Co-located Events Sponsor Guide

General + Registration Information

Thank you for your support of the KubeCon + CloudNativeCon Europe 2026 CNCF-hosted Co-Located Events taking place in-person on Monday, 23 March.

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

Event Lead

Main Contact: Ashlee Carlson will be your main point of contact for sponsorship deliverables for the Co-located Events.

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

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

Registration

Register here as a “Co-Located Event Sponsor” (towards the bottom of the list)
On the last page of registration, use the sponsor code that was emailed to you in your original confirmation email in the Discount Code field.
If you are also a KubeCon + CloudNativeCon sponsor, you can find this code in the sponsor portal on the Booth Staff Registration page. This code is include in your Registration Report as well. Please contact the main sponsor contact if you need access.

Co-located event sponsor codes are complimentary All Access passes that are included with your sponsorship. These include CNCF-hosted Co-located Events (Monday) AND KubeCon + CloudNativeCon (Tuesday-Thursday). However, if your company is also a KubeCon + CloudNativeCon Sponsor, please note the registration code 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 events. 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 if applicable.

Marketing

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

Download the Co-Located Event Sponsor Marketing Kit

Venue

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

RAI Amsterdam
Europaplein 24, 1078 GZ Amsterdam, Netherlands

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 Amsterdam!

VIEW THE VENUE MAP

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 Central European Time (CET | GMT+1).

Booth Setup: Monday, 23 March, 7:00 – 9:00

We recommend picking up your badge from 7:00 – 7:30 to avoid attendee traffic. We will have the registration help desk available for co-located event sponsors in case you 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: Monday, 23 March, 9:00 – 17:30

Reception 17:30 – 18:30
You are not expected to staff your booth during the reception.

Booth Teardown: Monday, 23 March, 17:30 – 18:30

Please note that access to the KubeCon + CloudNativeCon Solutions Showcase ends at 18:00. 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 on TBA. Please look out for this form and submit it by the specified deadline. ***

Diamond

6 February:

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

3 March:

AV order deadline (20% discount before 24 February)
Additional power order deadline
Hardline internet order deadline

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

13 March: Recommended deadline for your air freight to arrive at Amsterdam Schiphol airport (AMS)

19 March: Advance warehouse delivery deadline for courier + road freight (see shipping for additional details)

20 March: Register attendees by this date

Platinum

6 February:

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

3 March:

AV order deadline (20% discount before 24 February)
Additional power order deadline
Hardline internet order deadline

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

9 March: Recommended deadline for your air freight to arrive at Amsterdam Schiphol airport (AMS)

16 March: Advance warehouse delivery deadline for courier + road freight (see shipping for additional details)

20 March: Register attendees by this date

Gold + Start-up

6 February:

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

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

13 March: Recommended deadline for your air freight to arrive at Amsterdam Schiphol airport (AMS)

19 March: Advance warehouse delivery deadline for courier + road freight (see shipping for additional details)

20 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.

Social Media Post From @KubeCon_ X 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:

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 Monday and access to KubeCon + CloudNativeCon on Tuesday – Thursday.

Diamond: 5 passes

To use your complimentary passes, register here as a “Co-Located Event Sponsor” (towards the bottom of the list). On the last page of registration, use the sponsor code that was emailed to you in your original confirmation email in the Discount Code field.

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

Attendee Swag/Giveaway (optional):

In addition to what you give away at your table, sponsors may provide one type of 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. Nothing may be placed on the speaker podiums at any time. 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).
All items must comply with event Code of Conduct.

CNCF reserves the right to restrict the distribution of any unauthorized items before, during, and after the event. (If you’re unsure, please ask before the event and we can let you know if it’s approved!)

*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.

Wondering how much swag to bring? We recommend referencing the peak session attendance numbers in previous events’ transparency reports:

Please provide your shipping information on this form.

Table Top Sponsor Space and Lead Retrieval:

Diamond sponsors receive (1) lead retrieval device and a 1.8m x 1.2m (6ft x 4ft) footprint which includes (1) 180cm table, 2 chairs, and power. See the tabletop display section and lead retrieval section below for more detailed information.

