Sponsor Guide

Thanks for being a sponsor at BazelCon 2024.  Below you will find information about your sponsorship deliverables.  If you have questions at any time, please don’t hesitate to reach out to Ashlee Carlson at acarlson@linuxfoundation.org.

We will continue to update this page with information as it becomes available, so please check back frequently!

GENERAL INFORMATION

Location:

• COMPUTER HISTORY MUSEUM
  1401 N. Shoreline Blvd.
  Mountain View, CA 94043
  

Event dates: October 14-15, 2024

Please see our Hotel & Travel page for recommended hotels as well as transportation options.

Sponsor Set-up / Dismantle Times

Subject to change; please check back for updates closer to the event.

• Set-up
  • October 13, 2:00pm – 5:00pm
  • October 14, 7:30am – 9:00am
    • Attendees will be in the space from 8:00am – 9:00am, but you are not required to staff your booth during keynotes
• Booth Hours
  • October 14, 10:00am – 7:30pm
    • Reception: 5:30pm – 7:30pm
  • October 15, 10:30am – 4:00pm
• Dismantle
  • October 15, 4:00pm – 5:00pm

Registration

Visit this page to register.

• Select “Sponsor” from the dropdown and enter the sponsor code: BAZEL24SPN
• Sponsor registrations are full-event passes with access to keynotes and sessions.

***Sponsor contacts will receive a Google form to submit deliverables directly to their inbox. Please look out for this form and submit it by the specified deadline. ***

Platinum

September 20: 

• Confirm logo and URL on website / Send SVG or AI files of your all-black and all-white logos (for use on event T-shirt)
• Confirm use of tabletop sponsor space
• Confirm X (previously Twitter) Handle
• Confirm use of lead retrieval
• Dedicated email date selection
• 50 word entry for pre- or post-event email
• Survey question

October 7: Shipments can begin arriving (see shipping for additional details) – Fill out shipping tracking form so we know to locate your packages onsite

TBA:

• AV order deadline
• Additional power order deadline

October 11: Register attendees by this date

gold

September 20: 

• Confirm logo and URL on website / Send SVG or AI files of your all-black and all-white logos (for use on event T-shirt)
• Confirm use of tabletop sponsor space
• Confirm X (previously Twitter) Handle
• Confirm use of lead retrieval
• 50 word entry for pre- or post-event email
• Survey question

October 7: Shipments can begin arriving (see shipping for additional details) – Fill out shipping tracking form so we know to locate your packages onsite

TBA:

• AV order deadline
• Additional power order deadline

October 11: Register attendees by this date

silver

September 20: 

• Confirm logo and URL on website / Send SVG or AI files of your all-black and all-white logos (for use on event T-shirt)
• Confirm use of tabletop sponsor space
• Confirm X (previously Twitter) Handle
• Confirm use of lead retrieval

October 7: Shipments can begin arriving (see shipping for additional details) – Fill out shipping tracking form so we know to locate your packages onsite

TBA:

• AV order deadline
• Additional power order deadline

October 11: Register attendees by this date

Platinum Deliverables

Speaking Opportunity: All sponsors receive a 10-minute speaking opportunity. Carolyn Ingalls will reach out with additional information and will be your contact for content.

Reception Signage: Platinum sponsor logos on all food and drink stations and prominently placed signage.

T-shirt: Logos will be placed on shirt along with event branding. Size and placement subject to design and committee approval. Logos will be black or white solid color only

Collateral Distribution: Company’s collateral prominently displayed on table near registration desk. Sponsors may bring one type of collateral. Please bring this to the registration desk during setup and our team will set it out.

Recognition in Opening Session: Sponsors logo will appear on a “thank you to our sponsors” slide during keynote session.

BoF Session: Sponsor logo prominently displayed outside of room. No action required from sponsor.

Post-Event Survey: Opportunity to add 1 pre-approved custom question to the post-event attendee survey. Follow up reporting will be provided with survey results.

Email to Opt-In Attendees:

• Platinum sponsors have the opportunity to send (1) pre- OR post-conference email to attendees who opted-in to receive sponsored content.
• Review the email schedule and send your preferred date to Ashlee Carlson by September 20. Dates are reserved on a first come, first serve basis.
• The Linux Foundation will send emails on a conference-branded email template on behalf of the sponsor.
• Attendee contact details will not be shared.
• Finalized content and a 640px x 300px header image in PNG or JPG are due at least (5) business days prior to the send date. We will send a draft for your approval.
• There is no character limit. Hyperlinks can be included, but no additional images other than the header. Messages can thank attendees, promote a session, encourage attendees to download marketing materials, visit your tabletop, visit your website, contact you, etc.

