Co-located Events Sponsor Guide

General Information

Thank you for your support of the KubeCon + CloudNativeCon Europe 2025 CNCF-hosted Co-Located Events taking place in-person on Tuesday, 1 April.

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

Event Lead

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

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

For Co-Located event specific CFP, Keynote, and speaker questions, please reach out to Stacy Orlick.

Registration

All sponsors should register here as an “Co-Located Event Sponsor” (at the bottom of the list) using the sponsor code that was emailed to you in the Voucher Code field.

You receive a number of complimentary in-person All Access passes with your sponsorship. These include CNCF-hosted Co-located Events (Tuesday) AND KubeCon + CloudNativeCon (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. You are welcome to use these for whomever you like, whether for employees or customers. All in-person registrations include access to any virtual portions of the event.

Follow these steps to register for your All Access Pass:

Use the registration link here
Select “ Co-Located Event Sponsor” (at the bottom of the list, you may need to scroll)
Enter your code in the Voucher Code field when the page refreshes

Marketing

Looking to promote your sponsorship at KubeCon + CloudNativeCon? Use the marketing resources below!

MARKETING KIT

Venue

This year’s in-person event will take place at the following venue:

Excel London
Royal Victoria Dock
1 Western Gateway
London E16 1XL, United Kingdom

Please see our Hotel & 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 Ashlee Carlson.

We look forward to welcoming you to London!

Booth hours

*Schedule subject to change; check back frequently; final hours to be announced in pre-event sponsor information email the week before the event.

All times are in British Summer Time (BST | GMT+1).

Booth Setup: Tuesday, 1 April, 7:00 – 9:00am

We recommend picking up your badge from 7:00 – 7:30 to avoid attendee traffic. We will have the registration help desk dedicated to co-located event sponsors so you don’t encounter delays picking up your badge.
During this time*, you may put one type of swag on the chairs or on the table in the back of your Co-Located event room.
*If you are sponsoring a half-day event that begins in the afternoon, you may set your swag/giveaways out during lunch when the room is transitioned.

Booth Hours: Tuesday, 1 April, 9:00 – 5:30pm

Reception 5:30pm – 7:00pm
Reception location TBD; you are not required to staff your booth during the reception.

Booth Teardown: Tuesday, 1 April, 5:30pm – 7:00pm

Please note that access to the KubeCon + CloudNativeCon Solutions Showcase ends at 5:00pm. Please plan accordingly if you intend to move materials from your tabletop into the Showcase.

Due Dates

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

Diamond

21 February:

Logo in .svg format due / Confirm logo and URL on website
Confirm use of tabletop sponsor space
Confirm X (previously Twitter) Handle
Confirm use of lead retrieval device
Provide Giveaway Description
150 word email blast content due (no images)

24 February: AV order deadline

26 February: Hardline Internet early bird order deadline

3 March: Advance warehouse delivery start date (see shipping for additional details) – Fill out shipping tracking form so we know to locate your packages onsite

4 March: Additional power order deadline

26 March: Hardline Internet order deadline

28 March: Advance warehouse delivery deadline (see shipping for additional details)

28 March: Register attendees by this date

New benefit! Diamond sponsors have access to a meeting room that can be booked in 1-hour increments. The room will be set for 5-15 boardroom style and will not have AV. The room location will be shared closer to the event. Please review the schedule and email Ashlee Carlson with your preferred time slot, as well as a second option.

Platinum

21 February:

Logo in .svg format due / Confirm logo and URL on website
Confirm use of tabletop sponsor space
Confirm X (previously Twitter) Handle
Confirm use of lead retrieval device
Provide Giveaway Description

24 February: AV order deadline

26 February: Hardline Internet early bird order deadline

3 March: Advance warehouse delivery start date (see shipping for additional details) – Fill out shipping tracking form so we know to locate your packages onsite

4 March: Additional power order deadline

26 March: Hardline Internet order deadline

28 March: Advance warehouse delivery deadline (see shipping for additional details)

28 March: Register attendees by this date

Gold + Start-up

21 February:

Logo in .svg format due / Confirm logo and URL on website
Confirm X (previously Twitter) Handle
Provide Giveaway Description

3 March: Advance warehouse delivery start date (see shipping for additional details) – Fill out shipping tracking form so we know to locate your packages onsite

28 March: Advance warehouse delivery deadline (see shipping for additional details)

28 March: Register attendees by this date

Deliverables

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.