Bookable Meeting Room: Diamond sponsors have access to a meeting room that can be booked in 30-minute or 1-hour increments. The room will be set for 10 boardroom style and will have basic power. The room location can be found in the booking schedule. If you only need 30 minutes, please only book that amount of time to allow more sponsors to utilize the room. Please review the schedule and email Ashlee Carlson with your preferred 30-minute or 1-hour time slot, as well as a second option.
No sponsor signage or collateral may be placed inside or outside the room.

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_ X 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

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).
All items must comply with event Code of Conduct.

*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.

Wondering how much swag to bring? We recommend referencing the peak session attendance numbers in previous events’ transparency reports:

Please provide your shipping information on this form.

Table Top Sponsor Space and Lead Retrieval:

Platinum sponsors receive (1) lead retrieval device and a 1.8m x 1.2m (6ft x 4ft) footprint which includes (1) 180cm 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_ X 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

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 one type of 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. Nothing may be placed on the speaker podiums at any time. 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).
All items must comply with event Code of Conduct.

*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.

Wondering how much swag to bring? We recommend referencing the peak session attendance numbers in previous events’ transparency reports:

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.

Event room Locations

Please reference the list below to find where your sponsor table will be approximately located.

Sponsor tables are assigned based first on sponsorship level and then by the contract signing date. We do not offer booth selection for these co-located events.

To maximize relevance and engagement, sponsor tables will be situated in the same vicinity or foyer space as the respective co-located event session room. This placement is designed to help sponsors connect directly with attendees who have relevant interests. Please note that as every venue is unique, we cannot guarantee identical traffic flow or table placement compared to previous events.

Wondering how much swag to bring? We recommend referencing the peak session attendance numbers in previous events’ transparency reports:

Co-Located Event	Sponsor Table Location Venue Map	Session Room(s) _{^{Subject to change}}
Agentics Day: MCP + Agents	Hall 7	Room A (afternoon)
ArgoCon	Upper Lounge (outside the Auditorium)	Auditorium (Track 1) G102-G103 (Track 2)
BackstageCon	Hall 8	Room E
CiliumCon	Elicium Foyer	Elicium 1 (afternoon)
Cloud Native AI + Kubeflow Day	Hall 7	Room B (track 1) Room C (track 2)
Cloud Native Telco Day	Topaz Lounge	G104-105
FluxCon	Elicium Foyer	Elicium 1 (morning)
KeycloakCon	N/A	Room A (afternoon)
Kubernetes on Edge Day	Upper Lounge (outside the Auditorium)	Emerald Room (morning)
Observability Day	Ruby Lounge	E103-105 (track 1) Forum (track 2)
Open Source SecurityCon	Hall 8	Room D
Open Sovereign Cloud Day	Park Foyer	F002-005
OpenTofu Day	Upper Lounge (outside the Auditorium)	Emerald Room (afternoon)
Platform Engineering Day	Hall 8	Room F (track 1) Room G (track 2)

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 DB Schenker.

Download DB Schenker’s Tariff + Shipping Instructions

Download DB Schenker’s Order Form

Download DB Schenker’s Shipping Labels (CO-LOCATED EVENT SPECIFIC)
Failure to use the correct shipping label may result in a delay in delivery to your booth

Download DB Schenker’s Courier Shipment Instructions

Download DB Schenker’s Invoice Template

NOTE: Do NOT ship anything before submitting all necessary information to fairs.amsterdam@dbschenker.com.

—> 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. DB Schenker, 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, DB Schenker will charge a separate material handling fee for all inbound or outbound shipments. Please review DB Schenker’s shipping + material rates above or contact fairs.amsterdam@dbschenker.com directly for a custom quote.

DB Schenker will accept shipments at the advance warehouse no earlier than Friday, 6 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 Amsterdam Schiphol airport (AMS) by Monday, 9 March.
Courier shipments + road freight: Shipments to the advanced warehouse must arrive by Monday, 16 March.

