AI_dev: Open Source GenAI & ML Summit Europe
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Sponsor Guide

General Information

Thank you for your support of AI_dev Europe 2024. The event is taking place on 19-20 June 2024. 

Venue: Maison de La Mutualite | 24 Rue Saint-Victor, 75005 Paris, France

Sponsor Registration

Complimentary Sponsor Passes
Each sponsor receives a number of complimentary sponsor passes which may be used for booth staff, other employees or customers. These passes are full-conference passes and include access to the keynotes, sessions, and all other programs that do not require a separate registration and/or fee. There are no onsite exhibitor passes or expo hall-only passes available for this event so please ensure that you allocate enough conference sponsor passes for your onsite booth staff. 

All registrants using your complimentary sponsor passes should register here using the sponsor code that was emailed to you. Make sure to select “Sponsor” as your registration type to redeem complimentary sponsor passes, the 100% sponsor discount code will be applied on the payment page.

20% Onsite Attendee Registration Discount 
Sponsors receive a 20% discount code that may be used for any additional onsite conference passes that you wish to purchase. Feel free to use this code for business partners or customers you wish to invite to the event. DO NOT share the discount code directly, e.g. on your website or on social media.

All registrants using this discount code should register here using the discount code that was emailed to you. Make sure to select “attendee” as your registration type to redeem the 20% discount code.

If you need any registration codes emailed to you, please contact lfsponsorservices@linuxfoundation.org.

Health & Safety Information

Onsite Attendance Requirements

Masks are recommended, but not required, to attend this event. There are no vaccine or testing requirements to attend this event. These are both subject to change based on local municipality requirements and any changes in COVID-19.

If you are traveling from abroad, review the entry requirements from your country of origin here. Currently, there are no vaccination or testing requirements to enter France. Requirements may change so check back regularly. You can find further details on our Health & Safety page.

Current Onsite Health + Safety Measures
We are working with the venue and local municipalities to provide the following safety measures for our event:

  • Event signage indicating required health and safety protocols as needed
  • Hand sanitizer and wipes available for participants
  • A limited supply of face masks will be available upon request at Registration 
  • Wearable indicators of social distance comfort Levels
  • The Linux Foundation does not allow firearms or other weapons, regardless of whether they are permitted or not, or whether they are concealed or not, to be brought into our events. By registering for the event, you are agreeing that you understand this policy and will not bring a firearm or other weapons into the event. 

Please note all in-person attendance requirements are subject to change based on local guidelines. Registered attendees will be notified of any updates to our mask mandate and other onsite health & safety requirements.

For more information, please see the onsite health + safety page. for additional information on:

  • Food allergies
  • General safety tips
  • Emergency evacuations
  • Medical resources
  • Safety + trauma resources
  • Code of conduct
  • Weapon policy

Contact us at events@linuxfoundation.org for any questions you may have.

Hotel Information

Please visit the AI_dev Europe 2024 Venue and Travel page for hotel information.

Deliverable Due Dates

Send all deliverables and questions to lfsponsorservices@linuxfoundation.org. Additional details regarding marketing deliverables can be found under that tab.

  • 24 May: Confirm logo and company URL on event website or provide updated information
    • Logo in .svg format
  • 24 May: Social Media – Provide X/Twitter handle (Diamond, Platinum, and Gold only)
  • 24 May: Pre- or post-conference email blast date selection (Diamond and Platinum only)
  • 31 May: Confirm onsite exhibit and lead retrieval device preference
  • 31 May: Register booth staff by this date
  • 31 May: Confirm use of meeting room (Diamond, Platinum, and Gold only)
  • 3 June: Confirm collateral participation
  • 3 June: Speaker information and additional Speaker AV request due (Diamond, Platinum, and Gold only)
  • 3 June: Confirm custom content for social media promotions (Diamond and Platinum only)
  • 4 June: Counter graphics due (Diamond, Platinum, and Gold only)
    • Dimension of graphic design for front counter panel: L1055xH855mm
    • Link for Graphic Guidelines
  • 12 June: Confirm X (Twitter) Re-Share (Diamond, Platinum, Gold and Silver only)
  • 12 June: Custom question(s) for post-event attendee survey due (Diamond and Platinum only)

Speaking Opportunity

Diamond and Platinum sponsors receive a keynote speaking opportunity during the event. Please reach out to our content manager, Shannon Jessee (sjessee@linuxfoundation.org) with any questions and content related to your keynote (if applicable).

Gold sponsors receive a conference session. Please provide the required details below as soon as possible to Shannon (sjessee@linuxfoundation.org), so it can be added to the schedule.

  • Track Session Title
  • Track Session Abstract (to be included on schedule)
  • Speaker Name
  • Speaker Title
  • Speaker Bio
  • Speaker Email

Once the details are received, the program committee and the Linux Foundation will review the content prior to it being posted.

