Sponsor Guide

General Information

Thank you for your support of the Open Source in Finance Forum New York 2022. OSFF New York is taking place on Thursday, December 8, 2022. 

Venue: Convene at 225 Liberty Street

225 Liberty Street

New York, NY 10281

Located in Brookfield Place (level two)

Nearby Parking SP+ Parking 225 Liberty Street New York, NY 10281

SP+ Parking 250 Vessey Street New York, NY 10281

Gateway Plaza Garage 339-345 South End Avenue New York, NY 10280

Sponsor Registration

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.

Note: You must select “In-Person Sponsor” as registration type and will be immediately prompted to enter sponsor code.

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. For 20% discount, you will need to select “In-Person Attendee” as registration type and and enter 20% discount code toward the end of the registration process.

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 sponsorservices@linuxfoundation.org.

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 OR show a negative COVID-19 test and will need to comply with all onsite health measures, in accordance with the Linux Foundation’s Code of Conduct. You can find further details on our Health & Safety page.

Masks
Masks are recommended, but not required, to be worn at the event. This is subject to change based on local guidelines. Registered attendees will be notified 1 month prior to the event of any updates to our mask mandate and other on-site health & safety requirements. 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:

• Rigorous onsite cleaning and sanitizing of all touch points
• Monitoring of COVID-19 symptoms
• Daily ID Checks
• Wearable Indicators of Social Distance Comfort Levels

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 OSFF Health & Safety page for more information and FAQs.

Hotel Information

Please visit the Open Source Finance Forum Venue and Travel page for hotel information.

Deliverable Due Dates

Send all deliverables to sponsorservices@linuxfoundation.org

• November 14: Confirm onsite exhibit and lead retrieval device preference
• November 16: Confirm or provide Sponsor information for OSFF NY website
  • Logo in .svg format
  • Preferred URL
• November 18: Social Media – Provide Twitter handle
• November 18: Social Media – Promotion of Sponsorship Custom Content
• November 18: Social Media – Provide retweet post information (Leader & Contributor only)
• November 21: Register staff
• November 28: Shipping reminder
• November 30: Monitor orders must be in
• November 30: Speaker information due (Leader only)
• December 2: Confirm collateral participation
• December 2: Custom question for post-event attendee survey due (Leader & Contributor only)
• December 5: Earliest shipments may be received by venue
• December 9: Shipments pickup should be scheduled

Speaking Opportunity

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.

Marketing Deliverables

Company Logo + Link

Confirm your logo on the OSFF New York webpage. If the logo or link needs to be updated, email the new information to sponsorservices@linuxfoundation.org. 

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

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 at the venue by 7:45 am on Thursday, December 8 to ensure it is made available before the opening of the event. Please email sponsorservices@linuxfoundation.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 – Twitter Handle and Custom Content
Please email your Twitter handle to sponsorservices@linuxfoundation.org to tag the proper account in our thank you sponsor post(s) by Friday, November 18. In addition, if you would like to submit any custom text for your social media promotion we will also need it by this date for approval purposes.

As a sponsor of OSFF NY, feel free to utilize the OSFF logo on any social media graphics or promotional materials for this specific event. If you have any questions, let the LF Sponsor Services team know!

Social Media Re-share (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 sponsorservices@linuxfoundation.org by Friday, November 18.

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 sponsorservices@linuxfoundation.org by Friday, December 2. 

Exhibiting Information

Leader, Contributor, and Community level sponsorships include the opportunity to exhibit at the event. 

We will reach out in the coming weeks to share the floor plan and start booth selection process.

An exhibit includes a 6 ft table with non branded linen, two chairs, a power strip with access to power, and shared 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. 

Interested in ordering a monitor, laptop, or hardline internet? See the Exhibitor Technology Order Form for all available options and pricing. Please submit completed order form to Travis Seminara at tseminara@convene.com and copy sponsorservices@linuxfoundation.org. Please submit your order by Wednesday, November 30.

Set-Up Information 
7:00am – 8:00am | Thursday, December 8

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 in any materials they bring to set up their vendor table. Here is information provided by Convene in regard to loading in and loading out.

Breakdown Information
7:05 pm – 7:45 pm* | Thursday, December 8

* Please complete your breakdown as soon as the evening reception is over.

Shipping Information
Items can begin to arrive at the venue on Monday, December 5. Please read and follow all shipping instructions from the Convene. Anything that arrives in advance of this date the sponsor will be subject to storage fees of $25 per box, per day until the 3-days before event day. If you are planning to ship items to the venue complete the OSFF NY Shipping Doc.

Pickups must be scheduled prior to departure, during venue approved windows to be picked up from the Hall 1: 225 Liberty Street, under the skywalk. Please read and follow all shipping instructions from the Convene. Any shipments that remain 3 business days after the event the sponsor will be subject to storage fees of $25 per box, per day. It is recommended that you have any outbound labels pre-printed before coming to the venue.

Please note there are multiple Convenes in New York, and there are two specifically on Liberty Street that do get mixed up. Our event is at 225 Liberty Street so we encourage you when shipping to double check the address, any default addresses and make any additional delivery notes if you can. Also, include the number and street location with location name if possible as noted below. Convene has also provided the following shipping label to be attached to shipments for their internal purposes.

Shipping Address:

Convene at 225 Liberty Street

Attn: Marikit Fly

225 Liberty Street

New York, NY 10281

Have any last minute print needs?

There are multiple nearby print centers from the Convene.

FedEx Office Print & Ship Center

110 William St

New York, NY 10038

Big Apple Copy Center

160 Broadway

East Building 3rd Floor

New York, NY 10038

ACRO Photo Print

75 Maiden Ln #504

New York, NY 10038

Lead Retrieval

Lead Retrieval Options (Leader, Contributor, and Community sponsors only)

* More specific lead retrieval information regarding setting up Boomset and redeeming your license will shared approximately a week before the event. *

Confirm your lead retrieval option by Monday, November 14. You may choose from the following options:

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. 5 days 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. If you wish to do so, please watch the custom qualifiers tutorial. Follow the web instructions on how to create qualifiers if you are on a computer or add qualifiers directly via the app on your mobile device.

Please note: 

• 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
• 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.
• A replacement fee of 1,500 USD will be assessed for any lost, damaged, or stolen lead retrieval devices.

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 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.