Before You Ship:

1. Read DB Schenker’s Shipping Manual and Courier Shipment Guide carefully. Do NOT ship anything before submitting all necessary information to fairs.amsterdam@dbschenker.com.

2. Fill out DB Schenker’s Order Form. Send the completed form to fairs.amsterdam@dbschenker.com PRIOR to sending out your shipments.

3. All shipments from outside the European Union require customs clearance. Please provide the additional customs documentation to fairs.amsterdam@dbschenker.com PRIOR to sending out your shipments. Review the customs clearance section below for more information.

4. Ship early! Plan for potential shipping and customs delays. All shipments must arrive at DB Schenker’s advance warehouse no later than Friday, 19 March to ensure on-time delivery to your booth.

5. Download and print the co-located event specific shipping labels for your boxes. Label each package clearly with the 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:

[Insert Exhibiting Company Name and Co-located Event Booth Number]
[Insert Co-located Event Name]
KubeCon + CloudNativeCon Europe 2026
Schenker Logistics Nederlan B.V.
Fairs, Events & Special Logistics
Ankerweg 18 – door 103
1041 AT Amsterdam

Label each package clearly with:

[Exhibitor Company Name]
[Co-Located Event Name]
Booth Number
Exhibitor Onsite Contact + Mobile Phone Number
Package Nr.: _ of _

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

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

7. AFTER YOU SHIP: FILL OUT THE SHIPPING NOTIFICATION FORM* so we know to expect your packages.

Customs clearance information for international shipments

All shipments from outside the European Union require customs documentation. Please review the required documentation for customs clearance below. Send your completed customs documents to fairs.amsterdam@dbschenker.com PRIOR to shipping your items. Shipments must be freight prepaid and customs cleared.

Intcoterm Delivered Duties Paid (Required)

All shipments must be sent using Incoterm DDP (Delivered Duties Paid). Shipments sent using other incoterms (e.g., DAP, EXW) are NOT accepted and may be refused, delayed, or incur additional costs.

EU EORI Number (Required)

All courier shipments originating outside of the European Union must include a valid EU EORI (Economic Operator Registration and Identification) number on the shipping documentation.

If an EU EORI number is not available, exhibitors have the following options:

Apply for an EU EORI number in advance of shipment here
Coordinate with a logistics agent to ship the goods via airfreight cargo. Contact fairs.amsterdam@dbschenker.com to assist if you do not have an agent.

Documentation

Each shipment must be accompanied by a complete and accurate set of shipping and customs documents. Missing or incomplete documentation may result in customs delays, additional charges, or refusal of shipment.

Airfreight

2 copies of Air Waybill (AWB)
3 copies of commercial or proforma invoice
3 copies of packing list (if available)
1 original Certificate of Origin / Preference (if applicable*)

Road Freight

To avoid issues with customs authorities, all required customs documentation must be presented upon arrival in Amsterdam, including (if applicable):

T-form (Issued by DBSchenker or Customs Broker)
ATA Carnet (May be required if the goods are temporary imports)
Certificate of Origin / Preference

Commercial Invoice / Packing List Requirements

A commercial or proforma invoice is required for all shipments and must include at least the following information:

Full name and address of the exhibitor
Event name, hall and booth number (as consignee or notify party)
Detailed description of the goods (including model and serial numbers, where applicable)
Value of each individual item and the total CIF value
Country of origin or manufacture

A combined commercial invoice and packing list may be used, provided it includes:

Number of pieces
Weight and dimensions

For customs purposes, exhibitors are encouraged to categorize goods as follows:

Exhibits
Display stand materials
Brochures, gifts, and other giveaway items

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

Permanent Import: For permanent imports, goods are released for free circulation either upon entry into the EU or after completion of a transit procedure. Customs duties and import VAT are payable. Certain goods (e.g., coffee, tobacco, spirits, sparkling wine) may also be subject to excise taxes.
Temporary Import: For temporary imports, a transit procedure may be required. A security deposit equal to the applicable import duties must be lodged with the customs office of departure. Once the transit procedure is correctly completed, the security deposit will be reimbursed. Customs clearance for temporary imports may be handled by DB Schenker or another appointed customs agent.

