Co-Located Events Sponsor Guide

General Information

Thank you for your support of the KubeCon + CloudNativeCon North America 2024 CNCF-hosted Co-Located Events taking place in-person on Tuesday, November 12.

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 CFP, Keynote, and speaker questions, please reach out to Stacy Orlick.

Registration

All sponsors should register here as an “Co-Located Event Sponsor” 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”
Enter your code in the Voucher Code field when the page refreshes

Marketing

Looking to promote your sponsorship, session, or attendance at a Co-Located Event? Use the marketing resources below!

Coming soon!

Venue

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

Salt Palace Convention Center
90 South West Temple
Salt Lake City, Utah 84101

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 Salt Lake City!

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 Mountain Standard Time (MST).

Booth Setup: Tuesday, November 12, 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.

Booth Hours: Tuesday, November 12, 9:00 – 5:30pm

Reception 5:30pm – 7:00pm
The reception will be held in TBA.

Booth Teardown: Tuesday, November 12, 5:30pm – 7:00pm

Please note that access to the KubeCon + CloudNativeCon Sponsor 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

September 27:

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)

October 11: Advance warehouse delivery start date (see shipping for additional details) – Fill out shipping tracking form so we know to locate your packages onsite

October 21:

AV order deadline
Additional power order deadline

October 29: Hardline Internet order deadline

November 5: Advance warehouse delivery deadline (see shipping for additional details)

November 8: Register attendees by this date

Platinum

September 27:

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

October 11: Advance warehouse delivery start date (see shipping for additional details) – Fill out shipping tracking form so we know to locate your packages onsite

October 21:

AV order deadline
Additional power order deadline

October 29: Hardline Internet order deadline

November 5: Advance warehouse delivery deadline (see shipping for additional details)

November 8: Register attendees by this date

Gold + Start-up

September 27:

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

October 11: Advance warehouse delivery start date (see shipping for additional details) – Fill out shipping tracking form so we know to locate your packages onsite

November 5: Advance warehouse delivery deadline (see shipping for additional details)

November 8: 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.

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 Mention From @KubeCon_ Handle:

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

Mobile Schedule Branding:

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

Recognition On Event Website and Event Signage:

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

Conference Attendee Passes:

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

Diamond: 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.

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 Mention From @KubeCon_ Handle:

CNCF will create and post the content for social media mentions. Sponsors receive 1 group mention with other platinum and diamond 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.

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 Mention From @KubeCon_ Handle:

CNCF will create and post the content for social media mentions. Sponsors receive 1 group mention with other gold and start-up 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 sponsors, though they do not have tabletops, may provide giveaways. Please ship 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.

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

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

As the official material handling provider, Freeman will receive all shipments either at their advance warehouse or onsite and deliver them to your booth. Regardless of the carrier you are shipping with, Freeman will charge a separate material handling fee. All charges are the responsibility of the sponsor.

You will need a FreemanOnline account to order shipping and material handling services for your booth. If your company does not have a FreemanOnline account, contact Freeman at TurnkeyExhibits@freeman.com to request a new account. Not sure if you have an existing account? Go to FreemanOnline, click “Login” in the top right corner, and then “Create an Account”. Search for your company name. If your company doesn’t show up in the results, contact Freeman to create a new account for your company.

Inbound Shipments to Freeman Advance Warehouse

BEFORE YOU SHIP: please read the shipping and material handling instructions on FreemanOnline carefully as documentation and payment will be required prior to delivery.

To ensure on-time delivery to your booth, we recommend shipping to Freeman’s advance warehouse. Freeman will accept shipments at the warehouse no earlier than Friday, October 11. All shipments received after Tuesday, November 5, 3:00 PM MST will incur additional late fees and may not be delivered to your booth in time.

Shipments are accepted at the warehouse Monday through Friday between 9:00 AM and 3:00 PM Mountain Time.
Certified weight tickets must accompany all shipments.
If required, provide your carrier with this phone number: +1 888 508-5054

All shipments to the advance warehouse must be sent to the following address:

CO-LOCATED EVENT SPECIFIC SHIPPING LABEL
Please use this label to ensure your packages are delivered to your table on time.

[Exhibiting Company Name] + [Co-Located Event Name] + [Table Number if you have it]
KubeCon + CloudNativeCon North America 2024 Co-Located Events
1812 S Empire Rd Suite B
C/O BTX/ Freeman
Salt Lake City, UT 84104
USA

Label each package clearly with:

[Exhibiting Company Name] + [Co-Located Event Name]
[Table Number if you have it]
Exhibitor Onsite Contact + Mobile Phone Number
Package Nr.: _ of _

Inbound Shipments to Salt Palace Convention Center

BEFORE YOU SHIP: please read the shipping and material handling instructions on FreemanOnline carefully as documentation and payment will be required prior to delivery.

Freeman will accept shipments at the conference venue no earlier than Sunday, November 10. Shipments arriving prior to this date will be refused by the venue.