NEW! Bookable Meeting Room: Diamond sponsors have access to a meeting room that can be booked in 1-hour increments. The room will be set for 12-14 boardroom style and will not have AV. The room location will be shared closer to the event. Please review the schedule and email Ashlee Carlson with your preferred time slot, as well as a second option.

Email to Opt-In Attendees

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 you receive to your inbox. 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 the Tuesday before the event (tentatively).
The post-conference email will be sent out on the Tuesday after the event (tentatively).
Messages can thank attendees, promote a session, encourage attendees to download marketing materials, visit your tabletop, visit your website, contact you, etc.

Social Media Post From @KubeCon_ Handle:

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

Mobile Schedule Branding:

Diamond sponsors will have their company logo 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: 5 passes

To register your passes, click the registration link here, select “Co-Located Event Sponsor” as the registration type and enter your code in the Voucher Code field when prompted.

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

Attendee Swag/Giveaway (optional):

In addition to what you give away at your table, sponsors may provide (1) giveaway item/swag for attendees at the event to be set out the giveaway on the chairs in the session room during set-up hours the morning before the event*. Otherwise, giveaways may be set out on a table in the back of the session room. Sponsor is solely responsible for set-up and distribution. Examples include T-shirts, bouncy balls, pens, chargers, plush toys, etc. Please review the rules and regulations:

It is NOT permitted to use the conference logo and branding and/or Linux Foundation and CNCF logos and artwork on any swag or giveaways that are produced and/or distributed by sponsors. Examples include t-shirts, hats or other apparel, stickers, digital assets, and any other branded items whether offered for sale or as free giveaways. CNCF reserves the right to restrict the distribution of any unauthorized items before, during, and after the event.
It IS permitted to use any branding found in this GitHub repo
Sponsors may not distribute branded lanyards as giveaways to attendees, however, sponsor booth staff may wear their own company-branded lanyards at the event.
It is not permitted to bring in outside food or beverage as giveaways, especially items that may contain nuts as we are a peanut-free environment (e.g. chocolate, candy, granola bars).

Items must be approved by CNCF before the event.

*If you are sponsoring a half-day event that begins in the afternoon, you may set your swag/giveaways out during lunch when the room is transitioned.

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 section and lead retrieval section below for more detailed information.

Platinum Deliverables

Recognition in Opening Session: Sponsors will be recognized during the opening session verbally and with their logo on a “thank you to our sponsors” slide.

Social Media Post From @KubeCon_ Handle:

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

Mobile Schedule Branding:

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

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:

Platinum: 4 passes

To register your passes, click the registration link here, select “Co-Located Event Sponsor” as the registration type and enter your code in the Voucher Code field when prompted.

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

Attendee Swag/Giveaways (optional):

It is NOT permitted to use the conference logo and branding and/or Linux Foundation and CNCF logos and artwork on any swag or giveaways that are produced and/or distributed by sponsors. Examples include t-shirts, hats or other apparel, stickers, digital assets, and any other branded items whether offered for sale or as free giveaways. CNCF reserves the right to restrict the distribution of any unauthorized items before, during, and after the event.
It IS permitted to use any branding found in this GitHub repo
Sponsors may not distribute branded lanyards as giveaways to attendees, however, sponsor booth staff may wear their own company-branded lanyards at the event.
It is not permitted to bring in outside food or beverage as giveaways, especially items that may contain nuts as we are a peanut-free environment (e.g. chocolate, candy, granola bars).

Items must be approved by CNCF before the event.

*If you are sponsoring a half-day event that begins in the afternoon, you may set your swag/giveaways out during lunch when the room is transitioned.

Please provide your shipping information on this form.

Table Top Sponsor Space and Lead Retrieval:

Platinum sponsors receive (1) lead retrieval device 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.