Customs & Import Regulations

Goods imported from non-EU countries require a formal customs procedure.

If you would like DB Schenker to manage customs clearance on your behalf, the following documentation is required:

A signed and stamped Power of Attorney
A commercial invoice

Please contact fairs.amsterdam@dbschenker.com prior to shipping if you intend to use their customs clearance services.

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.

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 Schebker’s warehouse only. Please contact to fairs.amsterdam@dbschenker.com arrange your outbound shipments.

Couriers, Deliveries + Pickup

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 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 warehouse 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 and equipment rental (e.g. pallet trucks, forklifts) for this event. Please review the shipping + material handling tariff and order form and contact fairs.amsterdam@dbschenker.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 Booths (Diamond and platinum only)

Rendering of a table with a white tablecloth and 2 chairs behind it.

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

(1) 180cm x 90cm black skirted table
(2) chairs
(1) lead retrieval device & license
(1) double outlet power strip, located at the back of the space (we will plug your monitor into this by default)
(1) wastebin
Shared conference wifi
Upgrade options listed below

Sponsor Table Placement

Sponsor tables are assigned based first on sponsorship level and then by the contract signing date. We do not offer booth selection for these co-located events.

Please note that as every venue is unique, we cannot guarantee identical traffic flow or table placement compared to previous events.

Guidelines

Materials MUST fit within your 1.8m x 1.2m (6ft x 4ft) space.
We recommend no more than (2) 3ft/.9m wide pull-up style banners OR one larger soft banner that is under 6ft/1.8m wide and 8ft/2.4m tall. Anything more could crowd your space and your neighbors. The LF events team reserves the right to ask sponsors to remove banners if they do not comply with our guidelines.
To ensure a pleasant experience for all sponsors and attendees, please keep aisles unobstructed by your staff, materials, and swag.
Pop-up banners no wider than 6ft/1.8m or taller than 8ft/2.4m are permitted behind your table. Smaller banners must fit behind your table. No hard walls or walls that require power tools for assembly.
Tables may NOT be substituted for other counter structures.
Nothing may be affixed to walls behind the table.
Materials cannot be placed in front of your booth. This includes laptop stands.
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, POWER, INTERNET EQUIPMENT

If you would like to rent monitors, additional power, or hardline internet for your booth, please order directly from our vendor, the RAI.

We strongly recommend hard-wired internet for all technical demos and internet-dependent activities in your booth.

Booths include a double outlet 3kW power supply.

RAI WEBSHOP – CO-LOCATED EVENT SPECIFIC
Please note this webshop is separate from the main KubeCon + CloudNativeCon webshop. Please ensure you are ordering in the correct webshop. Please review the RAI Webshop Account section below.

DEADLINE: 3 March

RAI Webshop Account

***IMPORTANT***

Before you can place any orders through the RAI webshop, you will need to request an account. If you have an active account from a previous event held at the RAI Amsterdam, you may log in with your existing credentials. Please note this webshop is separate from the main KubeCon + CloudNativeCon webshop. Please ensure you are ordering in the correct webshop. You may use the same account to order for the co-located events, but must be added to that webshop first. Please fill out the form below. If you already have an account you’d like to use, you can let us know on the first page of the form.

Keep in mind that it can take up to a week before a new account is created so please ensure you request your account ahead of any upcoming order deadlines.

How to Request aN Account

Step 1:

Fill out the Co-Located Event Specific RAI webshop billing details form. Make sure to submit the correct email address you want to be connected to your RAI webshop account. Confirmation emails and communications from the RAI exhibitor services team will be sent to the provided email address.

Step 2:

The RAI exhibitor services team will create an account for you. This can take up to (1) week to process. You will receive an email notification once your account is set up. Please follow the instructions in the email to set up your password.