Any charges incurred for early freight accepted by the facility will be the responsibility of the exhibitor.
Certified weight tickets must accompany all shipments.
If required, provide your carrier with this phone number: +1 888 508 5054

Shipments to the conference venue must be sent to the following address:

CO-LOCATED EVENT SPECIFIC SHIPPING LABEL
Please use this label to ensure your packages are delivered to your table on time.

[Exhibiting Company Name] + [Co-Located Event Name] + [Table Number if you have it]
KubeCon + CloudNativeCon North America 2024 Co-Located Events
Salt Palace Convention Center
C/O Freeman
100 S West Temple
Salt Lake City, UT 84101
USA

Label each package clearly with:

[Exhibiting Company Name] + [Co-Located Event Name]
[Table Number if you have it]
Exhibitor Onsite Contact + Mobile Phone Number
Package Nr.: _ of _

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

Courier Deliveries + Outbound Shipments

Please DO NOT instruct or schedule any couriers (e.g. UPS, FedEx) to deliver or pick up parcels to/from your booth directly as they will not be permitted to access the event space. Any inbound deliveries should be sent to Freeman and they will deliver the items to your booth.

All outbound shipping must be coordinated with Freeman. Please visit Freeman’s shipping help desk in the exhibit hall to make arrangements or submit your outbound paperwork in advance through FreemanOnline. Third-party shipping companies or couriers will not be permitted to enter the exhibit hall to pick up parcels. You may either use Freeman’s own outbound shipping services or have them store your outbound shipments at Freeman’s warehouse and your courier can pick them up at the warehouse.

Material Handling, Hand-Carrying + Private Vehicles

Freeman is the exclusive provider of material handling services for this event. Material handling includes unloading and storing your exhibit materials, delivering to the booth, handling of empty containers to and from storage, and removing of material from the booth for reloading onto outbound carriers, and operating motorized equipment such as forklifts. Please refer to FreemanOnline for rates and order instructions. Motorized vehicles such as trucks or vans operated by exhibitor-appointed contractors 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 at the loading docks.

Sponsors may carry small, lightweight items into the venue by hand. Keep in mind that the walking distance from the nearest parking garage to the exhibit hall may be longer than expected. We do not recommend carrying heavier items by hand. Any materials that require the use of wheeled or mechanical equipment, such as dollies or flatbeds, must be delivered via the loading docks and are prohibited in the venue lobbies or hallways.

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, Freeman, SCC, nor their employees, staff, or third-party vendors will be held liable for lost or stolen items.

Tabletop Displays (Diamond and platinum only)

Diamond and Platinum sponsors receive a 6ft x 4ft space which includes:

(1) 6ft (l) x 30in (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:

Pop-up banners must fit within your 6ft x 4ft space
You may bring your own tablecloth
Don’t forget power adapters and converters!

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 booth, please order directly from our vendor, AV Strategies. Please complete the online AV Order Form no later than Monday, October 21. Payment credit card is to be made directly to AV Strategies.

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

AV Strategies
Phone: +1 855-879-3950
Email: tradeshow@avstrategies.ca

ORDER HERE by October 21

ADDITIONAL POWER

Freeman is the exclusive electrical provider at Salt Palace Convention Center. All electrical orders must be placed through FreemanOnline. The deadline for electrical orders is Monday, October 21.

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.
If you are traveling from outside of the United States, please make sure you bring the correct power adapters and converters for your electronic devices.

To order:

You will need a FreemanOnline account to order power for your booth. Not sure if you have an existing account? Go to FreemanOnline, click “Login” in the top right corner, and then “Create an Account”. Search for your company name. If your company doesn’t show up in the results, contact TurnkeyExhibits@freeman.com to request a new account.
View the Utilities & Electrical section to order.
READ CAREFULLY: This is the same ordering portal as the main KubeCon + CloudNativeCon FreemanOnline portal. Please indicate that your order (or which specific items) in your order are for your co-located event, including the name of the co-located event in the notes field during checkout.

HARD-WIRED INTERNET

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

While we do not allow sponsors to have their own Wi-Fi networks, we do offer the option to purchase a hardline if you require one. If you require hard-wired internet for your booth, please place your order through the order form below. Please make sure to use the order form below, which is specific to co-located events.

Please reach out to Heidi Baird with any questions.

ORDER HERE by October 29

Lead retrieval (Diamond and platinum only)

Coming soon!

Storage

Sponsor storage will be available in the main KubeCon + CloudNativeCon Solutions Showcase on Level 1, which is the floor between the Co-Located event floors. Sponsors will have access to this space on November 12 between 8:00am – 5:00pm. The space is first come, first serve. Please visit the exhibitor services desk in the exhibit hall for the access code to the storage room

Please note you will need a “sponsor” badge to access the Solutions Showcase on November 12.

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, Freeman, nor their employees, staff, or third-party vendors will be held liable for lost or stolen items.