Sponsor Guide

Thank you for your support of Open Source Summit Japan 2025 taking place in-person on Monday, December 8 – Wednesday, December 10.

Event Lead

Courtenay Pope will be your main point of contact for sponsorship deliverables for this event.

For CFP, Keynote, and speaker questions, please reach out to Shannon Jessee.

Registration

All sponsors should register here as a “Sponsor” using the sponsor code that was emailed to you in the Discount Code field.

You receive a number of complimentary in-person All Access passes with your sponsorship.

Follow these steps to register for your All Access Pass:

• Use the registration link here
• Select “Sponsor”
• Enter your code in the Discount Code field when the page refreshes
• If you need your code resent, please contact LF Sponsor Services.

This year’s in-person event will take place at the following venue: 

Toranomon Hills
Toranomon Hills Mori Tower 5F
1-23-3 Toranomon, Minato-ku
Tokyo 105-6305

Please see our Hotel & Travel page for information on booking accommodations at the hotel as well as transportation options.

If you have any questions regarding your sponsorship benefits, please contact LF Sponsor Services.

We look forward to welcoming you to Tokyo!

*Schedule subject to change; check back frequently; final hours to be announced in pre-event sponsor information email the week before the event. Note breaks below are periods of time where we anticipate higher foot traffic and recommend sponsors plan accordingly.

All times are in Japan Standard Time (JST).

Booth Setup:

Sunday, December 7, 14:00 – 17:00
*No registration badge will be required for sponsor set up
Monday, December 8, 7:30 – 10:30 – booth must be fully set by 10:30, 15 minutes before booth opening hours

Booth Hours: 

Monday, December 8, 10:45 – 18:10

• AM Break 10:45 – 11:15
• Lunch (Lunch is provided for Attendees and Sponsors) 12:45 – 14:00
• PM Break 16:20 – 16:40

Tuesday, December 9, 10:25 – 15:50

• AM Break 10:30 – 11:10
• Lunch (Lunch is provided for Attendees and Sponsors) 12:40 – 14:00
• PM Break 15:30 – 15:50
• Tux Trek Onsite Evening Reception 17:20 – 19:00

Wednesday, December 10, 10:25 – 15:50

• AM Break 10:30 – 11:10
• Lunch (Lunch is provided for Attendees and Sponsors) 12:40 – 14:00
• PM Break 15:30 – 15:50

Booth Teardown: Wednesday, December 10, 16:00 – 18:00 PM

***Please email all deliverables to Linux Foundation Sponsor Services.***

Please note all deliverables apply to everyone unless sponsor levels are specified. We recommend reviewing your contract to see what deliverables come with your sponsorship. If you have any questions regarding your deliverables, please email Linux Foundation Sponsor Services

November 12: 

• Confirm use of tabletop sponsor space
• Logo in .svg format due / Confirm logo and URL on website
• Confirm X (previously Twitter) Handle (Diamond, Platinum and Gold Sponsors only)
• Confirm custom content for Social Media post (Diamond and Platinum Sponsors only): Email custom content to lfsponsorservices@linuxfoundation.org. If received after this date, I cannot guarantee we can use it.
• Confirm use of lead retrieval device (options: physical device required, mobile app only, or no lead retrieval)

November 19:

• Arriving deadline for air and ocean shipments – See shipping guidelines here

November 20: 

• Confirm any upgrade orders via the upgrade order form – email OSSJ2025@fujiya-net.co.jp (cc lfsponsorservices@linuxfoundation.org)
• AV order deadline (see AV for additional details under Tabletop Displays)
• Confirm Meeting Room (Diamond and Platinum sponsors only). Note, meeting room availability is based on a first come first served basis. Send LF Sponsor Services your requested date and times to check for availability.
  • Diamond Sponsors: 3 days during the conference
  • Platinum Sponsors: 1 day during the conference

December 2:

• Register attendees by this date

December 7:

• Provide to LF event staff at registration your 1 collateral item if you are providing collateral

Diamond and Platinum sponsors receive a keynote. Gold sponsors receive a breakout session.

Please reach out to Shannon Jessee with any questions.

1. Keynote and session content must meet CFP requirements and is subject to approval by The Linux Foundation and/or the event Program Committee. 
2. Sales and marketing pitches are prohibited.
3. The Linux Foundation is committed to a diverse and inclusive community. To this end, all talks/sessions with more than one speaker are required to include at least one woman or gender non-confirming participant. All-male panels will not be accepted.
4. The Linux Foundation is dedicated to providing a harassment-free experience for participants at all of our events. We encourage all submitters to review our complete Code of Conduct.