Step 3:

Once you have created your password, you will be able to sign in and place your orders through the RAI webshop.

How to Add Additional Users to Your Account

Please request only one RAI webshop account per booth. If you have different team members or contractors placing orders for the same booth, please follow the instructions below to add them to your existing account:

Go to “My Account” in the RAI webshop and sign in
Select “My Organization” then “Users”
Click on the “Add User” button to add a new user
Once you’ve completed the process, the additional user will have access to the account
Repeat this process for every additional person you would like to add.

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

Our onsite lead retrieval provider is Cvent LeadCapture. 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.

IMPORTANT If you are also sponsoring KubeCon + CloudNativeCon:

Your lead retrieval for your Co-Located events will be shared with your KubeCon + CloudNativeCon account. (ie. If someone plans to scan leads at both your Co-Located event and KubeCon + CloudNativeCon, you only need to add yourself to the LeadCapture account once as a “Booth Staff” and can use the same license for both events).
You may keep the device from your co-located event to use during KubeCon+ CloudNativeCon, but please note that the device will count towards the total number of devices you are allotted for KubeCon + CloudNativeCon.
Your 1 Co-located event license has been added into your account in addition to any KubeCon + CloudNativeCon licenses.
If you are sponsoring multiple co-located events, the licenses will all be allocated to your main company account in Cvent.
The leads will be exported into the same report, but you can differentiate between your co-located event(s) and KubeCon + CloudNativeCon leads based on timestamps and by naming the scanning devices accordingly.

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 Cvent LeadCapture 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.

Order Additional Licenses

Please note that Cvent LeadCapture does not allow multiple user accounts or devices to share the same license. Each license is tied to a specific device and user. Licenses are non-transferable. For example, if you plan to use 1 rented physical device and 2 personal mobile devices with the Cvent LeadCapture app to scan leads at your booth, you will need 3 licenses. Each license needs to be assigned to a specific person and device.

If you wish to order additional lead retrieval licenses in addition to what is included in your sponsorship, please place your order and make your payment through the Cvent Exhibitor Portal.

Note: Only exhibitor admins have access to the Cvent Exhibitor Portal to purchase additional licenses. Please see the sections “Cvent LeadCapture User Types” and “Instructions for Exhibitor Admins” below on how to set up your account as a first step.

Once your Cvent LeadCapture account is set up, follow the instructions below to order additional lead retrieval licenses:

Log in to the Cvent Exhibitor Portal
Click “Licenses” in the navigation bar on the left side
Click on the blue button “Buy licenses”
Select one of the options under “Purchase LeadCapture Licenses”
Click “Go to checkout” to complete the transaction.

IMPORTANT: Only exhibitor admins (lead retrieval main contact for your company) have access to the Cvent Exhibitor Portal to purchase licenses.

The pricing for additional licenses is:

Single license: $249.00 each*
3-pack bundle (includes 3 licenses): $499.00*
Additional licenses after purchasing a single license or 3-pack bundle: $149.00* each

*Prices do not include taxes that may be applied.

Cvent LeadCapture User Types

The Cvent LeadCapture system differentiates between two types of users:

1. Exhibitor Admins
ONLY exhibitor admins have access to the Cvent Exhibitor Portal and the ability to:

Add additional exhibitor admins and booth staff
Purchase and assign lead retrieval devices and licenses
Customize lead retrieval questions or qualifiers
View and export lead reports.

Exhibitor admins cannot scan leads onsite unless they add themselves as booth staff and assign a license and device.

Note: You have the option of adding multiple exhibitor admins.

2. Booth Staff
Booths staff can scan leads onsite only. They do NOT have access to the Cvent Exhibitor Portal and cannot view or export lead reports.

IMPORTANT:

Exhibitor admins do NOT have to be registered for the event or present onsite during the event. However, it is strongly recommended to make at least one onsite staff an exhibitor admin so they can access the Cvent Exhibitor Portal to make last-minute changes if needed and to view and export leads.
Exhibitor admins can add additional admins and booth staff to their Cvent Exhibitor Portal.
A person can serve as both an exhibitor admin and booth staff at the same time.

