Co-located Events Sponsor Guide

Thank you for your support of the KubeCon + CloudNativeCon Europe 2023 Co-Located Events hosted by CNCF, taking place in person on 18 April.

• ArgoCon
• CiliumCon
• Cloud Native Telco Day
• Cloud Native Wasm Day
• Istio Day
• Kubernetes Batch + HPC Day
• Kubernetes on Edge Day
• Linkered Day
• Observability Day

Please click through the tabs on this page to access information on exhibiting at the conference.

Event Leads

Christie Davis will be your main point of contact for sponsorship deliverables for the following events:

• CiliumCon
• Cloud Native Edge Day 
• Cloud Native Telco Day
• Observability Day

Ashlee Carlson will be your main point of contact for sponsorship deliverables for the following events:

• ArgoCon
• Cloud Native Wasm Day
• Istio Day
• Kubernetes Batch + HPC Day
• Linkerd Day
  

KubeCon + CloudNativeCon Sponsorship questions: For questions regarding your KubeCon + CloudNativeCon sponsorship, please contact sponsorservices@cncf.io.

Registration

*Please note: Your sponsor code includes admission to all CNCF-hosted co-located events taking place on Tuesday AND KubeCon + CloudNativeCon taking place on Wednesday – Friday. However, if your company is also a KubeCon + CloudNativeCon Sponsor, please note the registration codes you receive with the KubeCon + CloudNativeCon sponsorship only include access to KubeCon + CloudNativeCon and does NOT provide all-access to the CNCF-hosted co-located event.

To register with your co-located sponsor code, please follow these steps:

1. Please login here.
2. Select the In-Person All-Access CNCF Hosted Co-located Event Sponsor as your registration type on the first page and enter your sponsor comp code you received via email in the voucher code field. Click Next and complete the required questions / fields.
3. Use your sponsor comp code in the discount code section of the payment page and click Submit to complete your registration.

This year’s in-person event will take place at RAI Amsterdam Convention Centre in Amsterdam.

RAI Amsterdam Convention Centre

Europaplein 24, 1078 GZ
Amsterdam, Netherlands

The co-located events take place in the following locations:
ArgoCon – Elicium Foyer/Ballroom
All Other CNCF-Hosted co-located events – Hall 7

Please see our Venue & Travel page for information on booking accommodations at the hotel as well as transportation options.

If you have any questions regarding your sponsorship benefits, please contact Christie Davis or Ashlee Carlson.

We look forward to welcoming you to Amsterdam!

Booth Setup: Tuesday, April 18, 7:30 – 9:00am

• We recommend picking up your badge on Monday, April 17. See registration hours here.

Booth Hours: Tuesday, April 18, 9:00 – 17:15

Booth Teardown: Tuesday, April 19, 17:15 – 19:00

Diamond

9 March: 

• Logo in .svg format due
• Confirm use of tabletop sponsor space
• Confirm use of lead retrieval device

27 March: 

• Additional AV + Power order deadline
• 150 word email blast content due (no images)
• Provide attendee giveaway information

31 March: Hard-wired internet order due

12 April:

• DB Schenker advanced warehouse shipment deadline
• Shipment tracking details due. Complete this form.

14 April: Register attendees by this date

Platinum

9 March: 

• Logo in .svg format due
• Confirm use of tabletop sponsor space
• Confirm use of lead retrieval device

27 March: 

• Additional AV + Power order deadline
• Provide attendee giveaway information

31 March: Hard-wired internet order due

12 April:

• DB Schenker advanced warehouse shipment deadline
• Shipment tracking details due. Complete this form.

14 April: Register attendees by this date

Gold

9 March: Logo in .svg format due

27 March: Provide attendee giveaway information

12 April:

• DB Schenker advanced warehouse shipment deadline
• Shipment tracking details due. Complete this form.

14 April: Register attendees by this date

Diamond Deliverables

Speaking Opportunity:

Diamond sponsors receive a 5-minute keynote speaking opportunity. Please see the speaking opportunity tab for more information.

