantaca will assign your table for you.	Monday, August 25
Final logo submission If your logo needs to be different than what is currently showing on our website, please send in a new logo by this date*	Friday, August 29
Mobile App Content Final Deadline – short blurb and website URL link	Monday, September 29
Deadline to register your 2 included sponsor attendees. *Use your provided code	Friday, October 3
Additional Sponsorship Opportunities (first come, first serve or until sold out)	Friday, October 3
Power + A/V orders due to Encore	Friday, October 17
Exhibitor move-in	Monday, November 10 \| 1pm – 5:30pm
Exhibitor move-out	Thursday, November 13 \| 9am - 1pm

Additional Sponsorship Opportunities

Take your presence at Vision even further with these exclusive add-ons. The deadline to secure any of these options is October 3.

General Conference Add-On Opportunities - Deadline: October 3; first come, first serve

Sponsorship Item:	Description:	Cost:	# Available:
Private Hospitality Suites	Transform your networking game with your own branded VIP space! These hospitality suites are located on the 1st floor of the hotel near the conference center. Perfect for hosting intimate client meetings, prospect conversations, or simply giving your team a home base during the conference. Includes branded exterior signage for easy identification and maximum visibility. Note: F&B ordered separately through hotel	$4,000	5
Tech Sponsor Showcase	Own the spotlight with a 20-minute live demo in our high-traffic Community Lounge! Complete with AV support, branded signage, and prime positioning during peak networking hours. Choose from Tuesday's Partner Reception (2 slots) or Wednesday's lunch rush (2 slots). Includes 1 mobile app push notification to drive attendance	$3,000	4
Table Talk Host Sponsor	Lead the conversation that matters! Host your own curated discussion during Wednesday's dedicated Community Lounge networking time. Pick your topic (Vantaca-approved), gather your audience, and establish thought leadership in an intimate setting. Includes 1 mobile app push notification	$1,500	2
Coffee Cart Sponsor	Fuel the conference, fuel your brand! Sponsor daily coffee service with branded cups, sleeves, and custom signage. Create your signature drink (think "[Your Company] Pick-Me-Up") and watch attendees start their day with your brand in hand. Available: Tuesday, Wednesday, Thursday (one sponsor per day). You provide branded materials; we handle the rest.	$500 per day	3

Customer Appreciation Party Add-On Opportunities - Deadline: October 3; first come, first serve

Sponsorship Item:	Description:	Cost:	# Available:
Bar Sponsor	Be the toast of Texas! Your branding on the Sponsor Bar including cocktail napkin and a bar sign, plus we'll create a signature cocktail named after your company. Prime networking real estate with guaranteed face time as attendees gather for drinks.	$5,000	1
Transportation Shuttle Sponsor	Your brand rides shotgun! Branded busses for all attendee transportation to Pedrotti's Ranch. Captive audience during the journey plus the "thanks for the ride" goodwill that lasts all night long.	$4,000	1
Mechanical Bull Sponsor	Saddle up for maximum engagement! Your branding on the bull, surrounding signage, and a custom cowboy hat with your logo for every brave rider to wear. Guaranteed social media gold and endless photo opportunities.	$3,000	1
Photo Booth Sponsor	Capture the moment, capture the brand! Your logo on the photo frames and instant social sharing capabilities. Every photo becomes a branded memory that lives on long after the party ends.	$2,000	1
Live Band Sponsor	The band gives you a shout-out from the stage in front of all attendees, plus you get to introduce the evening's entertainment. Perfect for companies who want to be associated with the fun.	$1,000	1
Line Dancing Instructor Sponsor	Get the party started! Sponsor the instructor who'll teach everyone those Texas two-steps. You'll be thanked by the instructor and can even help kick off the first dance. Fun, engaging, and memorable brand association.	$1,000	1

To secure an add-on opportunity, contact Alice Hogarth directly at alice.hogarth@vantaca.com

Questions?

If you have any questions about your sponsorship or booth setup, please contact Alice Hogarth - Manager of Events and Marketing Programs at Vantaca at alice.hogarth@vantaca.com.

We're here to ensure you have a smooth and successful experience at Vision 2025!

THE host HOTEL

Hyatt Regency Hill Country Resort and Spa

We are heading to the Hyatt Regency Hill Country Resort and Spa in San Antonio, TX where it's rich history of authentic Texas hospitality will charm you.

*Deadline to book is Monday, October 13th.

reserve your room now

Overflow hotel accommodations

Hilton San Antonio Hill Country

Just 0.8 miles from the host hotel. It is a 4 minute ride, and we will have shuttles running the duration of the conference.

*Deadline to book is Sunday, October 26th.

Overflow hotel room block

Thank you to our sponsors!

FAQ

Who should attend Vantaca Vision?

Are you in a leadership role at a community association management organization that uses Vantaca?
Are you on the accounting team of a community association management organization that uses Vantaca?
Are you a community manager that uses Vantaca?

Then the Vantaca Vision conference is for you! The Vantaca Vision conference will bring together Vantaca customers from multiple roles within the community association management industry.

What is included with my registration?

Registration includes access to the multi-day conference, including all keynotes, breakout sessions, roundtable discussions and all evening events. Breakfast and lunch is served each day.

Can I transfer my registration?

Yes, you are always able to transfer your tickets to a colleague if you are unable to attend. You can do this by emailing Erin Martin at  erin.martin@vantaca.com.

What is the cancellation policy?

Cancel by Monday Oct. 6 for a full refund. You are always able to transfer your tickets to a colleague or shift your registration to Vantaca Vision 2026. If you need to cancel or transfer your pass, please email Erin Martin at erin.martin@vantaca.com. All travel accommodations are the responsibility of the attendee to cancel.

What are the travel arrangements for Vantaca Vision?

You are responsible for booking a hotel room, booking airfare or other method of travel and coordinating transportation from the airport to the hotel. Vantaca has negotiated a discounted rate at the host hotel: Hyatt Regency – click here and an overflow hotel.

*Make sure to book your hotel room before Oct. 13 (host hotel) and Oct. 26 (overflow hotel).

What is the dress code for this conference?

Business casual attire is appropriate for all conference events.

Will there be a virtual option for this conference?

There will not be a virtual or live-streamed component to Vantaca Vision 2025.

Is there a conference code of conduct for attendees?

Vantaca is committed to creating and maintaining a positive and productive environment for all Event attendees. Vantaca believes the best way to accomplish this goal is by fostering an environment where all individuals are treated with respect and dignity in a setting free of harassment, bullying and other forms of discrimination. Vantaca, therefore, expects that all Event attendees shall:

Be considerate, respectful, and collegial.
Avoid personal attacks or derogatory remarks directed toward other attendees.
Not engage in disruptive, intimidating or harassing behavior.
Consume alcoholic beverages responsibly.
Respect any confidentiality requests by Vantaca, speakers and other Attendees and take steps to preserve the confidentiality of all presentations and materials shared with you at an Event.
Be mindful of your surroundings and of other Event attendees.
Comply with all rules, policies and procedures of the venue at which an Event is being held.
Comply with all applicable laws and regulations in the state or locale where the Event is being held.
Follow any guidelines set by Vantaca to help prevent transmission of infectious diseases.

SECURE YOUR SPOT TODAY!

Don't miss out on the best industry event of the year!

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