Instructions for Exhibitor Admins

To use the onsite lead retrieval system, you will need to create an account with our provider Cvent. Please set up your account before the event begins by following the instructions below.

Step 1: Cvent Exhibitor Portal Login + Setup

An invitation email was sent from sponsorservices@cncf.io to the main sponsor contact to make them the exhibitor admin for their company. Please follow the instructions in the invitation email to set up your exhibitor admin account.

If you did not receive the invitation email, please check your spam folder. If you still can’t find the email, please contact sponsorservices@cncf.io immediately.

Creating A New Account
Click on the “Log In” button in your invitation email. Please follow the instructions to create your password and complete the setup of your account.

Existing Account
If you have a Cvent account from a previous event already and wish to use your existing account, please check that the email address of your existing account matches your current email for this event. If so, you can click on the “Log In” button from your invitation email and sign in with your existing credentials.

Step 2: Add Additional Admins

Log in to the Cvent Exhibitor Portal
Click “Team” in the navigation bar on the left side
Click on the tab “Admins”
Click on the blue button “Add admin”
Fill out the form to invite other team members to become an exhibitor admin.

Watch this tutorial for a walkthrough on how to add additional admins.

Step 3: Purchase Additional Licenses and/or Additional Devices

Log into the Cvent Exhibitor Portal
Click on “Licenses” on the sidebar menu
Click “Purchase licenses”

Step 4: Assign Booth Staff Licenses

Exhibitor admins have to assign licenses to booth staff in the Cvent Exhibitor Portal before staff can start scanning leads.

IMPORTANT: Licenses cannot be reallocated once activated, so please wait to assign licenses until you know for sure which booth staff members will be onsite. It is recommended to assign licenses 1-2 days prior to the event in case any staff members cannot attend unexpectedly.

Booth staff must be registered for the event before they can be assigned a license. Watch this tutorial on how to add booth staff and assign lead retrieval licenses.

How to Add Booth Staff:

Log in to the Cvent Exhibitor Portal
Click “Team” in the navigation bar
Click “Add Booth Staff” > “Search Attendee List”
Enter your booth staff’s registration confirmation number (which can be found in the confirmation email that they received after registering for the event).

How to Assign Licenses:

Click “Licenses” in the navigation bar
Click “Options” next to one of the unassigned license codes, then click “Assign License”
Select the booth staff you would like to assign the license to
Booth staff will automatically receive an invitation email with their access code that they need to log into the LeadCapture app. Please see “Instructions for Booth Staff” below on how to download the LeadCapture app.

IMPORTANT: Once your booth staff activates their license in the LeadCapture app either on their own device or a rented device, the license will be marked as “Consumed” (rather than “Assigned”). You cannot reallocate a consumed license to a different team member or a different device and may potentially have to purchase a new license. To prevent this, we recommend assigning licenses no more than 1-2 days before the event or onsite when you can be sure that there are no last-minute changes to your onsite staff roster.

Step 5: Set up Lead Qualification Questions (Optional)

Exhibitor admins may add custom questions or qualifiers in the Cvent Exhibitor Portal at no additional cost.

Log In to the Cvent Exhibitor Portal
Click “Lead Collection”
Click on the tab “Lead Qualification Questions”
You will see a few generic questions that come with each account by default. You are welcome to edit them or build out your own questions by clicking the blue button “Customize Questions”. See detailed instructions here.

Note: Custom questions and qualifiers cannot be added via the LeadCapture app on mobile devices. They have to be set up by admins through the Cvent Exhibitor Portal so please make sure to complete this before the event.

Instructions for Booth Staff

Please share the instructions below with your booth staff before they arrive onsite and start scanning leads.

Mobile App Download

If you opted to use the mobile app on your own personal device(s), please download the Cvent LeadCapture app from the Apple App Store or Google Play Store. Requires iOS 15+ or Android 9.0+.

