Sponsor Guide

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

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.

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.

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

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)

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.

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 Media – Twitter 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. 

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 10:00 AM on Tuesday morning, and at least 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
10:25 CEST – 18:30 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: 17:00 CEST – 18:30 CEST (located in solutions showcase)

10:40 – 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 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. 

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.

ExpoGenie Lead Retrieval Setup

Check your Lead Campaign for this Event (4 Minute Video walkthrough)
A lead campaign is a specific area of the event you are scanning leads for. You have (1) booth, so you will create (1) lead campaign. 

1. Use the login information provided in your invite to login into your Lead Retrieval portal.
2. From the left menu, click Lead Campaigns. Click Edit for AI_dev: Open Source GenAI & ML Summit Europe 2024.
3. First section is Event Selection.
   1. Confirm the event that you want to scan badges for is listed as: AI_dev: Open Source GenAI & ML Summit Europe 2024. 
   2. Click Next.
4. Second section is Lead Data Fields.
   1. Check the attendee data points that will be provided to you upon the scan, determined by the event organizer (See lead report section on sponsor portal for additional information and lead data fields provided). If anything is missing, email the LF Sponsor Services Team.
   2. Click Next. 
5. Third section is the Lead Qualification Form.
   1. Here is where you can create custom qualifiers or use the ones provided for you. These are questions that you’d like your onsite team to answer after scanning the attendee’s badge, or interaction with an attendee at the booth.
      1. Custom qualifiers you would like to have displayed for your team on the lead retrieval app, make sure they are enabled! Even if added and visible on the lead campaign, if not enabled and not published, edits to the campaign won’t carry over. 
   2. 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.
   3. Make sure to keep the notes field enabled as that is what allows you to take notes onsite. If removed or disabled, your booth staff won’t be able to take notes through the app and it will need to be readded. 
   4. Once done, click Next for any edits to be saved. 
6. Fourth section is Booth Staff.
   1. Add and assign booth staff you would like to have scanning for leads at your booth. Supervisors can see ALL scans for the campaign. Onsite Staff can only see their own scans. Both can download their visible lead list but downloads via app will leave off who scanned for what lead.
      1. If the Sponsor Admin will also be scanning onsite for leads, make sure you are listed under booth staff AND give yourself Supervisor access. Only booth staff (Supervisor and Onsite Staff) will have access to the lead retrieval mobile app to scan. Sponsor admin only has access to the web portal with the full lead list. 
7. Click Preview to double check everything and then hit Publish! Your team is now ready to scan leads! 

Add Your Team 
We recommend adding your team all at once when checking your lead campaign, but if you forget to, you can always go back and re-add any staff to your lead campaign. 

To add other Sponsor Admins to access the web portal, go to User Management on the left menu. This is where you can add other Sponsor Admins who will have full access to all leads through the web portal (total scans and who scanned what lead) and will be able to make direct edits to your lead campaign. You can also add booth staff here, but you will still need to go to the lead campaign to assign their specific permissions and give them access to the lead retrieval app. 

How to Use the Mobile App to Scan Leads. (3-Minute Video)
View this video for a quick tutorial on how to use the mobile app.
Google Play => LINK
Apple Store => LINK

Please note: if you scan an attendee twice, only the first initial scan will be time stamped and you will get a message about them already visiting. If you would like you can always go into notes and continue the conversation there! “Unsynced Leads” would be random qr codes scanned (marketing flier, qr code for sched, another event badge. etc.), “Qualified Leads” are those where qualified questions are answered for, and “Captured Leads” are unqualified leads where no qualified questions were answered, but both types of leads should be saved and accounted for in overall lead total. The total count should go up by 1 for every scan, and those you’ve scanned would display on the Leads list on the mobile app. 

Viewing and Exporting Leads (1-minute Video)
You must be a Sponsor Admin to view and export full lead list on the web application

1. Log in to the web application.
2. From the left menu click Lead Reports
3. Search for and select the campaign you want to download leads for. Click View Report.
4. Select all of your leads at once using the all checkbox
5. Click Actions from the upper right corner 
6. Click Export Selected and download lead report 

For more information and to see commonly asked questions, check out the ExpoGenie Lead Scanning Documentation.