Recognition in Opening Session:

Diamond sponsors will be recognized during the opening session verbally and with their logo on a “thank you to our sponsors” slide.

Email to Opt-In Attendees **NEW FORMAT for 2023**

Diamond sponsors have the opportunity to include a 150-word message in a pre OR post-conference email shared with other diamond messages to attendees who opted in to receive sponsored content. This can include hyperlinks, but no images.

Submit your content through the Google form (that will be sent out the week of 13 March) by 27 March. CNCF will send emails on a conference-branded email template on behalf of the sponsor. Attendee contact details will not be shared.

The pre-conference email will be sent out on 11 April.

The post-conference email will be sent out on 25 April.

Messages can thank attendees, promote a session, encourage attendees to download marketing materials, visit your tabletop, visit your website, contact you, etc.

Social Media Mention From @KubeCon or Project Handle:

CNCF will create and post the content for social media mentions. Diamond sponsors receive 1 group mention with other diamond sponsors. No action is required on your part. 

Mobile Schedule Branding:

Diamond sponsors will have their company logo and link displayed on the mobile schedule on Sched.com.

Recognition On Event Website and Event Signage:

Diamond sponsors will have their logo displayed on the event website and on in-person event signage.

Conference Attendee Passes: 

Sponsors receive a number of all-access passes to the event based on sponsorship level. Passes include access to all CNCF-hosted co-located events on Tuesday and access to Kubecon+CloudNativeCon on Wednesday – Friday. 

Diamond: 4 passes

To register your passes, click the registration link here, select “In-Person All Access Sponsor” as the registration type and enter your code when prompted.

Please email your event lead (Christie Davis or Ashlee Carlson) if you need your sponsor code for the complimentary passes re-sent to you.

Attendee Giveaway (optional):

Sponsors may provide (1) giveaway item for attendees at the event. Sponsors may set out the giveaway on the chairs in the session room the evening before the event. Otherwise, giveaways will be set out on a table in the back of the session room. Further details will be provided in the coming weeks. Examples include T-shirts, bouncy balls, pens, chargers, plush toys, etc. 

Giveaway items must be approved by CNCF before the event. Shipment tracking information must be received by 12 April. 

Please provide your shipping information on this form. 

Table Top Sponsor Space and Lead Retrieval:

Diamond sponsors receive (1) lead retrieval device and a 6’x4’ footprint which includes (1) 6ft table, 2 chairs, and power. See the tabletop display tab for more detailed information.

Platinum Deliverables

Recognition in Opening Session:

Platinum sponsors will be recognized during the opening session verbally and with their logo on a “thank you to our sponsors” slide. No action is required on your part. 

Social Media Mention From @KubeCon or Project Handle:

CNCF will create and post the content for social media mentions. Platinum sponsors receive 1 group mention with platinum and gold sponsors. No action is required on your part. 

Mobile Schedule Branding:

Platinum sponsors will have their company logo and link displayed on the mobile schedule on Sched.com.

Recognition On Event Website and Event Signage:

Platinum sponsors will have their logo displayed on the event website and on in-person event signage.

Conference Attendee Passes: 

Sponsors receive a number of all-access passes to the event based on sponsorship level. Passes include access to all CNCF-hosted co-located events on Tuesday and access to Kubecon+CloudNativeCon on Wednesday – Friday. 

Platinum: 3 passes

To register your passes, click the registration link here, select “In-Person All Access Sponsor” as the registration type and enter your code when prompted.

Please email your event lead (Christie Davis or Ashlee Carlson) if you need your sponsor code for the complimentary passes re-sent to you.

Attendee Giveaway (optional):

Sponsors may provide (1) giveaway item for attendees at the event. Sponsors may set out the giveaway on the chairs in the session room the evening before the event. Otherwise, giveaways will be set out on a table in the back of the session room. Further details will be provided in the coming weeks. Examples include T-shirts, bouncy balls, pens, chargers, plush toys, etc. 

