Sponsor Guide

Thank you for your support of LF Energy Summit 2024, taking place in person in Brussels, Belgium this September 5-6!

Please click through the tabs on this page to access information on exhibiting at the conference. If you have any questions, please don’t hesitate to contact Christie Davis.

Each sponsor receives a number of complimentary passes for the event which can be used for your staff or customers to register. 

Diamond: 5 passes
Platinum: 3 passes
Gold: 2 passes
Silver: 1 pass
Community Partner: 1 pass (with promotion of event only)

To register, please use this link, choose the “In-Person Sponsor” registration type, and enter the discount code that was sent to you in your welcome email. Please email Christie Davis to have your code re-sent to you.

Your sponsorship also includes a 20% discount code for additional passes. To register using this code, please use this link, choose the “In-Person Attendee” registration type, and enter the discount code that was sent to you in your welcome email. Please email Christie Davis to have your code re-sent to you.

Please check back frequently as exhibit hours may vary slightly between now and closer to the event. To view the full schedule click here.

Setup
Wednesday, June 4 | 20:00 – 22:00
Thursday, June 5 | 8:00 – 10:00

*All booths must be set up by 10:00 on Thursday. 

Exhibit Hours
Thursday, June 5 | 10:30 – 18:30
Friday, June 6 | 10:30 – 16:00

Tear Down
Friday, June 6 | 16:00 – 18:00

VENUE

Brussels Marriott Hotel Grand Place
Rue Auguste Orts, Grand Place 3-7, 1000
Bruxelles, Belgium

HOTEL INFORMATION

Please see the venue & travel page for full information.

Brussels Marriott Grand Place
Dates with Availability: September 2, 3, 4, 5, 6
Room Rates Start From: €259
Taxes: €4.24/night
Rate Includes: Breakfast, Wifi
Room Block Closes: August 2, 2024 @11:59 PM CEST
(Please note, the rate is valid until the cut-off date or the room block is full)

Please note, rooms will most likely sell out in advance of the room block close dates listed below. We encourage you to book early to secure a room at the conference rate.

Important: The Linux Foundation will never reach out to attendees by phone to make hotel reservations for our conferences. If you receive a phone call or email from someone claiming to be with The Linux Foundation or a travel agency and they attempt to sell you a hotel room, please email us at housing@linuxfoundation.org.

AIRPORT INFORMATION

Brussels Airport (BRU)
Distance from the venue: 16.9 KM
Time by car: 25 minutes

Driving Directions: from BRU to Venue

Transportation: 

Bus and Subway Station: De Brouckere 

Train Station: Gare Centrale

PARKING

At the Venue:
On-site: €30 Daily

Q Park: 350 M from Venue: €28 Daily

AUGUST 7:
– Confirm logo
– Confirm URL
– Confirm use of tabletop exhibit (Diamond, Platinum, and Gold only)
– Confirm use of lead retrieval app (Diamond, Platinum, and Gold only)
– Reach out to Christie Davis if you would like to place additional orders for your exhibit table. (Diamond, Platinum, and Gold only)

AUGUST 15:
– Choose pre-event attendee email blast and post-event attendee email blast send out date (Diamond only)
– Submit 75-word message for shared platinum sponsor pre-event attendee email sent to opt-in attendees (Platinum only)
– Submit 75-word message for shared platinum sponsor post-event attendee email sent to opt-in attendees (Platinum only)
– Submit 50-word message for shared gold sponsor pre-event attendee email sent to opt-in attendees (Gold only)
– Submit collateral description for approval (Platinum, Gold + Silver)

AUGUST 23: Registration deadline

Recognition on Event Website, Onsite Sponsor Signage, and “Thank You to Our Sponsors” Keynote Slide
Your company logo and URL will appear on the LF Energy Summit event site. Your logo will also appear on onsite signage and the ‘Thank You to Our Sponsors’ keynote slide.

Conference Attendee Passes
Sponsors receive 5 passes to LF Energy Summit.

Please email Christie Davis if you need your sponsor code for the complimentary passes re-sent to you.

20% Discount on Additional Conference Passes
For use by your customers, partners, or colleagues. Please email Christie Davis if you need your discount code re-sent to you.

Speaking Opportunity
All sponsor content must be approved by the Program Committee. No sales & marketing pitches allowed. Diamond sponsors receive (1) 10-minute keynote and (1) 30-minute breakout session.

Exhibit Booth
Includes a pull-up banner, 6’ table, 2 chairs, conference wifi, and power.

Lead Retrieval App
Live scans, real time reporting and ability to take notes on captured leads. No physical device provided.