Diamond sponsors receive:

• (2) W1800mm, D600mm, H720mm draped tables
• (4) conference chairs (conference table height)
• (1) lead retrieval device & license
• (1) triple outlet power strip, located at the back of the space (we will plug your monitor into this by default)
• (1) wastebin
• Shared conference wifi

Notes:

• Pop-up banners must fit within your space of 8 ft x 8 ft (2.4 m x 2.4m) 
• You may bring your own tablecloth

All level sponsors may order additional power, hardline internet, and AV. See below for more details.

Platinum sponsors receive:

• (2) W1800mm, D600mm, H720mm draped tables
• (4) conference chairs (conference table height)
• (1) lead retrieval device & license
• (1) triple outlet power strip, located at the back of the space (we will plug your monitor into this by default)
• (1) wastebin
• Shared conference wifi

Notes:

• Pop-up banners must fit within your space of 8 ft x 8 ft (2.4 m x 2.4m) 
• You may bring your own tablecloth

All level sponsors may order additional power, hardline internet, and AV. See below for more details.

Gold sponsors receive:

• (1) W1800mm, D600mm, H720mm draped table
• (2) conference chairs (conference table height)
• (1) lead retrieval device & license
• (1) triple outlet power strip, located at the back of the space (we will plug your monitor into this by default)
• (1) wastebin
• Shared conference wifi

Notes:

• Pop-up banners must fit within your space of 6 ft x 6 ft (1.8m x 1.8m)
• You may bring your own tablecloth

All level sponsors may order additional power, hardline internet, and AV. See below for more details.

Silver sponsors receive:

• (1) W1800mm, D600mm, H720mm draped table
• (2) conference chairs (conference table height)
• (1) lead retrieval device & license
• (1) triple outlet power strip, located at the back of the space (we will plug your monitor into this by default)
• (1) wastebin
• Shared conference wifi

Notes:

• Pop-up banners must fit within your space of 6 ft x 6 ft (1.8m x 1.8m)
• You may bring your own tablecloth

All level sponsors may order additional power, hardline internet, and AV. See below for more details.

Bronze sponsors receive:

• (1) W1800mm, D600mm, H720mm draped table
• (2) conference chairs (conference table height)
• (1) lead retrieval device & license
• (1) triple outlet power strip, located at the back of the space (we will plug your monitor into this by default)
• (1) wastebin
• Shared conference wifi

Notes:

• Pop-up banners must fit within your space of 6 ft x 6 ft (1.8m x 1.8m)
• You may bring your own tablecloth

All level sponsors may order additional power, hardline internet, and AV. See below for more details.

Please note all upgrade orders are optional, and at the expense of the sponsor. All items ordered must fit within your booth space.

Review the Fujiya manual and fill out the Upgrade Order Form and email it to OSSJ2025@fujiya-net.co.jp and copy lfsponsorservices@linuxfoundation.org by Thursday, November 20. All sponsors orders are subject to a 15% service fee (not included in listed prices on the order form). Email LF Sponsor Services team at lfsponsorservices@linuxfoundation.org if you have any questions.

ADDITIONAL Furniture, AV EQUIPMENT, Hard-Wired Internet and power

If you would like to order any upgraded items such as Furniture, rent monitors, additional power for your booth, please order directly from LF Sponsor Services.  Please review the Fujiya Manual and complete the upgrade order form and email OSSJ2025@fujiya-net.co.jp (cc lfsponsorservices@linuxfoundation.org) no later than Thursday, November 20.  For any monitor orders, 1 HDMI cable per monitor will be provided. The monitors are compatible with USB-A and you must bring your own USB drives. Make sure to have the original image/video data on hand as that will be requested to assist with troubleshooting any onsite issues.

Hard – Wired Internet: If you are interested in ordering a hard line for your booth, please email lfsponsorservices@linuxfoundation.org.

• Fujiya Manual
• Furniture, AV, or Power Upgrade Order Form

If you have any questions about upgrade orders, please contact:

Fujiya Co.
Email: OSSJ2025@fujiya-net.co.jp
Copy Email: lfsponsorservices@linuxfoundation.org

ORDER HERE by November 20

Shipping Instructions

Each company is responsible for shipping and tracking their own exhibit materials to and from the conference. If you plan to ship items for your booth, please read the KSA Shipping Manual carefully as proper documentation and payment is required prior to making any shipping arrangements, especially if shipping internationally.

KSA must be contacted for every separate shipment sent out, even if you are not shipping using them as a mail carrier. The venue is not directly receiving shipments, so you must ship to the advance warehouse. Any missed steps may result in late delivery or displaced packages. KSA won’t be able to receive your packages at the advance warehouse and assist if they aren’t aware of your shipments. 