Gold + Start-up Deliverables

Recognition in Opening Session: Sponsors will be recognized during the opening session verbally and with their logo on a “thank you to our sponsors” slide.

Social Media Post From @KubeCon_ Handle:

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

Mobile Schedule Branding:

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

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:

Gold / Start-Up: 2 passes

To register your passes, click the registration link here, select “Co-Located Event Sponsor” as the registration type and enter your code in the Voucher Code field when prompted.

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

Attendee Swag/Giveaways (optional):

Sponsors may provide (1) giveaway item/swag for attendees at the event to be set out on the chairs or swag table in the back of the the session room. If you wish to put your items on each chair in the session room, please do so during set-up hours the morning before the event*. Otherwise, giveaways may be set out on a table in the back of the session room. Sponsor is solely responsible for set-up and distribution. Examples include T-shirts, bouncy balls, pens, chargers, plush toys, etc. Please review the rules and regulations:

It is NOT permitted to use the conference logo and branding and/or Linux Foundation and CNCF logos and artwork on any swag or giveaways that are produced and/or distributed by sponsors. Examples include t-shirts, hats or other apparel, stickers, digital assets, and any other branded items whether offered for sale or as free giveaways. CNCF reserves the right to restrict the distribution of any unauthorized items before, during, and after the event.
It IS permitted to use any branding found in this GitHub repo
Sponsors may not distribute branded lanyards as giveaways to attendees, however, sponsor booth staff may wear their own company-branded lanyards at the event.
It is not permitted to bring in outside food or beverage as giveaways, especially items that may contain nuts as we are a peanut-free environment (e.g. chocolate, candy, granola bars).

Items must be approved by CNCF before the event.

Gold and start-up sponsors, though they do not have tabletops, may provide a single kind of giveaway/swag item to attendees. This could be something like a t-shirt, hat, sticker, literature, etc. Please ship your giveaways to the Co-Located event room, where you will find your shipments when you arrive for set up. Sponsors are responsible for setting out their giveaways on the table in the back of the room, or you may place giveaways on the chairs before the event begins*.

*If you are sponsoring a half-day event that begins in the afternoon, you may set your swag/giveaways out during lunch when the room is transitioned.

Please provide your shipping information on this form.

Speaking Opportunity

Diamond sponsors receive a 5-minute keynote speaking opportunity.

Please reach out to Stacy Orlick with any questions.

Session content must meet CFP requirements and is subject to approval by CNCF and/or the event Program Committee.
Sales and marketing pitches are prohibited.
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.
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.

Shipping

Shipping Instructions

Each company is responsible for shipping and tracking its own exhibit materials to and from the conference. CNCF and the Linux Foundation is not liable for any lost, stolen, or damaged shipments.

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 DSV.

Download DSV’s Shipping Manual

Download DSV’s Courier Shipment Guide

Download DSV’s International Handling Tariff

Download Commercial Invoice Template

Download Material Handling + Freight Order Form

Download Co-Located Event Specific shipping label*

IMPORTANT: Do NOT ship anything before submitting necessary documents to pinar.eligur@dsv.com and carla.cook@dsv.com at DSV for review and approval first.

—> AFTER YOU SHIP: FILL OUT THE SHIPPING NOTIFICATION FORM* <—

* If you do not use the co-located event specific shipping label and fill out the Shipping Notification Form, it will cause delays in getting your packages to your co-located event booth.

Inbound Shipments

Please DO NOT ship to the conference venue directly. The venue does not receive, clear customs, or store any shipments. DSV, our logistics provider for this event, 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, DSV will charge a separate material handling fee for all inbound or outbound shipments. Please review DSV’s shipping + material rates above or contact pinar.eligur@dsv.com and carla.cook@dsv.com directly for a custom quote.

DSV will accept shipments at the advance warehouse no earlier than Monday, 3 March. Please ship as early as possible to meet the receiving deadlines. Late shipments may not be delivered in time and will incur additional late fees.

Air freight: We recommend your shipment arrives at London Heathrow Airport (LHR) by Thursday, 20 March.
Courier shipments + road freight: Shipments to the advanced warehouse must arrive by Friday, 28 March.

