Thank you for your support of the Open Source Strategy Forum New York, taking place on Wednesday, November 10, 2021.
New World Stages
340 W. 50th Street (Between 8th & 9th Avenues)
New York, NY 10019
Complimentary Sponsor Passes
Each sponsor receives a number of complimentary conference passes for the in-person portion of this event 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.
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.
If you need any registration codes emailed to you, please contact email@example.com.
Health + Safety Information
Onsite Attendee Vaccination Requirements
All in-person attendees including sponsors, speakers, and booth staff will be required to be fully vaccinated against the COVID-19 virus and will need to comply with all onsite health measures, in accordance with the Linux Foundation’s Code of Conduct.
A person is considered fully vaccinated two weeks after the second dose of a two-dose series, or two weeks after a single dose of a one-dose vaccine. All vaccines approved for emergency or full use by the World Health Organization will be accepted for in-person attendance at this event. These currently include vaccines from Pfizer-BioNTech, Moderna, J&J/Janssen, Sinopharm, Sinovac, and AstraZeneca. This list will be updated as new vaccines are accepted.
Vaccination proof will be collected via a digitally secure vaccine verification application that will protect attendee data in accordance with EU GDPR, California CCPA, and US HIPAA regulations. Further details on the app we will be using as well as onsite health and safety protocols will be shared in the coming months. Anyone who is not fully vaccinated against COVID-19 will be able to participate in the event virtually. For more information on this decision and FAQs, please see this blog post.
Current Onsite Health + Safety Measures
We are working with the venue and local municipalities to provide the following safety measures for our event:
- Rigorous onsite cleaning and sanitizing of all touchpoints
- Temperature checks, where applicable
- Masks, where applicable. Attendees can expect that there will be elements of the event where masks will be required.
- Sneeze guards at registration and food & beverage stations
- Monitoring of COVID-19 symptoms
- Use of a digitally secure vaccine verification app to provide vaccination clearance safely and privately
At a minimum, we will be following all mandated venue, municipality, and CDC guidelines. For additional guidance and protocols that we have in place for the event, visit the OSSF Health + Safety page for more information and FAQs.
Please visit the Open Source Strategy Forum Venue and Travel page for hotel information.
Deliverable Due Dates
Send all deliverables to firstname.lastname@example.org
- October 1: Confirm or provide Sponsor information.
- Logo in .svg format
- Twitter handle
- October 1: Speaker information due. (Leader only)
- October 8: Confirm onsite exhibit and lead retrieval device.
- October 15: Register attendees by this date.
- October 15: Confirm collateral participation.
- October 22: Custom question for post-event attendee survey due. (Leader & Contributor only)
Leader sponsors receive a 10-minute keynote speaking opportunity during the event.
Please provide the required details below as soon as possible, 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 will review the content prior to it being posted.
Your logo and link will appear in the following places based on your sponsorship level:
- Email Marketing (Leader + Contributor Levels Only)
- Keynote Stage Branding
- Event Website
- Onsite Event Signage
Email your Twitter handle to email@example.com
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 at the venue on November 10 to ensure it is made available before the opening of the event. Please email firstname.lastname@example.org and provide the delivery method, if shipping, include the tracking details for the package. See shipping information below for details on shipping your collateral onsite.
Please note: Materials not received in time may not be displayed.
Social Media Reshare (Leader + Contributor Levels 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 tweeted the tweet in an email to email@example.com.
Custom Question in Post-Event Attendee Survey (Leader + Contributor Levels 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 firstname.lastname@example.org by Friday, October 22.
Leader, Contributor, and Community level sponsorships include the opportunity to exhibit at the event.
Check out the floor plan. We will reach out directly to confirm your booth placement.
An exhibit includes a table with linen, two chairs, a power strip with access to power, and conference wifi. We encourage you to bring pop-up banners, tabletop displays, custom table linens, and/ or literature and “swag”. There will be no backdrop available to hang a traditional banner.
If you are interested in ordering a monitor, hard-line internet, or have other special needs, please email email@example.com.
You need to confirm your booth participation by Friday, October 8.
7:00am – 8:00am | Wednesday, November 10
Please complete your set-up before registration begins (8:00 am).
NOTE: Labor to assist with exhibitor setup is not included. Each vendor will be responsible for moving any materials they shipped to their vendor table. Limited dollies and carts are available. Please inform us in advance if this poses a difficulty for you so we can arrange for assistance.
6:20 pm – 7:00 pm | Wednesday, November 10
Please complete your breakdown before the venue closes (7:00 pm).
Items can begin to arrive at the venue on Thursday, November 4. Anything that arrives in advance of this date is subject to refusal. If you are planning to ship items to the venue complete the OSSF New York Shipping Doc.
All items that need to be shipped to the event can be done so in one of two ways:
Monday through Sunday 10:00 am – 6:00 pm
The location Stage Door can accept shipments on Thursday, November 4 at this address:
New World Stages
[Open Source Strategy Forum, SPONSOR NAME]
343 W 49th Street, New York, NY 10019
Important items to remember regarding shipping:
- It is very important to include ALL of the following info on your shipping label address – “OSSF”, your company name and your booth number. We cannot be responsible for items that are not clearly labeled.
- Please note labor to assist with exhibitor setup is not included. While crew will set up the exhibitor tables, chairs, and power as necessary, any further assistance with exhibitor setup (including moving boxes in or out of the building, assembling booths or signage, assisting with TV monitors, etc.) must be scheduled in advance and may incur additional staffing costs.
LOADING DOCK DELIVERIES AND PICKUPS
By Appointment Only, Monday through Friday 9:00 am – 5:00 pm
If large deliveries are necessary and the loading dock is needed the restrictions apply, please contact firstname.lastname@example.org.
Option 1: Physical Lead Retrieval Device(s)
Select this option if you would like to receive the physical lead retrieval device(s) included in your sponsorship. Lead retrieval scanners will be provided to you onsite during set up hours and must be returned during breakdown or earlier on October 5. In addition to the physical devices, you may download the lead retrieval app and use it on as many personal mobile iOS or Android devices as you wish free of charge.
Option 2: 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 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 email@example.com. The rental fee for each additional physical lead scanner is $450 USD. Orders must be submitted by Friday, October 8. 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 approx. 10 days before the event. Here is a video tutorial you can check out before then if you wish.
- Show Management will not have access to custom question data and will be unable to provide a lead report with this data. Only lead reports that are requested through the system by the user will include custom data.
- Custom questions are limited to 90 characters.
Lead Report Information
Access to real-time lead reporting is available inside the event platform.
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
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.
- A replacement fee of 1,500 USD will be assessed for any lost, damaged, or stolen lead retrieval devices.
GDPR & Data Privacy
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 exhibit hall or exhibitor directory, and any actions within the 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.