Pre-Event and Post-Event Attendee Email Blast
Diamond sponsors have the opportunity to send (1) pre AND (1) post-conference email to attendees who opted-in to receive sponsored content. Dates are reserved on a first come first serve basis. Review the email schedule and submit your preferred date to Christie Davis by Thursday, August 15. The Linux Foundation will send emails on a conference-branded email template on behalf of the sponsor. Attendee contact details will not be shared. **Finalized content is due 5 business days before your chosen send out date. Content received less than 5 business days will not be sent out.**

Pre-event emails will be sent out the week of August 26-30 only. 

Post-event emails will be sent out the week of September 9 – September 13 only. 

Emails can thank attendees, promote a session, encourage attendees to download marketing materials, visit your booth, visit your website, contact you, etc. You can view the email template here (coming soon).

Custom subject lines are not permitted. All subject lines will read: A Message on Behalf of LF Energy Summit Diamond Sponsor, X”

You may include (1) image size 700×300 pixels, (1) header, and (1) call to action button.
**No additional customizations will be permitted.

Please send your content in a Word document or Google document.

Social Media Promotion of Sponsorship
Sponsors receive 3 posts from the @LFE_Foundation.

Recognition In Email Marketing
Sponsors will be recognized in marketing emails with logo and link.

Recognition on Event Website, Onsite Sponsor Signage, and “Thank You to Our Sponsors” Keynote Slide
Your company logo and URL will appear on the LF Energy Summit event site. Your logo will also appear on onsite signage and the ‘Thank You to Our Sponsors’ keynote slide.

Conference Attendee Passes
Sponsors receive 3 passes to LF Energy Summit.

Please email Christie Davis if you need your sponsor code for the complimentary passes re-sent to you.

20% Discount on Additional Conference Passes
For use by your customers, partners, or colleagues. Please email Christie Davis if you need your discount code re-sent to you.

Speaking Opportunity
All sponsor content must be approved by the Program Committee. No sales & marketing pitches allowed. Diamond sponsors receive (1) 30-minute breakout session.

Exhibit Booth
Includes a pull-up banner, 6’ table, 2 chairs, conference wifi, and power.

Lead Retrieval App
Live scans, real time reporting and ability to take notes on captured leads. No physical device provided.

Pre-Event and Post-Event Shared Platinum Attendee Email
Platinum sponsors have the opportunity to send a 75-word message for a shared platinum sponsors pre-event email and a 75-word message for a shared platinum sponsors post-event email.

Social Media Promotion of Sponsorship
Sponsors receive 2 posts from the @LFE_Foundation.

Recognition In Email Marketing
Sponsors will be recognized in marketing emails with logo and link.

Recognition on Event Website, Onsite Sponsor Signage, and “Thank You to Our Sponsors” Keynote Slide
Your company logo and URL will appear on the LF Energy Summit event site. Your logo will also appear on onsite signage and the ‘Thank You to Our Sponsors’ keynote slide.

Conference Attendee Passes
Sponsors receive 2 passes to LF Energy Summit.

Please email Christie Davis if you need your sponsor code for the complimentary passes re-sent to you.

20% Discount on Additional Conference Passes
For use by your customers, partners, or colleagues. Please email Christie Davis if you need your discount code re-sent to you.

Exhibit Booth
Includes a 6’ table, 2 chairs, conference wifi, and power.

Lead Retrieval App
Live scans, real time reporting and ability to take notes on captured leads. No physical device provided.

Pre-Event Shared Gold Attendee Email
Gold sponsors have the opportunity to send a 50-word message for a shared gold sponsors pre-event email.

Social Media Promotion of Sponsorship
Sponsors receive 1 post from the @LFE_Foundation.

Recognition In Email Marketing
Sponsors will be recognized in marketing emails with logo and link.

Recognition on Event Website and “Thank You to Our Sponsors” Keynote Slide
Your company logo and URL will appear on the LF Energy Summit event site. Your logo will also appear on the ‘Thank You to Our Sponsors’ keynote slide.

Conference Attendee Passes
Sponsors receive 1 pass to LF Energy Summit.

Please email Christie Davis if you need your sponsor code for the complimentary passes re-sent to you.

20% Discount on Additional Conference Passes
For use by your customers, partners, or colleagues. Please email Christie Davis if you need your discount code re-sent to you.

Recognition In Email Marketing
Sponsors will be recognized in marketing emails with logo and link.

Recognition on Event Website and “Thank You to Our Sponsors” Keynote Slide
Your company logo and URL will appear on the LF Energy Summit event site. Your logo will also appear on the ‘Thank You to Our Sponsors’ keynote slide.

Conference Attendee Passes
Sponsors receive 1 pass to LF Energy Summit (with promotion of event only).

Please email Christie Davis if you need your sponsor code for the complimentary passes re-sent to you.

20% Discount on Additional Conference Passes
For use by your customers, partners, or colleagues (with promotion of event only).

Please email Christie Davis if you need your discount code re-sent to you.