Giveaway items must be approved by CNCF before the event. Shipment tracking information must be received by 12 April. 

Please provide information on this form.

Table Top Sponsor Space and Lead Retrieval:

Platinum sponsors receive (1) lead retrieval device and a 4’x4’ footprint which includes (1) cocktail table, 2 chairs, and power. See the tabletop display tab for more detailed information.

Gold Deliverables

Social Media Mention From @KubeCon or Project Handle:

CNCF will create and post the content for social media mentions. Gold sponsors receive 1 group mention with platinum and gold sponsors. No action is required on your part. 

Mobile Schedule Branding:

Gold sponsors will have their company logo and link displayed on the mobile schedule on Sched.com.

Recognition On Event Website and Event Signage:

Gold sponsors will have their logo displayed on the event website and on in-person event signage.

Conference Attendee Passes: 

Sponsors receive a number of all-access passes to the event based on sponsorship level. Passes include access to all CNCF-hosted co-located events on Tuesday and access to Kubecon+CloudNativeCon on Wednesday – Friday. 

Gold: 1 pass

To register your passes, click the registration link here, select “In-Person All Access Sponsor” as the registration type and enter your code when prompted.

Please email your event lead (Christie Davis or Ashlee Carlson) if you need your sponsor code for the complimentary passes re-sent to you.

Attendee Giveaway (optional):

Sponsors may provide (1) giveaway item for attendees at the event. Sponsors may set out the giveaway on the chairs in the session room the evening before the event. Otherwise, giveaways will be set out on a table in the back of the session room. Further details will be provided in the coming weeks. Examples include T-shirts, bouncy balls, pens, chargers, plush toys, etc. 

Giveaway items must be approved by CNCF before the event. Shipment tracking information must be received by 12 April. 

Please provide information on this form.

Diamond sponsors receive a 5-minute keynote speaking opportunity.

Please provide the required details below to Jennifer Tucker asap if you have not done so already, so they can be added to the schedule. Once the details are received, the program committee will review the content prior to it being posted. As a reminder, we encourage you to use this time to benefit the community.

Session Title:

Session Abstract:

Speaker Name:

Preferred Pronouns (not required):

Speaker Job Title:

Speaker Bio:

Speaker Email:

Speaker Mobile Phone: 

Speaker Headshot:

Does this speaker plan to attend the event in-person?

*Please review in-person health and safety protocols

Please send to Jennifer Tucker.

1. Session content must meet CFP requirements and is subject to approval by CNCF and/or the event Program Committee. 
2. Sales and marketing pitches are prohibited.
3. The Linux Foundation is committed to a diverse and inclusive community. To this end, all talks/sessions with more than one speaker are required to include at least one woman or gender non-confirming participant. All-male panels will not be accepted.
4. The Linux Foundation is dedicated to providing a harassment-free experience for participants at all of our events. We encourage all submitters to review our complete Code of Conduct.

Please refer to the Speaker Guide for deadlines and information regarding your speaking opportunity.

Shipping Instructions

**Do not send co-located event shipments to your Kubecon+CloudNativeCon booth.**

Each company is responsible for shipping and tracking its own exhibit materials to and from the conference. If you plan to ship items for your booth, please read the shipping and material handling instructions on this page carefully as documentation and payment will be required prior to delivery.  The official logistics service provider for this event is DB Schenker.

Download DB Schenker’s Tariff + Shipping Instructions

Download DB Schenker’s Order Form

Download DB Schenker’s Shipping Labels  

Download DB Schenker’s Commercial Invoice Template

Inbound Shipments

Please DO NOT ship to the conference venue directly. The venue does not receive, clear customs, or store any shipments. Our logistics provider for this event is DB Schenker. They will receive and store your shipments at their local warehouses and deliver your shipments directly to your booth before or during move-in hours.

Regardless of the carrier you are shipping with, DB Schenker will charge a separate material handling fee for all inbound or outbound shipments. Please review DB Schenker’s Tariff above or contact fairs.amsterdam@dbschenker.com directly for a custom quote.  