KSA Shipping Manual

OSS Japan Shipping Tracking Form for LF Sponsor Team

OSS Japan Shipping Label for KSA Internal Usage 

We recommend printing shipping labels in color for quick and easy identification for KSA International internal use. Please provide as much information as possible on the labels, this will assist KSA and LF Sponsor team for a smooth shipping process. 

Shipments to the advance warehouse must have listed the correct address and following information: 

Your Company/Exhibitor Name AND Event Name
Your Booth Number
Exhibitor Onsite Contact + Mobile Phone Number
Package Nr.: _ of _

Note: For those shipping domestically, you can ship to KSA’s Advance Warehouse with any shipper you prefer and then KSA will transport shipment(s) to the venue. If you arrange for a courier, they can deliver directly to the venue but it must be during our move-in hours. Either way, we must be provided with all the package details (carrier/courier, tracking number, number of shipments, etc.) so we can share that with both the venue and KSA and follow up as needed. Here is the link to our Shipping and Tracking form where you can share this information with us. 

If courier deliveries are delivered outside the hours we are onsite, they will be denied by the venue and returned at the cost of the shipper. This is why we are utilizing KSA’s Advance Warehouse to smooth the process for all of our sponsors.  If utilizing couriers, please email LF Sponsor Services so we can appropriately notify the venue. They will be unable to assist if they do not know about your packages. 

Tracking Instructions

Along with completing proper documentation for KSA, please submit all tracking numbers for your shipments via the form below so that the LF Sponsor team can ensure that your items are delivered to the conference venue. The more information you provide this will help our team and KSA in any necessary tracking. 

OSS Japan Shipping Tracking Form for LF Sponsor Team

KSA Shipping Manual

For questions regarding your shipment, please reach out to KSA at mice-logistics@ksa.co.jp and copy lfsponsorservices@linuxfoundation.org.

Onsite Security + Storage

Please do not leave valuable items unattended at your booth. There will be no onsite storage so we recommend taking valuables such as laptops to your hotel room. There will be general security and the sponsor showcase will be locked overnight. If needed, you may make storage arrangements with KSA. Please note that this will be an additional fee at your expense. 

Neither the Linux Foundation, Toranomon Hills, KSA nor their employees, staff, or third-party vendors will be held liable for lost or stolen items.

Outbound Shipping Instruction + Information

We advise making both inbound and outbound shipping arrangements at once. Please read the KSA Shipping Manual and provide KSA with proper documentation and payment prior to making any shipping arrangements, inbound or outbound. Approval must be received by KSA before any items are shipped. 

ALL booth materials must be removed from the conference venue by 18:00 JST on November 19.  Any shipment/courier pick ups will need to be prearranged for Sponsor Showcase dismantling hours. Therefore, your booth materials need to be packed, labeled, and ready for shipping when you leave your booth.

KSA Shipping Manual

Provide Tracking Information

Please submit all tracking numbers for your inbound Co-Located event shipments through the Shipping Tracking Form so that we can help ensure your items are delivered to the conference venue and the correct booth. If you do not fill out this form, we will not know to account for your shipments onsite which could result in a delayed delivery to your tabletop.

FILL OUT SHIPPING TRACKING FORM

Courier Deliveries + Outbound Shipments

All outbound shipping must be coordinated with KSA and must be advised 48 hours in advance. Individuals are responsible for repacking, affixing labels.

Material Handling, Hand-Carrying + Private Vehicles

Sponsors may carry small, lightweight items into the venue by hand. Any materials that require the use of wheeled or mechanical equipment, such as dollies or flatbeds, must be delivered via the loading docks with advanced approval and are prohibited in the venue lobbies or hallways.

Security

Please do not leave valuable items unattended at your tabletop display. Please take valuables such as laptops to your hotel room or visit the exhibitor services desk if you have any questions about storing items elsewhere overnight.

Any left-behind items may be discarded at the sponsor’s expense.

Neither The Linux Foundation, Alpharetta Conference Center, nor their employees, staff, or third-party vendors will be held liable for lost or stolen items.  

Solutions Showcase

The Solutions Showcase with all exhibit booths will be located on 5F in Hall A 1-3. Keynote and breakout sessions will take place throughout the venue on 5F. 

Booth Selection Process

Booth locations will be assigned by sponsorship level and in the order in which the signed sponsorship contracts were received. Select your top 8 booth selections and submit them via email to lfsponsorservices@linxfoundation.org. When available, LF Sponsor Services will send an email confirming your booth number. Please note if you do not submit your booth selections by 12:00 JST, Monday, November 10th Sponsor Services reserves the right to assign your booth. LF Sponsor Services will also assign you with the best available booth if your booth choices are no longer available when it’s your turn. You may at anytime request for your booth to be moved to an available booth spot within your sponsorship tier. 

