LFEU Roadshow Milan Sponsor Guide

Thank you for your support of the LFEU Roadshow Milan taking place in-person on Tuesday, 8 July 2025.

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

Event Lead

Courtenay Pope will be your main point of contact for sponsorship deliverables for this event.

For CFP, Keynote, and speaker questions, please reach out to Jillian Hall.

Registration

All sponsors have received a set number of LFEU Roadshow Milan only event pass(es). Booth staff attending LFEU Roadshow Milan attending should register here as a “Sponsor” (required registration type for code to work) using the sponsor code that was emailed to you in the Voucher Code field.

Sponsors have all received a number of complimentary in-person All Access pass(es) with your sponsorship.

Follow these steps to register for your All Access Pass:

• Use the registration link here
• Select “Sponsor”
• Enter your code in the Discount Code field when the page refreshes

If you have any questions regarding your sponsorship benefits or registration passes, please contact LF Sponsor Services Team.

Anyone who has already registered may log into their LFID or reference their confirmation email and directly make modifications to their registration.

Marketing

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

View the LFEU Roadshow Milan Marketing Kit for more marketing information and event specific graphics. 

Here are samples of available sponsor related graphics: 

LFEU Roadshow Milan Sponsor Official Sponsor Graphic 1200×628

LFEU Roadshow Milan Sponsor Join us Graphic 1200×628

LFEU Roadshow Milan Official Sponsor Graphic 1080×1080

LFEU Roadshow Milan Sponsor Join Us Graphic 1080×1080

Follow us on Social: LinkedIn, Instagram, Facebook, Mastodon & Twitter @linuxfoundation. 

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

Hilton Milan
Via Luigi Galvani, 12, 20124 Milano MI, Italy

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 LF Sponsor Services Team.

We look forward to welcoming you to Milan!

*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:

Monday, 7 July: 14:00 – 16:00

• No registration badge will be required for sponsor set up.

Tuesday, 8 July: 7:30 – 8:00 – booth must be fully set by 8:00

• Event badge is required after setup and to attend all event activities.
  • The LFEU Roadshow Milan registration desk and sponsor tables are located in the lobby/foyer on the first floor at the Hilton Milan

Booth Hours: 

Tuesday, 8 July: 8:00 – 18:30

• Registration & badge Pick-Up 8:00 – 17:30
• AM Coffee Break 10:15 – 11:00
• Lunch (Lunch is provided for Attendees and Sponsors) 12:10 – 13:30
• Onsite Attendee Reception 17:30 – 18:30

Booth Teardown: Tuesday, July 8, 18:30 – 20:00

***Please email all deliverables to Linux Foundation Sponsor Services.*** 

Please note all deliverables apply to everyone unless sponsor levels are specified. We recommend reviewing your contract to see what deliverables come with your sponsorship. If you have any questions regarding your deliverables, please email Linux Foundation Sponsor Services

June 19:

• Confirm use of tabletop sponsor space – Platinum, Gold, Silver, and Bronze sponsors
• Logo in .svg format due / Confirm logo and URL on website
• Confirm use of lead retrieval license. Note, sponsors receive a license for the lead retrieval app to install on their own device. No physical device provided.

June 24:

• Internet, additional power, and monitor order deadline
• Register attendees by this date
• If you have any registration questions please email Linux Foundation Sponsor Services.

July 3:

• Milan Hilton delivery start date – Fill out shipping tracking form so we know to locate your packages onsite

Platinum sponsors can participate in the program committee for the “Impact” Track. For questions regarding this, please reach out to Jillian Hall.

Platinum and Gold sponsors receive a speaking opportunity.

Platinum sponsors have the opportunity for a 15-minute keynote and Gold sponsors have the opportunity of a conference session.

Please reach out to Jillian Hall with any questions and required content for your speaking opportunity.

1. Session content must meet CFP requirements and is subject to approval by The Linux Foundation and/or the event Program Committee. 
2. Sales and marketing pitches are prohibited.
3. 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.
4. 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 Instructions

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

The Hilton Milan will receive all shipments either onsite and deliver them to your booth. Regardless of the carrier you are shipping with, Hilton Milan may charge a separate material handling fee. All charges are the responsibility of the sponsor. 