Marketing Deliverables

Company Logo + Link

Confirm your logo and link on the AI_dev Europe webpage. If the logo and/or link needs to be updated, email the new information to lfsponsorservices@linuxfoundation.org

Your logo and link will appear in the following places based on your sponsorship deliverables:

  • Email Marketing
  • Keynote Stage Branding
  • Event Website
  • Onsite Event Signage

Please note new or updated logos submitted past 31 May, we can easily change on the website and other digital related deliverables. However, due to how far along we are in the print signage process we may not be able to update logos there. Apologies for any inconvenience, we appreciate your understanding on this matter! 

Marketing Kit

All sponsor levels have access to the general event marketing kit and promo marketing kit.

You may use any of the provided content and event graphics to promote your sponsorship.

Who’s Coming?

Find out who you can meet onsite! Here’s the list of some people currently registered to attend the event!

Collateral Distribution
All sponsor levels have the opportunity to provide collateral for display near registration. Most sponsors who participate provide a flyer, postcard or other similar items of collateral that will be placed in a place accessible to attendees.

The collateral needs to be provided to LF Event staff on Wednesday, 19 June by 7:30 CEST to ensure it is made available before the opening of the event. We recommend hand carrying and giving it to LF staff at the registration desk. Please email lfsponsorservices@linuxfoundation.org to confirm your participation by Monday, 3 June.

Please note: Materials not received in time may not be displayed.

Social Media Re-share (Diamond, Platinum, Gold, and Silver Sponsors Only)
The Linux Foundation Twitter account will retweet 1 post of your choosing. The timing of the re-tweet will be determined by The Linux Foundation. Confirm if you intend to request a social media retweet and please share the timing of the tweet or link to the tweet in an email to lfsponsorservices@linuxfoundation.org by Wednesday, 12 June.

Social MediaTwitter Handle (Diamond, Platinum and Gold Sponsors Only)
Please email your Twitter handle to lfsponsorservices@linuxfoundation.org for our marketing team to create your social media promotion(s). Diamond and Platinum sponsors may submit custom content, but custom content must be received by Monday, 24 May. All graphics will be created by our marketing team, so no action needed in that regard.

Meeting Room (Diamond, Platinum, and Gold Sponsors Only)
If you are interested in using a meeting room for internal meetings, please email lfsponsorservices@linuxfoundation.org by Friday, 31 May for available days and/or times.

Pre or Post-Conference Email Blast (Diamond and Platinum Only)
Diamond and Platinums sponsors have the opportunity to send up to 1 pre-conference or 1 post-conference email to attendees who opted-in to receive sponsored content. Dates are reserved on a first come first serve basis. Please email lfsponsorservices@linuxfoundation.org by Friday, 24 May for available days and/or times. The LF Foundation will send emails on a conference-branded email template on behalf of the sponsor, no sponsored email blasts will be scheduled event week (17 June – 21 June). Attendee contact details will not be shared.

Custom Question in Post-Event Attendee Survey (Diamond and Platinum Only)
Get some insight with a post-event attendee survey question. Leader sponsors have the opportunity to include two custom questions and contributor sponsors can include one question in the post-event attendee survey. The questions need to be submitted to lfsponsorservices@linuxfoundation.org by Wednesday, 12 June for approval. 

Exhibiting Information

All sponsors have the opportunity to exhibit at the event. The Solutions Showcase will be located in the foyer space of level 5.

Booth space sizes:
Diamond sponsors – 6M x 6M
Platinum sponsors – 6M x 3M
Gold sponsors – 3M x 3M
Silver sponsors – 2M x 2M
Bronze sponsors – 2M x 2M

An exhibit tabletop includes a draped table, two chairs, tabletop sign, a power strip with access to power, and conference wifi. We encourage you to bring pop-up banners, pop-up back walls, tabletop displays, custom table linens, and/ or literature and “swag”. There will be no backdrop available to hang a traditional banner, and no booth materials may exceed 2M in height and must stay within your booth space.

For Diamond, Platinum, and Gold sponsors only in lieu of a table and two chairs, we will supply a counter with a custom front panel graphic and two stools. The dimension of the graphic design for the front counter panel is L1055xH855mm, and here are the graphic guidelines. Custom graphic must be submitted to lfsponsorservices@linuxfoundation.org by Tuesday, 4 June or we reserve the right to default to the company logo on the event website.

If you are interested in ordering a monitor, hard-line internet, or have other special needs, please email lfsponsorservices@linuxfoundation.org. Upgrade inquiries must be received by Friday, 31 May.

All sponsors will need to confirm your booth participation by Friday, 31 May to lfsponsorservices@linuxfoundation.org.

Set-Up Information 
12:00 CEST – 16:00 CEST | Tuesday, 18 June
8:00 CEST – 10:00 CEST | Wednesday, 19 June

*All booths MUST be fully set by 10:30 AM on Tuesday morning, and 10 minutes before booth opening hours every day.