Please ship as early as possible to meet the receiving deadlines below. Late shipments may not be delivered in time and will incur additional late fees. 

• Air freight: Must be received at Amsterdam Schiphol airport by Thursday, April 6.
• Courier shipments/road freight: Must be received at DB Schenker’s warehouse by Wednesday, April 12.

BEFORE YOU SHIP:

1. Read DB Schenker’s Shipping Instructions and Tariff carefully. 

2. Ship early! Plan for potential shipping and customs delays. All shipments must arrive at DB Schenker’s warehouse no later than April 12 to guarantee on-time delivery to your booth. 

3. Fill out DB Schenker’s Order Form. Send the completed form to fairs.amsterdam@dbschenker.com. The completed form MUST be received before you ship.

4. If you are shipping from outside the European Union, please follow the customs clearance instructions in the shipping manual. We recommend using DB Schenker’s commercial invoice template for your shipment. If you need assistance with customs forms, please contact DB Schenker at fairs.amsterdam@dbschenker.com. DB Schenker’s staff is happy to answer any questions you may have and will assist you in filling out the required documents correctly.

5. Download and print DB Shenker’s shipping labels for your boxes. If you can’t use the official shipping labels, please label all shipments clearly with the following address:

**Do not send co-located event shipments to your Kubecon+CloudNativeCon booth.**

The co-located events take place in the following locations:
ArgoCon – Elicium Foyer/Ballroom
All Other CNCF-Hosted co-located events – Hall 7

Schenker Logistics Nederland BV
Fairs, Events & Special Logistics
c/o KubeCon + CloudNativeCon Europe 2023 Co-Located Events
[Exhibitor Company Name]
[Your Booth Number]
Casablancaweg 22
1047 HN Amsterdam
Phone: +31 (0) 20 225 3973

Label each package clearly with:
Exhibitor Company Name
Onsite Contact & Mobile Phone Number
Package Nr.: _ of _

6. Full payment is due to DB Shenker directly and must be made before the shipments arrive in The Netherlands. For questions regarding your inbound shipments, please contact:

DB Schenker
Phone: +31 (0) 20 225 3973
Email: fairs.amsterdam@dbschenker.com  

Provide Tracking Information

Please submit all tracking numbers for your inbound shipments via the form below so that we can help ensure your items are delivered to the conference venue.

Shipping Tracking Form  

Outbound Shipments

All outbound shipping must be coordinated with DB Schenker. Third-party shipping companies or couriers will not be permitted to enter the venue to deliver or pick up parcels. Only DB Schenker will be permitted to enter the venue. Outbound shipments may be picked up by third-party couriers at DB Schenker’s warehouse only.   

Couriers, Deliveries + Pickup

For safety reasons, only approved vendors will be able to access RAI Amsterdam’s grounds and the event space. The venue will not accept any direct deliveries. Please DO NOT instruct or schedule any couriers (e.g. UPS, FedEx, DHL) to deliver or pick up parcels to/from your booth as they will not be permitted to access the event space. Any inbound deliveries should be sent to DB Schenker and they will deliver the items to your booth. Any outbound shipments need to be handled by DB Schenker. You may either use DB Schenker’s own outbound shipping services or have them store your outbound shipments at their warehouses and your courier can pick them up at their warehouse.   

Material Handling, Hand-Carrying + Private Vehicles

DB Schenker is the exclusive provider of material handling services that require the operation of motorized equipment such as forklifts. Sponsors may carry small items into the venue by hand. We do not recommend carrying heavier items by hand.  Private vehicles such as cars or motorcycles are not allowed access to the exhibit hall loading doors and sponsors may not load any items in or out through the loading doors.    

Security + Onsite Storage

Please do not leave valuable items unattended at your booth. Please take valuables such as laptops to your hotel room or visit the exhibitor services desk if you have any questions about storing items elsewhere overnight.