License Activation Instructions

Open up the LeadCapture App on your mobile device or physical lead retrieval scanner.
Enter the access code that you received in the invitation email from your exhibitor admin. If you didn’t receive an email, please check your spam folder or ask your exhibitor admin to look up your code in the Cvent Exhibitor Portal. You can also tap “I don’t have an access code” in the app to resend your code.
Tap “Next” > “Yes, Activate Device” to confirm.

Note: Once activated, the license cannot reassigned to a different user or device. We recommend activating licenses no more than 1-2 days before the event or during booth set-up onsite when you can be sure that there are no last-minute changes to your onsite team or the devices you will be using.

Scanning Leads

Open the LeadCapture app on your device.
Tap “Add Lead” in the center of the screen. If prompted, tap “OK” to allow the app to access the camera.
Scan the QR code on an attendee’s name badge.
Tap “Qualify Lead” if you have set up custom qualifiers. Enter any qualifying questions, then tap “Save”.
If an attendee isn’t wearing a badge or the QR code can’t be read, you can add their information manually by tapping “Add Lead”. Then tap “Camera” at the bottom of the device to open other input method options. Tap “Enter Manually”. Enter the attendee’s information, then tap “Save”.
To view or edit a lead’s info, tap “Leads” at the bottom of the app’s home screen. Note: You can only view leads that were scanned with your device. You won’t be able to see leads that other booth staff have collected on other devices.
Ensure your device is connected to Wi-Fi to sync all leads to the server. If leads are not synced, your exhibitor admin will not be able to export the leads you collected from the Cvent Exhibitor Portal. Check the home screen for a note that says “All leads synced” with a green checkmark.

Deleting Leads

If you accidentally scanned a lead that you no longer want to appear in reports, exhibitor admins can delete the lead in the Cvent Exhibitor Portal. From the left-hand navigation, click “Lead Collection”. Click the arrow to the right of the lead you want to delete, click “Delete”, then click “Delete lead”. It is not possible to delete leads from the LeadCapture app on your mobile device.

Exporting Lead Reports

Only exhibitor admins have the ability to access and download lead reports from the Cvent Exhibitor Portal. Lead reports cannot be viewed or exported by booth staff from the LeadCapture app. Follow the instructions below to export your lead report. Watch this tutorial on how to view and pull lead reports.

Log in to the Cvent Exhibitor Portal
Click on “Lead Collection”
The number of collected leads will appear in the “Leads” section on the dashboard. Click on the blue “View” button to download the list in Excel format.
For a deeper dive into your leads per booth staff and leads per type, click “Reports” in the left-hand navigation. A list of available reports will appear. See instructions on how to filter reports here.

Lead Report Data

Only exhibitor admins can access and export lead report data via the Cvent Exhibitor 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.

Duplicate Entries

The lead report does show duplicate entries. For example, if a person’s name badge is scanned multiple times throughout the event, the person’s record will show up more than once in the report. If you would like to segment scans by booth staff or demo station, purchasing additional licenses can help manage leads. Please see above for ordering instructions.

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.

Storage

Limited storage space will be available for sponsors to store boxes or giveaways during the conference free of charge. 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.

Sponsors in Hall 7, Hall 8, and Park Foyer can store boxes and items behind the curtains between the built out session rooms for ease of access.
E002 is available for Observability Day sponsors in Ruby Lounge. It is located downstairs beneath the Lounge.
G101 is available for sponsors in Topaz Lounge + Upper Lounge. It is located off the Topaz Lounge

Items must be removed from the above locations by the end of the co-located events on 23 March.

There is also storage in the Solutions Showcase (this is the same storage as KubeCon + CloudNativeCon) that is open for set-up hours beginning at 8:00 on 23 March. It will be shared by all event sponsors on a first come first serve basis. Please do not leave valuables unattended. Please note you will need a “sponsor” badge to access the Solutions Showcase.

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, 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, the venue, 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. Co-located sponsor table guidelines can be found in the Tabletop Booth section above.

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.

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.