NOTE: Labor to assist with exhibitor setup or breakdown is not included. Each exhibitor will be responsible for moving any materials they shipped or are hand carrying for their table. Limited dollies and carts are available. Please inform lfsponsorservices@linuxfoundation.org in advance if this poses a difficulty for you so we can arrange for assistance.

Solutions Showcase Hours
10:15 CEST – 19:00 CEST | Wednesday, 19 June
•Coffee Break: 10:25 CEST – 11:20 CEST
•Lunch: 12:35 CEST – 13:50 CEST (lunch provided onsite for all attendees)
•Coffee Break: 15:05 CEST – 15:35 CEST
•Onsite Reception: 17:30 CEST – 19:00 CEST (located in solutions showcase)

10:30 – 16:30 CEST | Thursday, 20 June
•Coffee Break: 10:40 CEST – 11:20 CEST
•Lunch: 12:35 CEST – 14:15 CEST (lunch provided onsite for all attendees)
•Coffee Break: 14:50 CEST – 15:15 CEST

Breakdown Information
16:30 – 18:00 CEST | Thursday, 20 June

Please quietly breakdown and do not breakdown until closing sessions are over.

Shipping Information
The shipping process for the venue is extensive and requires many steps and forms to be completed. We highly recommend not shipping, and recommend sponsors hand carry marketing materials. If traveling from overseas, especially due to the customs process, we recommend checking in your marketing items with luggage as this will most likely be the cheaper and secure option. If you have any questions, please do not hesitate to reach out to lfsponsorservices@linuxfoundation.org.

Lead Retrieval

Lead Retrieval Options
Please email lfsponsorservices@linuxfoundation.org to confirm your lead retrieval option by Friday, 31 May. You may choose from the following options below. Please note you must properly set up lead retrieval on your company portal and physical/mobile device, and scan for leads onsite to generate a lead report. 

Option 1: Physical Lead Retrieval Device(s)

Select this option if you want to receive the physical lead scanner(s) that are included in your sponsorship. A replacement fee of 1,500 USD will be assessed for any lost, damaged, or stolen lead retrieval devices.

Option 2: Lead Retrieval Provider Mobile App Only

Select this option if you don’t want to receive the physical lead scanner(s) that are included in your sponsorship and will use the mobile app on your own devices only. The lead retrieval app can be downloaded to as many iOS or Android devices as you wish free of charge.  

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 lead retrieval app app. 

Order Additional Lead Retrieval Devices
If you choose option 1 and wish to rent more physical lead scanners in addition to what is included in your sponsorship email lfsponsorservices@linuxfoundation.org. Orders must be submitted by Friday, 31 May. Late orders may not be accepted. 

Create Your Own Custom Questions
Want to gather specific information from attendees during the conference? You can set up your own custom questions and they will appear on all of your devices, if you have more than one, so you can easily gather information from attendees who visit your booth. 

An example of how to utilize custom questions would be to gather a lead’s phone number. This is not data provided with the leads report, therefore we recommend creating a custom question if you wish to have this data. 

We will send an email with custom question setup instructions to the official event lead retrieval provider approximately 1 week before the event. You may add additional custom questions or qualifiers to the physical lead retrieval devices and the mobile app at no additional cost. You can only access the app once we’ve added you, but once you’ve been added as an admin you can provide access to your booth staff.

Lead Report Information
Access to real-time lead reporting is available inside the event platform. We will also send out lead reports after the event.

The following attendee information will be included in the leads 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 leads reports. If you wish to record attendees’ phone numbers, feel free to ask them for this information and add it manually either to the notes field for each lead or a custom question you may create for this purpose.

Lead Retrieval Rules + Regulations

  • Lead retrieval devices and apps may be used to scan attendee badges within your onsite exhibit booth ONLY. Scanning attendee badges in aisles, lounges, or anywhere outside of the exhibit hall is not permitted. If lead retrieval devices or apps are used outside of a sponsor’s booth, The Linux Foundation reserves the right to remove all leads scanned for that day.
  • All attendees must verbally consent prior to scanning their name badge. 
  • Only retrieval devices and apps by the official lead retrieval provider may be used. Third-party devices or apps are not permitted.
  • Physical lead retrieval devices may be picked up at the registration desk during set up hours and must be returned during teardown hours on Thursday, 20 June to LF event staff.
  • Handle your lead retrieval device(s) with care and do not leave any device(s) unattended at your booth. A replacement fee of up to $1500 USD will be assessed for any lost, damaged, or stolen device.

GDPR & Data Privacy
All Linux Foundation events are fully GDPR compliant. By registering and attending this event, all participants agree to the Linux Foundation’s Privacy Policy and the event terms and conditions 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.

Sponsors

Gold

Silver

Bronze

Partners