50-word entry in attendee email:

Platinum sponsors have the opportunity to include a 50-word message in the pre OR post-conference attendee email shared with other platinum and gold sponsor messages. This will be included in the footer of the attendee emails. Can include hyperlinks.

Social Media Mention From @BazelBuild Handle:

The BazelCon marketing team will create and post the content for social media mentions. Platinum sponsors receive 1 pre-event post and 1 post during the event. No action is required on your part. 

Recognition On Event Website and Event Signage:

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

Conference Attendee Passes: 

This event is free to attend! To register as a sponsor, please use the below code:

• Register here
• Select “Sponsor” as the ticket type if you would like the sponsor designation on your badge.
• Use the voucher code BAZEL24SPN

Table Top Sponsor Space and Lead Retrieval:

Sponsors receive a lead retrieval app license and a 6’x4’ footprint which includes (1) 6ft table, 2 chairs, and power. See the tabletop display section and lead retrieval section below for more detailed information.

Lead retrieval via mobile app that must be used on a personal device.

GOLD Deliverables

Speaking Opportunity: All sponsors receive a 10-minute speaking opportunity. Carolyn Ingalls will reach out with additional information and will be your contact for content.

T-shirt: Logos will be placed on shirt along with event branding. Size and placement subject to design and committee approval. Logos will be black or white solid color only

Collateral Distribution: Company’s collateral prominently displayed on table near registration desk. Sponsors may bring one type of collateral. Please bring this to the registration desk during setup and our team will set it out.

Recognition in Opening Session: Sponsors logo will appear on a “thank you to our sponsors” slide during keynote session.

BoF Session: Sponsor logo prominently displayed outside of room. No action required from sponsor.

Post-Event Survey: Opportunity to add 1 pre-approved custom question to the post-event attendee survey. Follow up reporting will be provided with survey results.

50-word entry in attendee email:

Gold sponsors have the opportunity to include a 50-word message in the pre OR post-conference attendee email shared with other platinum and gold sponsor messages. This will be included in the footer of the attendee emails. Can include hyperlinks.

Social Media Mention From @BazelBuild Handle:

The BazelCon marketing team will create and post the content for social media mentions. Gold sponsors receive 1 pre-event post and 1 post during the event. No action is required on your part. 

Recognition On Event Website and Event Signage:

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

Conference Attendee Passes: 

This event is free to attend! To register as a sponsor, please use the below code:

• Register here
• Select “Sponsor” as the ticket type if you would like the sponsor designation on your badge.
• Use the voucher code BAZEL24SPN

Table Top Sponsor Space and Lead Retrieval:

Sponsors receive a lead retrieval app license and a 6’x4’ footprint which includes (1) 6ft table, 2 chairs, and power. See the tabletop display section and lead retrieval section below for more detailed information.

Lead retrieval via mobile app that must be used on a personal device.

silver Deliverables

Speaking Opportunity: All sponsors receive a 10-minute speaking opportunity. Carolyn Ingalls will reach out with additional information and will be your contact for content.

T-shirt: Logos will be placed on shirt along with event branding. Size and placement subject to design and committee approval. Logos will be black or white solid color only

Collateral Distribution: Company’s collateral prominently displayed on table near registration desk. Sponsors may bring one type of collateral. Please bring this to the registration desk during setup and our team will set it out.

Recognition in Opening Session: Sponsors logo will appear on a “thank you to our sponsors” slide during keynote session.

Social Media Mention From @BazelBuild Handle:

The BazelCon marketing team will create and post the content for social media mentions. Silver sponsors receive 1 pre-event post. No action is required on your part. 

Recognition On Event Website and Event Signage:

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

Conference Attendee Passes: 

This event is free to attend! To register as a sponsor, please use the below code:

• Register here
• Select “Sponsor” as the ticket type if you would like the sponsor designation on your badge.
• Use the voucher code BAZEL24SPN

Table Top Sponsor Space and Lead Retrieval:

Sponsors receive a lead retrieval app license and a 6’x4’ footprint which includes (1) 6ft table, 2 chairs, and power. See the tabletop display section and lead retrieval section below for more detailed information.

Lead retrieval via mobile app that must be used on a personal device.

Shipping Instructions

Each company is responsible for shipping and tracking its own exhibit materials to and from the conference.