Before You Ship:

1. Read DSV’s Shipping Manual and Courier Shipment Guide carefully. Do NOT ship anything before submitting all necessary information to pinar.eligur@dsv.com and carla.cook@dsv.com for review and approval.

2. Email shipment details to pinar.eligur@dsv.com and carla.cook@dsv.com PRIOR to sending out your shipments:

Name of courier company
Tracking numbers
Number of pieces and weight of shipment
Shipping invoice
Exhibition Freight Handling Order Form

3. All shipments from outside the United Kingdom require customs clearance. Please provide the additional customs documentation to pinar.eligur@dsv.com and carla.cook@dsv.com PRIOR to sending out your shipments. Review the customs clearance section below for more information.

EORI Number
Commercial Invoice
HS Code Summary Document (if applicable)
ATA Carnet (temporary import items, if applicable)

4. Ship early! Plan for potential shipping and customs delays. All shipments must arrive at DSV’s advance warehouse no later than Friday, 28 March to ensure on-time delivery to your booth.

5. Download and print Co-Located Event Specific shipping labels for your boxes. Label each package clearly with the Co-Located event name, exhibitor company name, number of boxes, and booth number. Failure to do so may result in identification problems and non-delivery. If you can’t use the official shipping labels, please label all shipments clearly with the following address:

[Co-Located Event Name + Exhibitor Name + Booth Number]
KubeCon + CloudNativeCon Europe 2025
c/o DSV
Excel Exhibition Centre
Bays 22-26 Sandstone Lane
Royal Victoria Docks
London, E16 1AA

Label each package clearly with:
Exhibitor Company Name & Co-Located Event Name
Onsite Contact & Mobile Phone Number
Box Number: _ of _

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

Pinar Eligur and Carla Cook
Phone: +44 (0) 121 780 2627
Email: pinar.eligur@dsv.com and carla.cook@dsv.com

Customs Clearance Information for International Inbound Shipments

All shipments from outside the United Kingdom require customs documentation. Please review the required documentation for customs clearance below. Send your completed customs documents to pinar.eligur@dsv.com and carla.cook@dsv.com PRIOR to shipping your items. Shipments must be freight prepaid and customs cleared.

EORI Number (Required)

When moving goods into the United Kingdom, the sender of the shipment will need a GB/UK Economic Operators Registration and Identification number (EORI) for customs clearance. Review the full details and apply online here: https://www.gov.uk/eori/apply-for-eori

Commercial Invoice/Packing List (Required)

You will need to submit a commercial invoice that list ALL of the items you are shipping into the UK. Use the commercial invoice template and complete the document with the following information:

Clear description of each item with quantities
CIF (Cost, Insurance, and Freight) value per item and total CIF value
Net weight and gross weight per item
10-digit UK HS code for each item (Reference: https://www.gov.uk/trade-tariff)
- If your invoice includes more than 5 UK HS codes, you are required to submit an additional HS Code Summary document (Excel format) with total quantities, values, and weights per HS code
Country of origin of each item

While you are packing your items, pay attention to which of your items are temporary import goods vs. permanent import goods.

Temporary Import Goods: These goods are intended to be in the UK solely for the purpose of the exhibition and must be re-exported back to their country of origin after the event concludes.
Permanent Import Goods: These goods are intended to remain in the UK after the exhibition. They will clear customs permanently and will not be re-exported.

Please note:

You must pack temporary goods separately from permanent goods.
You must provide separate commercial invoices for temporary and permanent goods. Do NOT mix the two types of goods on the same commercial invoice as they have separate custom clearance processes.

ATA Carnet (if applicable)

An ATA Carnet is required if you are shipping temporary import items. It will allow your temporary import items to travel internationally with less paperwork than required for permanent import goods. Please contact your local Chamber of Commerce to receive instructions on how to obtain and complete an ATA Carnet.

Provide Tracking Information

Please submit all tracking numbers for your inbound Co-Located event shipments through the Shipping Tracking Form so that we can help ensure your items are delivered to the conference venue and the correct booth. If you do not fill out this form, we will not know to account for your shipments onsite which could result in a delayed delivery to your tabletop.

