API Specifications Conference

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Sponsor Guide

Welcome

Welcome to the API Specifications Conference (ASC) 2021 Sponsor Guide. This is your resource for all your sponsorship deliverables and exhibit-related needs. The event dates are Tuesday, September 28 – Wednesday, September 29, 2021.

General Information

Event Website & Agenda

For the most current schedule visit the ASC Schedule webpage. Note, sessions and timing may change prior to the event.

Visit the ASC website for additional event information.

OpenAPI Initiative Code of Conduct

The OpenAPI Initiative and The Linux Foundation are dedicated to providing a harassment-free experience for participants at all of our events.  All participants are expected to behave in accordance with the ASC Code of Conduct.

Need assistance? Contact us!

If you have any questions, please contact the ASC Sponsorships Team at ascsponsorships@linuxfoundation.org.

Event Platform

ASC 2021 is a virtual event and will be hosted on the online platform, Hopin.

The event platform will be accessible to all registered attendees beginning Tuesday, September 28 at 8:00 AM PDT. Day-of registration will also be available. Live and pre-recorded content will take place throughout the day with booths open the entirety of the event. Dedicated networking breaks and sponsor booth time will be included in the schedule.

Next Steps – IMPORTANT

The most important next steps for you as a sponsor are as follows. Details for each item are provided in this document. A Deadline Overview is also provided at the end of this document.

  • Register for the event
  • Complete the Google Form for your virtual booth layout
  • Provide speaker/session information

Registration

In order for booth staff to have appropriate permissions in your booth, all booth staff must be registered. If you have not done so, please register ASAP using your sponsor codes. If you need assistance with registration, please reach out to the ASC Sponsorships Team at ascsponsorships@linuxfoundation.org.

Registration Link: https://www.cvent.com/d/9jqxy0/4W

Deliverables

Following is a list of sponsorship deliverables. Items with an asterisk require action from you. 

  • Recognition on Event Website: logo and link
  • *Speaking Opportunity: (see additional information below) 10-minute speaking slot, content reviewed by Program Committee
  • Action Required: *Speaker & Session Information*
    Submit your speaker and session details ASAP, and ideally by Friday, September 3. Once this is confirmed, speakers will receive additional communications regarding their presentation.
    • Details of what is needed are below, and logistics will be sent upon receipt of the information:
      • Speaker Name
      • Speaker Title
      • Speaker Email
      • Speaker Bio
      • Speaker Photo (high-res, 400×400 pixels)
      • Session Title
      • Session Abstract
  • *Pre-Conference Email Blast: (see additional information below) One-time use of the opt-in list to be sent by event organizers
  • Action Required: *Pre-Conference Email Blast*
    • Pre-Conference Email Blast: Emails will be sent September 16 and September 23 on the ASC 2021 email template.  Finalized content and a 640px x 240px header image in PNG or JPG must be submitted by Friday, September 10. Dates are reserved on a first come first serve basis.
    • Event staff will send emails on an event-branded email template on behalf of the sponsor. Attendee contact details will not be shared. Email the ASC Sponsorships Team at ascsponsorships@linuxfoundation.org, to reserve your date.
  • Keynote Recognition: Logo included on “Thank You to Our Sponsors” slide during keynote sessions
  • Platform Recognition: Logo on conference branding within the online platform
  • *Virtual Booth Including (see additional information below)
    • Custom-branded graphics*
    • Looping video/demo*
    • Downloadable resources (whitepapers, collateral, etc.)*
    • Public group chat and private 1:1 chat
    • (*provided by sponsor)
  • Action Required: *Virtual Booth Content*
  • Post-Event Email Recognition: logo in email footer
  • Social Media “Thank You” Tweet: 2 total (1 pre-event, 1 post-event) posted by @APISpecs
  • Post-Event Data Including:
    • Full list of attendees that visited booth and registered interest (including first name, last name, company, physical address, email address, job title)
    • Report on downloaded assets/resources
    • Record of all group and 1:1 chats in booth

Attendee Lead Capture

ASC Event Sponsors are able to collect attendee contact information from those who visit their booth. Upon registration to the event, attendees will provide consent to share their contact information with the booths they interact with. Attendees who enter your booth will be captured as a lead and their information will be provided to you. This includes First Name, Last Name, Company, Physical Address, Email Address, Job Title.

GDPR & Data Protection Information
All Linux Foundation events are fully GDPR compliant. By registering for this event, each attendee agrees to the following privacy policy: 

In order to facilitate networking and business relationships at the event, you may choose to visit a third party’s virtual booth. You are never required to visit these third party booths. When visiting a booth (clicking on a third party’s logo on a booth icon in the exhibit hall, and any actions within the booth thereafter including viewing resources) 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. Company Size, Job Function, Industry), and details about the resources you interacted within their booth. If you choose to interact with a virtual booth, 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.

Session Lead Reports
Sponsored lightning talks, Birds-of-a-Feather, and Ask the Expert opt-in attendee list will be shared post-event with sponsors. To provide the session data and remain GDPR compliant attendees must opt-in to provide their data on the event registration form. The opt-in attendee list will include only the attendees who opt-in via the registration form. However, It is not required for attendees to opt-in in order to attend the sponsored session.

Please note: 

  • The session will include “Sponsored Session” in the session title
  • Here is the language that attendees must opt-in on in order for their data to be shared:

Linux Foundation Sponsor Rules and Regulations
The Linux Foundation is dedicated to providing a positive experience for sponsors during the event. All sponsors are expected to behave in accordance with the Linux Foundation Virtual Sponsor Rules & Regulations.

Booth Features

Check out an example of the Hopin Sponsor Booth Layout here.