Please label your packages with the following to ensure proper delivery:

BazelCon
c/o Jennifer Alexander
1401 North Shoreline Blvd.
Mountain View, CA 94043
—
[Sponsor Company Name]
Box # of #

Packages can begin arriving on October 7.

Please FILL OUT THIS FORM after you ship so we know to expect your package.

Packages will be placed on your exhibit tabletop prior to your arrival.

Outbound shipping:

For any packages that need to be shipped out after the event, the sponsor is responsible for packaging the boxes and printing and affixing shipping labels. Please bring packages to the designated outgoing package area and call your carrier to arrange pickup.

storage & Security

Limited storage space will be available on a first-come, first-serve basis. Location TBA.

Any left-behind items may be discarded at the sponsor’s expense.

Please do not leave valuable items in this room or unattended at your booth. Please take valuables such as laptops to your hotel room or visit the registration desk if you have any questions about storing items elsewhere overnight. Neither the Linux Foundation, CHM, nor their employees, staff, or third-party vendors will be held liable for lost or stolen items. 

Sponsors receive a 8ft x 4ft space which includes (1) 72″ x 30″ draped table, 2 chairs, (1) lead retrieval license, (1) power strip + power drop, and shared conference wifi. 

• Pop-up banners must fit within your 8ft x 4ft space
• You may bring your own tablecloth
• Don’t forget power adapters and converters!
• Please reach out with any questions

Sponsors may order additional power, hardline internet, and AV. See below for more details.

ADDITIONAL AV EQUIPMENT

If you would like to rent a monitor (floor stand or tabletop) or laptop for your booth, please order using the order form below.

ORDER HERE

Discounted price deadline: October 7
After this date, price is subject to 25% increase.

HARD-WIRED INTERNET

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

If you need a hardline at your booth please email Ashlee Carlson by October 1 to discuss options.

Setup instructions

Expo-Genie lead scanning is our official lead retrieval provider. Your appointed Sponsor Admin will be receiving an email invite from ExpoGenie Lead Scanning (no-reply@expo-genie.com) shortly.

Once you are logged in, you will be able to: 

• Add your Staff, giving them their own log-in so they can scan leads at the event.
  • Staff will only see the leads they’ve scanned. 
  • You may add as many Staff and download the app as many times as you require at no additional cost. 
• Add custom qualifiers
• Export your lead reports. All leads will go to one lead report.

Please follow the steps below to set up your lead scanning, add booth staff, and scan leads.

Set Up your Lead Campaign for this Event
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 the initial ExpoGenie email to login into the Lead Retrieval platform.
2. From the left menu, click Lead Campaigns. You will see a campaign for your event. Click Edit.
3. First section is Event Selection.
   1. Confirm the event that you want to scan badges for is listed. 
   2. Click Next.
4. Second section is Lead Data Fields.
   1. Review the preset attendee data points that will be provided to you upon the scan, determined by the event organizer (See above for included fields). 
   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. Make sure each question you want to ask is toggled to enabled! Make sure to click publish on the last page to confirm any updates you make.
      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 that question here.
      3. “Notes” are automatically enabled by default here. 
   2. Once done, click Next for any edits to be saved. 
6. Fourth section is Booth Staff.
   1. Add and assign booth staff who will be scanning leads at your booth.
      1. Supervisors can see ALL scans for the campaign. Booth Staff can only see and download their own scans. 
      2. If the Sponsor Admin will also be scanning onsite for leads, make sure you are added under booth staff with Supervisor access. 
      3. If you are adding a new Booth Staff contact, please make sure to select Booth Staff Welcome Email. They will also receive a notification email that they have been added to the event campaign.
   2. Click Save changes. Your team is now ready to scan leads! 

Mobile App for Download

Based on your sponsorship level, you will receive one or more physical devices onsite with the lead retrieval app pre-loaded (Unless otherwise stated. Please check your contract to confirm). In addition, your booth staff may download the app to their own mobile devices and use it to scan attendee badges free of charge:

• Google Play: https://play.google.com/store/apps/details?id=com.e2esp.expogenie&pcampaignid=web_share
• Apple App Store: https://apps.apple.com/nz/app/expogenie-leads/id6469518790

Accessing Your Lead Report

As sponsor admin, you can view and export leads at any time during and after the event from the ExpoGenie Leads portal:

1. Log into the ExpoGenie Leads Portal
2. Click “Lead Reports” in the left side menu
3. Find the campaign you want to download leads for and click “View Report”
4. Select all of your leads by clicking the top checkbox under “Leads Data”
5. Click “Actions” in the upper right corner and then “Export Selected”.