FILL OUT SHIPPING TRACKING FORM*

* If you do not use the co-located event specific shipping label and fill out the Shipping Notification Form, it will cause delays in getting your packages to your co-located event booth.

Courier Deliveries + Outbound Shipments

For safety reasons, only approved vendors will be able to access 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 DSV and they will deliver the items to your booth. Any outbound shipments need to be handled by DSV. You may either use DSV’s own outbound shipping services or have them store your outbound shipments at their warehouse and your courier can pick them up at their warehouse.

Material Handling, Hand-Carrying + Private Vehicles

DSV is the exclusive provider of material handling services and equipment rental (e.g. pallet trucks, forklifts) for this event. Please review the shipping + material handling tariff and order form and contact pinar.eligur@dsv.com and carla.cook@dsv.com directly for a custom quote.

Exhibitor-appointed contractors (EACs) may load and unload their own vehicles by hand. Motorized vehicles such as trucks or vans operated by EACs are not permitted to enter the exhibit halls at any time including move-in and dismantling hours. All vehicles must be unloaded and loaded outside. Sponsors may carry small items into the venue by hand. We do not recommend carrying heavier items by hand due to the walking distance from parking lots to the exhibit hall. 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.

Tabletop Displays (Diamond and platinum only)

Diamond and platinum sponsors receive a 1.8m x 1.2m space which includes:

(1) 160cm (l) x 80cm (w) draped table
(2) chairs
(1) lead retrieval device & license
(1) triple outlet power strip, located at the back of the space (we will plug your monitor into this by default)
(1) wastebin
Shared conference wifi

Notes:

Materials MUST fit within your 1.8m x 1.2m space.
Pop-up banners no wider than 6ft are permitted behind your table. Smaller banners must fit behind your table.
Nothing may be affixed to walls behind the table.
Materials cannot be placed in front of your booth.
Any boxes, shipments, giveaways, and additional materials MUST fit under your table or be moved to storage. Aisles must be kept clear.
You may bring your own tablecloth.
Please be courteous of neighboring booths.
Don’t forget power adapters and converters!
Please review the Booth Staff Guidelines for best practices regarding your booth

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

ADDITIONAL AV EQUIPMENT

If you would like to rent monitors, laptops, or other audio/visual equipment for your tabletop, please order directly from our please order directly through the Servis e-commerce website via the “Co-Located Events” tab on the right hand side. Payment is to be made directly to Servis by credit card. Sponsors need to create an account before placing an order through the Servis e-commerce website. If you are unable to pay by credit card, please contact kubecon25@servisgroup.es with the items you would like to order and arrange for payment by bank transfer.

DEADLINE: Monday, 24 February.

Some products on the Servis e-commerce website are available for specific sponsor levels only. Please read each item description carefully before ordering.

Only items on the the “Co-Located Events” tab on the right hand side are available for the tabletop booths.

If you have any questions about your AV order, please contact:

Servis
Phone: +34 93 423 31 07
Email: kubecon25@servisgroup.es

When filling out the “Shipping” (booth delivery) page, please follow format below unless you are also ordering for your KubeCon + CloudNativeCon booth. The Servis team will be able to differentiate your tabletop order as long as you order those items through the Co-located Event Tabletops page. Your booth number will be provided in the coming weeks and will begin with a “Z.” If you do not yet have your booth number, please put “0.”

ADDITIONAL POWER

All electrical orders must be placed through the Servis e-commerce website via the “Co-Located Events” tab on the right hand side.

DEADLINE: Tuesday, 4 March.

Notes:

Each standard booth package includes a power drop and (1) power strip located behind your table.
If you have ordered a monitor, you do not need to order additional power, as we will plug it in to the power strip that comes with your table. You might consider additional power + strips if you are bringing multiple devices.
Please make sure you bring the correct power adapters and converters for your electronic devices.
The power outlets supplied by Servis will be the standard European type C socket (not the UK type G plug).