Limited storage space will be available for sponsors to store boxes or giveaways during the co-located events day free of charge. It will be shared by all co-located events sponsors on a first come first serve basis. Please visit the co-located events help desk if you need any items stored or retrieved. All items must be removed from the storage room by the end of the event on Tuesday, April 18. Any left-behind items may be discarded at the sponsor’s expense.

DB Schenker offers off-site storage for empty crates, pallets, or larger items at a fee. Please see the DB Schenker Shipping + Handling Tariffs for details and place your order with DB Schenker directly.

Neither CNCF, the Linux Foundation, The RAI Convention Centre, DB Schenker, nor their employees, staff, or third-party vendors will be held liable for lost or stolen items.    

Diamond sponsors receive a 6ft x 4ft space which includes (1) 6ft table, 2 chairs, (1) 3 kW power switchboard and (1) triple socket power strip, (1) lead retrieval device, and shared conference wifi. 

• Pop-up banners must fit within your 6ft space
• You may bring your own tablecloth

Platinum sponsors receive a 4ft x 4ft space which includes (1) cocktail table (,86m/2.8ft diameter), 2 chairs, (1) 3 kW power switchboard and (1) triple socket power strip, (1) lead retrieval device, and shared conference wifi. 

• Pop-up banners must fit within your 4ft space
• You may bring your own tablecloth

Diamond and platinum sponsors may order additional power, internet, and AV. See below for more details.

Additional AV Equipment & Additional Power

If you would like to order a monitor, extra laptop, and extra power, please fill out the form below and send your order request to c.vandenberg@acsaudiovisual.com.

ACS Order Form

Deadline: March 27

Hard-Wired Internet + Wi-Fi

Shared conference Wi-Fi will be available free of charge to all sponsors.

While we do not allow sponsors to have their own Wi-Fi networks, we do offer the option to purchase a hard line if you require one. if you’re interested in ordering a hard line, reach out to Christie Davis or Ashlee Carlson directly for instructions.

Lead Retrieval

Our onsite lead retrieval provider is Boomset. Diamond sponsorships include (1) physical lead retrieval device for collecting attendee contact information at your onsite booth. Setup instructions for the physical lead retrieval devices will be shared approximately 2 weeks prior to the event.

Lead Retrieval Options

Please submit your choice of lead retrieval via email by March 9. You may choose from the following options. If no choice is submitted by the deadline, no physical lead retrieval devices will be provided. The mobile app can still be used on your own personal iOS or Android devices.

Option 1: Physical Lead Retrieval Device(s)

Select this option if you would like to receive the physical lead retrieval device(s) that are included in your sponsorship.

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 personal devices only.

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. 

Physical Lead Retrieval Devices

If you requested physical lead retrieval devices, you may pick them up at the co-lo help desk on the morning of the co-located event. You will need your username and password to log in so please have this information ready when you pick up your devices.

All devices must be returned to the co-lo help desk by the end of your co-located event. A replacement fee of $1,500 USD will be assessed for any lost, damaged or stolen lead retrieval devices. 

Lead Retrieval Rules + Regulations

• Lead retrieval devices may be used to scan attendee badges within your booth ONLY. Scanning attendee badges in aisles, lounges or anywhere outside of the exhibit hall is not permitted. If lead retrieval devices are used outside of a sponsor’s booth, Open Mainframe Project reserves the right to remove all leads scanned for that day.
• All attendees must verbally consent prior to scanning their name badge.
• Adhere to the health + safety guidelines in the exhibit hall. It is each sponsor’s responsibility to manage crowds near their booth and adjacent aisles. 
• Physical lead retrieval devices may be picked up at the co-lo help desk on the morning of the co-located event.
• Handle your lead retrieval device(s) with care and do not leave any device(s) unattended at your kiosk. A replacement fee of $1,500 USD will be assessed for any lost, damaged, or stolen device.

Lead Report Data

You may export your lead report in real-time during the event. Information on how to access your lead retrieval account will be shared approximately two weeks before the event. The following attendee information will be included in the lead 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 lead reports. 

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 which includes 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.

More information coming soon!