The booth includes a main video screen, located on the left side of the page. This is the main feature of your booth and we recommend you take full advantage. Sponsors can switch between live video interaction and pre-recorded content or a Google Slides presentation deck.

On the right side are separate tabs, Sponsor Showcase tab which will be where your sponsor booth text will show, under the Chat tab you will find both the booth chat and event chat. 

Who’s In My Booth?
To see who is in your booth, navigate to the Booth Chat tab and you will see a list of names. You can click on their name to send them a direct message.

Booth Content Requirements

Content for your virtual booth will need to be submitted via the Google Form no later than Wednesday, September 15. Each bullet point will have at least one or more related tasks. If you have any questions, please email the ASC Sponsorships Team at ascsponsorships@linuxfoundation.org. 

Refer to the Hopin Sponsor Booth Layout document to view where each of these elements will be in the virtual booth.

  • Company Headline: This is the short description text underneath the vendor name. We recommend keeping this to around 100 characters. While there is no limit, less is more here. 
  • Company Description: Use this section to provide an overview of your company, technology, or anything important your booth visitors should know about you. The recommended length is 1-2 short paragraphs. Please note that only the first 100 characters or so will show before the attendee will need to expand the content to read further.
  • Booth Video/Live Stream Provider: Here is where you choose the main feature of your booth, and the content is seen in the booth video/live stream window. Here are the functions that are available:
    • Pre-recorded video to be shown anytime a visitor enters your booth:
      • Supported platforms: YouTube, Vimeo, Wistia
    • Google Slides Deck
      • The link to any Slides presentation that is published to the web
    • Live-stream: You may share a live-streaming video here from a streaming service
      • Please provide RTMP and Stream Key details
    • Live session staffed by your team: 
      • This will function just like a session might, except it’s hosted in your booth. This will allow your booth staff to interact with attendees on live camera within the booth. This also allows up to 500 attendees to watch. 

Please note: You are able to switch between these functions throughout the event. However, you are not able to make this switch on your own and any switch will need to be scheduled. Send an email to ascsponsorships@linuxfoundation.org to schedule any live segments you wish to host in your booth.

  • Button Action: This is a button in your booth that can be customized in one of two ways:
    • Register Interest: Sends an email to the email provided in the following task.
    • Link to a Website: Use this link to send users to a specific website, PDF, or signup form. Please note that this is the only website link that any of the buttons on this page will link to.
  • Button Text: If you’re linking to a website from the CTA, it’s a good idea to customize the button text. For example, for a PDF link you could change the button text to “Download PDF” or for an ecommerce CTA it could be “Shop Now.” 
  • Special Offer: Use this field to provide a special offer for booth visitors. It could be a discount, special access, demo site, general website, coupon code, etc. It’s optional text, so don’t feel obligated to include an offer. Please note, you are not able to link to an offer unless it is the same as the CTA link.
  • Additional information: You can add description, embed widgets, provide file downloads and insert deep links here. The additional information provided will show under the video player.

If you have any questions or need additional information, please email the ASC Sponsorships Team at ascsponsorships@linuxfoundation.org.

Booth Graphics

Sponsors can customize the booth graphic that will display on the expo page.  Your graphic specs are based on your sponsor level. Submit your booth graphic via the Google Form no later than Wednesday, September 15.

Event Partner:

Booth graphic size recommendation is 1500×750, minimum 1000×500 (2:1) and can be any common image file type.

Virtual Booth Sneak Peek

If the booth content submission deadline of Wednesday, September 15, is met you will receive a preview of your booth on Monday, September 20. This will give you an opportunity to check out how your booth looks and request any final edits. Booth functionality will not be available for the preview. However, it will be thoroughly tested before the event is launched. 

All edits are due by Thursday, September 23 at 12:00 PM PDT.

The Linux Foundation is dedicated to providing a harassment-free experience for participants at all of our events.  All participants are expected to behave in accordance with the Linux Foundation Code of Conduct.

Booth Hours

The virtual event platform including the virtual booths will open to attendees starting Tuesday, September 28 at 8:00 AM PDT. During the event days, the platform and booths remain accessible 24 hours a day with access ending on Wednesday, September 29 at 4:00 PM PDT. However, it is not required nor expected that sponsors staff their booth continuously. We anticipate the following peak hours during which we recommend having staff available for a live chat in your booth.

Please refer to the full conference schedule for all keynotes, sessions and activities. Note – schedule is subject to change.

Important Notes: 

  • The conference schedule is automatically displayed in Pacific Daylight Time, -7 UTC.  To see the schedule in your preferred time zone, please select from the drop-down menu on the right, above “Filter by Date.”
  • Recommend booth hours and break times are subject to change and are based on the final conference schedule.  

Tuesday, September 28:

  • The first full conference day with keynotes and sessions.
  • Recommended booth staff hours: 8:30 AM – 2:30 PM 
  • Session break time: 10:05 – 10:20 AM and 11:50 AM – 12:20 PM

Wednesday, September 29:

  • The final full conference day continues with keynotes and sessions.
  • Recommended booth staff hours: 8:30 AM – 2:30 PM
  • Session break time: 10:00 – 10:30 AM and 12:00 – 12:30 PM

Deadline Overview

  • ASAP: Register your team
  • Friday, September 3: 10-minute speaking opportunity details
  • Friday, September 10: Pre-Conference email blast content and header image, preferred send date
  • Wednesday, September 15: Virtual booth details submitted via Google Form
  • Monday, September 20: Virtual Booth sneak peek (*if September 15 deadline met)
  • Thursday, September 23: Booth edits by 12:00 PM PDT
  • Tuesday, September 28 – Wednesday, September 29: ASC 2021

Sponsors

EVENT PARTNERS

COMMUNITY PARTNERS

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