For assistance with your electrical order for standard booths, please contact:

Servis
Phone: +34 93 423 31 07
Email: kubecon25@servisgroup.es

Deadline: 4 March

HARD-WIRED INTERNET

If you require hard-wired internet for your tabletop, please place your order through the Excel London Webshop. You will be asked to provide your booth number. If you do not have your booth number yet, please enter N/A. Contact the Excel London exhibitor services team at ExhibitorOrders@excel.london to update your order once your booth number is confirmed.

Submit your order by Wednesday, 26 February, to take advantage of the early bird pricing. Orders placed after this date will incur a 20% increase. The final deadline to order hard-wired internet is Wednesday, 26 March. Onsite requests will be evaluated on a case-by-case basis and may not be guaranteed. Please place your order in advance to ensure availability.

Ordering Instructions:

When placing your order through the webshop linked above, you will be asked to provide an electrical grid to indicate placement.
While we will place this on your table by default, please use this sample grid to indicate that this is for your Co-Located Event in the “Event Name” field.
Please also email Ashlee Carlson when you place your order so we can ensure it is accounted for

EARLY BIRD DEADLINE: Wednesday, 26 February
FINAL DEADLINE: Wednesday, 26 March

If you have questions about your internet order, please contact:

Excel London
Phone: +44 (0) 207 069 4400
Email: ExhibitorOrders@excel.london

Lead retrieval (Diamond and platinum only)

Lead retrieval is offered to Diamond and Platinum sponsors with tabletops only.

IMPORTANT: If you are also sponsoring KubeCon + CloudNativeCon, your lead retrieval for your Co-Located events will be shared with your KubeCon + CloudNativeCon account.

LEAD RETRIEVAL

Setup instructions for the physical lead retrieval devices will be shared approx. 2 weeks prior to the event.

Each sponsor receives (1) lead retrieval device + (1) license with their sponsorship for collecting attendee contact information at your onsite booth.

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, CNCF reserves the right to remove all leads scanned for that day.
All attendees must verbally consent prior to scanning their name badge.
Adhere to our onsite health + safety guidelines in the exhibit hall. It is each sponsor’s responsibility to manage crowds in their booth and adjacent aisles.
Handle your lead retrieval device(s) with care and do not leave any device(s) unattended at your booth. A replacement fee of $1,500 USD will be assessed for any lost, damaged, or stolen device.
Phone numbers are NOT included on lead retrieval lists.

Lead Retrieval Options

Please submit your choice of lead retrieval via the Sponsor Google Form. You may choose from the following options:

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. In addition to the physical devices, you may download the Cvent LeadCapture app to personal mobile iOS or Android devices. However, each device requires a separate license so please remember to purchase additional licenses as needed.

Option 2: Mobile App Only

Select this option if you don’t want to receive the physical lead retrieval device(s) that are included in your sponsorship and will use the lead retrieval app on your own personal devices only. You will activate the provided license(s) on our own mobile iOS or Android device(s) and you have the option to purchase additional licenses if needed. Requires iOS 14.1 or later or Android 8.0 or later.

Option 3: No Lead Retrieval

Select this option if you don’t want to collect leads onsite and won’t use the lead retrieval devices or app.

Lead Report Data

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.

Storage

Limited storage space will be available for sponsors to store boxes or giveaways during the conference free of charge. Two small storage rooms will be located in the Solutions Showcase (one in the North Event Halls and one in the South Event Halls). The storage rooms will be available throughout the conference starting on Tuesday, 1 April during move-in hours, from 8:00am – 5:00pm on 1 April. It will be shared by all sponsors on a first come first serve basis. Storage space cannot be reserved. Please be considerate of other sponsors and stack your boxes to take up as little space as possible. Do not use the storage room for personal belongings, luggage, or valuables.

Please note you will need a “sponsor” badge to access the Solutions Showcase on 1 April.

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 exhibitor services desk if you have any questions about storing items elsewhere overnight. Neither CNCF, the Linux Foundation, Servis, nor their employees, staff, or third-party vendors will be held liable for lost or stolen items.

Security

Please do not leave valuable items unattended at your tabletop display (diamond & platinum sponsors). 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.