Diamond and Platinum Sponsors Receive

• 6′ table with table drape
• (1) pull-up banner
• 2 chairs
• 1 power drop with power strip
• Conference Wi-Fi

You may bring your own tablecloth.

Gold Sponsors Receive

• 6′ table with table drape
• 2 chairs
• 1 power drop with power strip
• Conference Wi-Fi

You may bring your own tablecloth.

ADDITIONAL SPONSOR ORDERS

If you would like to order AV, additional power, or additional internet, please see the AV, Power + Internet tab below.

If you would like to order AV, additional power, or hard line internet, please email Christie Davis by August 7th.

Each company is responsible for shipping and tracking its own exhibit materials to and from the conference. If you plan to ship items, please read the information below carefully. 

Label shipments with the following:

Brussels Marriott Hotel Grand Place Rue A. Orts 3-7, 1000 Brussels
LF Energy Summit 4-6 September
Attn: Alessia Perrone

*Shipments can be accepted starting on Friday, August 30th. The hotel will not accept shipments before this date.

**PLEASE ADD TRACKING INFORMATION TO HERE**

Diamond, Platinum, and Gold sponsors receive the ExpoGenie lead retrieval app with their sponsorship. See below for further details.

Lead Retrieval Setup Instructions  

We are excited to bring you a new lead scanning platform for this event! Expo-Genie lead scanning will be provider for LF Energry Summit 2024.

You will recieve an email about 2 weeks before the event with instructions on how to log into the Expo-Genie lead scanning platform as the Sponsor Admin. Once you are logged in as the Sponsor Admin, you can add your Booth Staff, who will be able to scan leads at the event.

**You may add as many Booth Staff and download the app as many times as you require at no additional cost.**

 Please follow the steps below to set up your lead scanning, add booth staff, and scan leads. 

Add Your Team (4-minute video)

The first thing to do after logging in, is to add your team. From the left menu click:

1. User Accounts, then the Plus icon in the upper right
2. Add their contact information and click Save

Create a Lead Campaign for this Event

A lead campaign is a specific area of the event you are scanning leads for. You have (1) booth, so you will create (1) lead campaign. 

1. From the left menu, click “New Lead Campaign”
2. Click Select Event, and find the Event that you want to scan badges for (LF Energy Summit 2024). Click Next.
3. You can view the attendee data points that will be provided to you upon the scan, determined by the event organizer (See lead report data section above).
4. Create custom qualifiers or use the ones provided for you. These are questions that you’d like your onsite team to answer after scanning the attendee’s badge, or interaction with an attendee at the booth. 
5. From the drop down, select the Users that you’d like to have access to scan attendee badges. 
6. Assign them a role. Sponsor Admin can see ALL scans for the campaign. Onsite Staff can only see their own scans.
7. Click Publish — You are ready to scan leads!

Download the Mobile App

Google Play LINK

Apple Store LINK

Using the Mobile App

View this video for a quick tutorial on how to use the mobile app.

Viewing and Exporting Leads (1-minute Video)

You must be a Sponsor Admin to view and export leads

1. Log in to the web application.
2. From the left menu click Lead Reports
3. Search for and select the campaign you want to download leads for. Click View Report.
4. Select all of your leads using the checkbox
5. Click Export from the upper right corner

Lead Retrieval Rules + Regulations

• Lead retrieval devices and apps may be used to scan attendee badges within your exhibit booth ONLY. Scanning attendee badges in aisles, lounges or anywhere outside of the Sponsor Showcase is not permitted. If lead retrieval devices or apps are used outside of a sponsor’s booth, PyTorch reserves the right to delete the leads and exclude the sponsor from lead retrieval at future events.
• Lead retrieval at private offsite functions or sponsor-hosted events such as after-hour networking events, meet-ups, parties, etc. is strictly prohibited.
• All attendees must verbally consent prior to scanning their name badge.
• 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.

Lead Report Data

You may export your lead report in real-time during the event. Information on how to access your account will be shared approximately two weeks before 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

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 to the notes field for each lead or create a custom question for this purpose.

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 and the Event Terms and Conditions which include 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 virtual exhibit hall or exhibitor directory, and any actions within the virtual 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.

Diamond and Platinum sponsors receive the following speaking opportunities at LF Energy Summit:
Diamond: (1) 10-minute keynote and (1) 30-minute breakout session
Platinum: (1) 30-minute breakout session

Please send the following information to Carolyn Ingalls if you have not done so already so she can add it to the schedule as soon as possible:

• Speaker Name
• Speaker Email
• Speaker Title
• Speaker Biography
• Speaker Headshot (high-resolution, 600×600 pixels)
• Title of Presentation
• Abstract of Presentation

Please see the schedule page for the full conference agenda including keynotes, sessions, social events, and other activities. 

Please see the most up-to-date health and safety information on the health + safety page of the event site.

Please familiarize yourself with the code of conduct before attending the event.