Pre-Conference Co-Located Best Practices + Event Guide

Thank you for co-locating your event at KubeCon + CloudNativeCon Europe 2019 on Monday, May 20, 2019!

In order to meet the needs of all events and create the best possible experience for attendees, we have updated the co-located event process and inclusions for 2019 events.

New for 2019

• Companies hosting co-located events must be a sponsor of KubeCon + CloudNativeCon Europe 2019.
• Companies are asked to choose between four co-located event packages.
• Seating for events must be set in classroom seating, unless no meals are served.
• Co-located events will run from 08:00  – 17:00. All receptions must be held off-site.
• Co-located events must charge attendees a minimum of $50 to attend their co-located event. If you would like to donate your profits to the CNCF diversity scholarship fund, this will be listed as such. If you need complimentary tickets for your co-located event, this can be done through a discount code created by the CNCF co-located events team.
• Attendees will only be able to attend one co-located event.
• Groups looking to customize their event past the packages offered are encouraged to look at local venues and cross-promote their event for $2,500 + registration processing fees which will include: your event listed on the conference website + added on the KubeCon + CloudNativeCon Europe registration form. Attendees can add your event to their conference registration. See page 8 for additional details.
• In terms of using Kubernetes in the title of your event, please follow the Correct and Incorrect usage examples in the Linux Foundation trademark guide.
• Your event name will be listed on the website as: Event Name hosted by Company Name.
• Provide us with a contact email to be listed on the website so attendees are able to ask additional questions.
• Please be sure someone from your team is able to check the room and orders the night prior, from 16:00  – 18:00.
• Submit website updates through a form (coming soon). This will help us to maintain a uniform website. All co-located events will be listed with: Title, Date, Time, Location (Fira Barcelona Gran Via or other), Registration Fee, 300 word max description and external event link.

Things to note

• All attendees, including speakers and staff MUST be registered for KubeCon + CloudNativeCon and your co-located event in order to enter the facility and be at your event.
• Attendee information that will be shared will be: first name, last name, company name, title and email address. Waitlist contact information will not be shared but we will let you know the number of people on the waitlist. This ensures compliance with GDPR.
• Once your event sells out, a waitlist will be enabled and your event will be marked as “Sold Out, Waitlist Available” on the Co-Located event website.
• Event topics are not exclusive to one event.

Best Practices

• Make sure you have budget set aside for any of the items your event requires but are not included in the package. Examples being – food at breaks and lunch, additional AV needs, power for attendees and session recording.
• All activities, including meals must take place in your meeting room.
• Post your event details early so that people can plan their travel.
• Create an external website that can be linked on the co-located event page. Only the event title and description will be listed in Sched, starting 13 March. An external link to your full agenda can be added to the co-located page at any time.
• You will need at least two people to staff your event check-in at a table provided in front of your meeting room.
• You can view published co-located events here. Events can be listed starting Monday, February 25.

In order to have your co-located event listed on the website and registration form, Please provide the following information no later than Thursday, April 4.

Information Needed to Post Event

• Pre-event coordinator name and email address
• Onsite event coordinator name, email address and cell phone number
• Official event title
• 300 word event description
• Event time frame
• Cost to attendees
• Link to external event site

What’s Included in your Package

• Meeting space + classroom setup. Classroom setup is required for all co-located events and all activities, including meals must take place in your meeting room.
• Access times include: set-up from 16:00 – 18:00 the night prior + meeting space from 08:00 – 17:00 on the day of the event.
• Conference WiFi
• Audio Visual (AV) Services: (1) projector, (1) screen, (1) wireless presenter, basic audio, (2) microphones
• In-room AV technician for the duration of your event
• Meeting room + wayfinding signage
• Contact information of attendees registered: First name, last name, company, title and email address
• (1) lead retrieval scanner for managing onsite registration
• (1) KubeCon + CloudNativeCon Pass
• All day water + coffee/tea service
• On-site event management
• Marketing and promotion, featured placement on KubeCon + CloudNativeCon website and registration form
• Manage event registration and fee collection, less credit card processing fees
• Registration table and two chair located in front of your room for attendee check in

Additional items to keep in mind and will need to be paid for and ordered separately:

• Additional AV – a second screen, microphones, session recording, etc.
• Dedicated internet – hardline or dedicated WiFi
• Catering – breaks and lunch
• Power – to each classroom table or a charging station in the back of the room

All of these items will be at the organizer’s expense and will need to be ordered and paid for directly with the venue/service provider.

AV

Included in your audio visual set-up is the following:

• One (1) Projector
• One (1) Screen
• One (1) Wireless presenter
• Basic audio package
• Two (2) microphones
• On-site AV Tech
• Conference WiFi

Information will come shortly with a la carte pricing for additional items, please refer to the best practices section for best practices on what to consider when building your budget.