• Diamond and Platinum: Booths labeled 1-8
• Gold, Silver, and Bronze: Booths labeled 9-37

Sponsor storage will not be available for this event. You must store all items in your booth space or in your hotel room.

Any left-behind items may be discarded at the sponsor’s expense.

Please do not leave valuable items in this room or unattended at your booth. Please take valuables such as laptops to your hotel room or visit the exhibitor services desk if you have any questions about storing items elsewhere overnight. Neither The Linux Foundation, Toranomon Hills, nor their employees, staff, or third-party vendors will be held liable for lost or stolen items.    

Each sponsorship level includes lead retrieval license(s) for collecting attendee contact information at your onsite booth. The number of license(s) and physical scanners provided is based on the sponsorship level, noted on your sponsorship contract.

Lead Retrieval Options

Please submit your choice of lead retrieval via email to Courtenay Pope at cpope@linuxfoundation.org. by Thursday, November 12. You may choose from the following options. If no choice is submitted by the deadline, no physical lead retrieval devices will be provided. 

Option 1: Physical Lead Retrieval Device(s)*

Select this option if you would like to receive the physical lead retrieval device(s) that are included in your sponsorship. By selecting this option, the sponsor will be responsible for any lost, damaged, or stolen device(s). 

Option 2: Mobile App Only*

Select this option if you do NOT want to receive the physical lead scanner(s) that are included in your sponsorship and will use the  mobile app on your own personal devices only. 

Option 3: No Lead Retrieval

Select this option if you don’t want to collect leads onsite and don’t need access to our lead scanners or app. 

If you would like to order additional licenses and/or devices as well as have any questions, please email Courtenay Pope at cpope@linuxfoundation.org.

Physical Lead Retrieval Devices

If you requested physical lead retrieval devices and/or purchased additional devices, you may pick them up at the lead retrieval help desk in the Solutions Showcase during set up hours. You will need your username and password to log in so please have this information ready when you pick up your devices.

All devices must be returned to the information help desk located in the Solutions Showcase on Wednesday, December 10 by 18:00. A replacement fee of $1500 will be assessed for any lost, damaged or stolen lead retrieval devices.

Lead Retrieval Rules + Regulations

• Lead retrieval devices may be used to scan attendee badges within your exhibit booth ONLY. Scanning attendee badges in aisles, lounges or anywhere outside of the Solutions Showcase is not permitted. If lead retrieval devices are used outside of a sponsor’s booth, The Linux Foundation reserves the right to delete the sponsors’ scanned leads and to exclude the sponsor from lead retrieval at future events.
  • Only LF event staff reserve the right to scan at sponsored conference sessions on the behalf of eligible sponsors. No sponsors are allowed to scan outside of their booth. 
• All attendees must verbally consent prior to scanning their name badge. 
• Adhere to our onsite health + safety guidelines in the Solutions Showcase. It is each sponsor’s responsibility to manage crowds in their booth and adjacent aisles. 
• Physical lead retrieval devices may be picked up at the information help desk in the Solutions Showcase starting at during set up hours.
• Handle your lead retrieval device(s) with care and do not leave any device(s) unattended at your booth. A replacement fee  will be assessed for any lost, damaged, or stolen device.

Lead Report Data

You may export your lead report in real-time during the event. Information on how to access your account will be shared approximately two weeks before the event. The following attendee information will be included in the lead report: 

• First name
• Last name
• Job title
• Company name
• Email address
• Physical address incl. country, city, state, zip code/postal code
• Job Function
• Industry

For privacy reasons, phone numbers will NOT be included in the lead reports. If you would like to collect phone numbers, you can create a lead qualifier for your staff to input phone numbers, or have your staff add collected phone numbers in the notes section of the app. 

GDPR + Data Privacy

All Linux Foundation events are fully GDPR compliant. By registering and attending PyTorch Conference 2025, all participants agree to the Linux Foundation’s Privacy Policy and our event registration which include the following language:

In order to facilitate networking and business relationships at the event, you may choose to visit a third party’s booth or virtual booth or to access sponsored content. You are never required to visit third party booths or to access sponsored content. When visiting a booth (e.g. by clicking on a third party’s logo in the virtual exhibit hall or exhibitor directory, and any actions within the virtual booth thereafter including viewing resources), accessing swag or virtual swag provided by sponsors, or by participating in sponsored activities, the third party will receive some of your registration data. This data includes your first name, last name, title, company, address, email, standard demographics questions (i.e. job function, industry), and details about the sponsored content or resources you interacted with. If you choose to interact with a booth or virtual booth or access sponsored content, you are explicitly consenting to receipt and use of such data by the third-party recipients, which will be subject to their own privacy policies.