Lead Retrieval Rules + Regulations

• Lead retrieval devices may be used to scan attendee badges within your exhibit booth ONLY. Scanning attendee badges in aisles, lounges or anywhere outside of your booth is not permitted. If lead retrieval devices are used outside of a sponsor’s booth, Linux Foundation reserves the right to remove all leads scanned for that day.
• All attendees must verbally consent prior to scanning their name badge.
• Phone numbers are NOT included on lead retrieval lists.

Lead Report Data

Only exhibitor admins can access and export lead report data via the Expo Genie Lead Scanning Portal. Reports can be downloaded in real time during 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
• Custom qualifiers (if applicable)

No Phone Numbers

For privacy reasons, phone numbers will NOT be included in the lead reports. If you wish to record attendees’ phone numbers, feel free to ask them for this information and add it manually as a note for each lead or create a custom question for this purpose.

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 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.

Onsite Sponsor Branding + Activities
All sponsor activities, branding, promotional items, and collateral must be confined within each sponsor’s booth space and are prohibited anywhere outside of the booth including other areas within the Solutions Showcase, the conference venue, all host hotels, offsite event venues, and any nearby public spaces within a one-mile radius of the event venue, all host hotels, and offsite event venues. Examples include business cards, flyers, or collateral left on tables or in seating areas, floor clings or markings, or booth staff soliciting business outside of their designated booth space.

The Linux Foundation reserves the right to restrict and/or remove any sponsored activities, branding, promotional items, and collateral outside of designated booth spaces at the sponsor’s own expense.

Standard Booth Regulations|
The following regulations apply to all standard booths:

To accommodate attendees with severe peanut allergies, we strive to create a peanut-free environment at our event. We will not serve food or drinks containing peanuts and ask sponsors to refrain from providing giveaways that may contain peanuts.

Sponsors may NOT set up custom-built booths. Upgrades can be ordered.

All booth materials, furniture, AV equipment, etc. must fit within the footprint of your booth (booth size varies by sponsorship level) and may not encroach into adjacent aisles or neighboring booths. There will be storage onsite in a separate, unlocked room. 

Booth activities including demos, contests, raffles, etc. must be confined within each sponsors’ booth space and may not interfere with traffic flow in the aisles or neighboring booths. Sponsors are responsible for managing larger crowds to keep adjacent aisles and booths accessible at all times. Please ensure attendees are queuing up in an orderly fashion.

All sponsor activities, demos, giveaways, and collateral must be confined within each sponsors’ booth space and are prohibited anywhere outside of the booth including other areas within the Solutions Showcase, the event venue, offsite venues or nearby public spaces within a one-mile radius.

The maximum booth height for booth materials is 8ft. No booth materials or additional furniture may exceed the height as stated by level.

Hanging signs, banners, or trusses above the booth are not permitted.

Backwalls, counters, and any rented booth furniture are the property of the event venue and may not be altered in any way. No materials may be affixed to or hung from them.

Sponsors must not use sexualized images, activities, or other material in their booths and must refrain from the use of sexualized clothing, uniforms, costumes, giveaways, or otherwise creating a sexualized environment.

To ensure a welcoming and safe onsite exhibit space, please adhere to the onsite health + safety guidelines and refer to the event best practices for recommendations on booth layout and design.

Sponsors are not permitted to hand out branded lanyards as swag to conference attendees.

Photography + Videography
Sponsors are welcome to take pictures and videos within their designated booth space, but not outside of the booth space. Please keep aisles clear of any equipment. When taking pictures or videos of attendees inside the booth space, it is essential to get the approval of the participants first and to disclose the use of the photos or video to them. A photo or video release form for participants is recommended, especially if the footage will be used for commercial or promotional purposes. Sponsors are responsible for familiarizing themselves with and adhering to local union labor regulations regarding professional photography and videography.

Code of Conduct
The Linux Foundation and its project communities are dedicated to providing a harassment-free experience for participants at all of our events, whether they are held in person or virtually. Linux Foundation events are working conferences intended for professional networking and collaboration within the open source community. They exist to encourage the open exchange of ideas and expression and require an environment that recognizes the inherent worth of every person and group. While at Linux Foundation events or related ancillary or social events, any participants, including members, speakers, attendees, volunteers, sponsors, exhibitors, booth staff and anyone else, must not engage in harassment in any form.

This Code of Conduct may be revised at any time by The Linux Foundation and the terms are non-negotiable. Your registration for or attendance at any Linux Foundation event, whether it’s held in person or virtually, indicates your agreement to abide by this policy and its terms.