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

Neither CNCF, the Linux Foundation, Servis, Excel, nor their employees, staff, or third-party vendors will be held liable for lost or stolen items.

RULES + REGULATIONS

To ensure a safe and enjoyable event experience for all attendees, please adhere to the following rules and regulations. This list is not exhaustive. Please read ALL sections in this guide carefully to familiarize yourself with additional guidelines specific to sponsorship benefits and deliverables.

Code of Conduct

The Cloud Native Computing Foundation (CNCF) is dedicated to providing a harassment-free experience for participants at all of our events. All participants are expected to behave in accordance with our Code of Conduct. Sponsors must not use sexualized images, videos, activities, giveaways, or other material, or otherwise create a sexualized environment.

CNCF reserves the right to remove anyone from the event if it is determined that their participation or behavior creates a disruption or hinders the event or the enjoyment of the event by other attendees.

Livestreaming + Rebroadcasting

It is prohibited to record, copy, reproduce, live stream, rebroadcast, or otherwise distribute recordings, live streams, or broadcasts of events hosted by the Cloud Native Computing Foundation without first obtaining the express written permission of the Cloud Native Computing Foundation.

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.

Lead Retrieval

Lead retrieval devices and apps may be used to scan attendee name badges within the sponsor’s own exhibit booth ONLY. Scanning attendee badges in aisles, lounges, or anywhere outside of the booth area is not permitted. Lead retrieval at private offsite functions or sponsor-hosted events such as after-hour networking events, meet-ups, parties, etc. is strictly prohibited.

If lead retrieval devices or apps are used outside of a sponsor’s booth, CNCF reserves the right to delete the sponsors’ scanned leads and to exclude the sponsor from lead retrieval at future events.

Frequency Coordination

Frequency coordination is essential for large-scale events to ensure clear and uninterrupted communication among wireless systems. Proper coordination prevents interference and optimizes the use of available radio frequencies.

To comply with local regulations, sponsors or their AV suppliers will be required to apply for a frequency license for wireless devices such as wireless microphones. More information on the coordination process and how to request a license will be shared soon.

Sponsor Branding + Activities

All sponsor activities, branding, advertising, 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 co-located event space, the conference venue, all host hotels, offsite event venues, and any nearby public spaces within a one-kilometer 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, banners, billboards, or soliciting business outside of the designated booth space.

CNCF 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.

Branding Guidelines

Please refer to the CNCF branding guide for detailed information on CNCF artwork, sponsor-branded booth graphics, giveaways, and swag.

Pets + Service Animals

There are no animal welfare facilities at the venue. To support animal welfare, no pets are permitted at the event except service animals. Service animals may only perform the tasks they are trained for. They may not be used for promotional activities.

Suitcasing or Outboarding

“Suitcasing” is the practice of participating in an event as an attendee and using that attendee access to solicit business from other attendees, exhibitors, or event participants.

“Outboarding” is the practice of setting up events, activities, exhibitions, or a booth in the event venue or its vicinity (e.g., in a hotel room, lounge, or meeting space, or at a nearby business) without authorization.

In both cases, the effect is to take the benefits of being a sponsor or exhibitor without having paid the fees (which are necessary for CNCF, a nonprofit organization, to be able to create and host the event), and to undermine the structures of the event around sponsorship and exhibition. Any attendees suitcasing or outboarding may have their access to the event revoked and may be barred from participating in future events. If you see a party suitcasing or outboarding at the event, please report it to the CNCF events team at the Exhibitor Services Desk.

Drug Policy

Use of recreational drugs, including all DEA-scheduled drugs (without a prescription) and all cannabinoids, is not permitted at the event. Such drugs are also not permitted as part of any giveaway or promotion at the event.

Firearms

The Cloud Native Computing Foundation (CNCF) and The Linux Foundation do not allow firearms, regardless of whether they are permitted or not, or whether they are concealed or not, to be brought into our events.

Additional Resources

Download our Best Practices Checklist to help guide you through the pre-event planning process and to make the most of your sponsorship benefits. The Onsite Booth Staff Guidelines are a handy tool to distribute to your team members ahead of the event to make sure they are familiar with the event before arriving onsite.