Inbound Shipments to hilton milan

BEFORE YOU SHIP: please read the the below details carefully.  

To ensure on-time delivery to your booth, we recommend shipping to the Hilton Milan. Hilton Milan will accept shipments at the warehouse no earlier than Thursday, 3 July. Note, weekend arrivals may not be accepted.

• Shipments are accepted at the Hilton Milan Monday through Friday between 9:00 and 15:00 Central European Summer Time (UTC/GMT +2).

All shipments to the Hilton Milan must be sent to the following address:

Hilton Milan
Via Galvani 12, 20124 – Milano (Italy)
LFEU Roadshow Milan, Exhibitor Name, 8 July 2025

Label each package clearly with: 

Company/Exhibitor Name
LFEU Roadshow Milan

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 the Hilton Milan and they will deliver the items to your booth.

All outbound shipping must be coordinated with Hilton Milan and Linux Foundation Sponsor Services. Third-party shipping companies or couriers will not be permitted to enter the exhibit hall to pick up parcels without advanced notice.  

Material Handling, Hand-Carrying + Private Vehicles

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. The Hilton Milan may charge material and handling fees upon arrival to the hotel. 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 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. 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 the Linux Foundation, Hilton Milan, nor their employees, staff, or third-party vendors will be held liable for lost or stolen items.  

Platinum, Gold, Silver, and Bronze sponsors receive a 6ft x 4ft space which includes:

• (1) 1.8M (length) x 0.75M (width) draped table
• (2) chairs
• (1) lead retrieval license
• (1) triple outlet power strip, located at the back of the space (we will plug your monitor if ordered 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 branded tablecloth
• Don’t forget power adapters and converters!

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

ADDITIONAL AV EQUIPMENT

If you would like to rent monitors for your booth, please email Linux Foundation Sponsor Services.  We will only have 55″ monitors with stands available.

Pricing:
55″ Monitor + Stand: Euro 350,00 + VAT/tax 22% each/ per day

Please place your order no later than Tuesday, June 24. The Linux Foundation will invoice you directly for all orders.   

If you have any questions about your AV order, please contact Linux Foundation Sponsor Services

ADDITIONAL POWER

The Hilton Milan is the exclusive electrical provider at the Hilton Milan. All electrical orders must be placed through the Hilton Milan. The deadline for electrical orders is Tuesday, June 24.

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 Italy, please make sure you bring the correct power adapters and converters for your electronic devices.

Deadline: June 24
To order: Email the Linux Foundation Sponsor Services directly at lfsponsorservices@linuxfoundation.org.

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 email Linux Foundation Sponsor Services.

Deadline: June 24
To order: Email the Linux Foundation Sponsor Services directly at lfsponsorservices@linuxfoundation.org.

LEAD RETRIEVAL

The LFEU Roadshow Milan lead retrieval provider is ExpoGenie Lead Scanning. Setup instructions will be shared approximately 1 week prior to the event.

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

Lead Retrieval Rules + Regulations

• Lead retrieval 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, The Linux Foundation reserves the right to remove all leads scanned for that day.
• All attendees must verbally consent prior to scanning their name badge. The sponsor admin must also set up lead retrieval on the ExpoGenie Lead Scanning company portal and booth staff must scan for leads at their booth with ExpoGenie Lead Scanning for a lead report to be created. Missing one or multiple of these steps will result in no lead data, therefore no lead report to provide.
• 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 by default on lead retrieval lists (see below for lead retrieval data provided of scanned leads at your booth). 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.

Lead Report Data

Only exhibitor admins can access and export lead report data via the ExpoGenie 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 if your booth staff input duplicates. You may elect to not have duplicates or just edit an entry multiple times. Make sure to let your onsite team know your preference as it’ll be up to them to select the preferred option.

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.

There is no designated storage space for LFEU Roadshow Milan sponsors during event days.

As there is no Sponsor storage all items need to be stored under your designated table at your booth space.

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 the Linux Foundation, the Hilton Milan, nor their employees, staff, or third-party vendors will be held liable for lost or stolen items.