welcome
Thanks for being a sponsor at Open Observability Summit and OTel Community Day 2025. Below you will find information about your sponsorship deliverables. If you have questions at any time, please don’t hesitate to reach out to Christie Davis at cdavis@linuxfoundation.org.
We will continue to update this page with information as it becomes available, so please check back frequently!
General Information
Deliverables & Deadlines
See deadlines for each level of sponsorship below. Please send all deliverables to Christie Davis at cdavis@linuxfoundation.org by the deadlines listed below.
Diamond Deadlines
See deadlines for Diamond Sponsors below. Please submit all deliverables to cdavis@linuxfoundation.org by the deadlines listed below.
Platinum Deadlines
See deadlines for Platinum Sponsors below. Please submit all deliverables to cdavis@linuxfoundation.org by the deadlines listed below.
Gold + Start-up Deadlines
See deadlines for Gold and Start-Up Sponsors below. Please send all deliverables to Christie Davis at cdavis@linuxfoundation.org by the deadlines listed below.
Deliverables
DIAMOND Deliverables
Speaking Opportunity: Diamond sponsors receive a 5-minute keynote speaking opportunity. Please see the speaking opportunity tab for more information.
Access to Opt-In Attendee Registration List:
List may be used for marketing purposes, and will include attendee contact information (with email address) of opt-in attendees.
Recognition In Event Promotional Emails and Attendee Communications:
Your logo and link will be included in the emails.
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.
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:
Sponsors receive a number of passes to the event based on sponsorship level.
Diamond: 4 passes
To register your passes, click the registration link here, select “Sponsor Booth Staff” from the dropdown and enter the discount code on the last page of registration.
Please email Christie Davis 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 (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: Platinum sponsors will be recognized during the opening session verbally and with their logo on a “thank you to our sponsors” slide.
Access to Opt-In Attendee Registration List:
List may be used for marketing purposes, and will include attendee contact information (with email address) of opt-in attendees.
Recognition In Event Promotional Emails and Attendee Communications:
Your logo and link will be included in the emails.
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:
Sponsors receive a number of passes to the event based on sponsorship level.
Platinum: 2 passes
To register your passes, click the registration link here, select “Sponsor Booth Staff” from the dropdown and enter the discount code on the last page of registration.
Please email Christie Davis 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 (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 Event Promotional Emails and Attendee Communications:
Your company name and link will be included in the emails.
Recognition in Opening Session: Platinum sponsors will be recognized during the opening session verbally and with their logo on a “thank you to our sponsors” slide.
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:
Sponsors receive a number of passes to the event based on sponsorship level.
Gold/Start-Up: 1 pass
To register your passes, click the registration link here, select “Sponsor Booth Staff” from the dropdown and enter the discount code on the last page of registration.
Please email Christie Davis if you need your sponsor code for the complimentary passes re-sent to you.
Attendee Swag/Giveaway (optional):
Gold and Start-Up 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 (e.g. chocolate, candy, granola bars).
Items must be approved by CNCF before the event.
Please provide your shipping information on this form.
Tabletop information
Diamond and platinum sponsors receive a tabletop display space which includes:
- (1) 6ft x 30in table with black drape
- (2) chairs
- (1) power strip
- (1) lead retrieval device + license
- Shared conference wifi
You may bring custom tablecloths, pop-up banners, small backwalls, or anything that fits within your 6ft x 4ft footprint and is under 8ft in height. Materials may not go outside your footprint. Subject to CNCF approval.
If you have any questions about tabletops or what you can bring in, please email cdavis@linuxfoundation.org.
Storage Onsite: Please store your empty boxes underneath your tabletop exhibit.
AV Upgrades
If you would like to rent monitors, laptops, or other audio/visual equipment for your booth, you may order directly from our vendor, AV Strategies. Please fill out the order form below no later than Monday, June 2.
For assistance with your monitor order, please contact:
AV Strategies
Fred Horsman
tradeshow@avstrategies.ca
cc cdavis@linuxfoundation.org
Additional Power
Each tabletop exhibit comes with one power strip. If you would like to order additional power, please order using the instructions here. Place orders by no later than Friday, June 6, to receive the advance discount pricing.
Additional Internet
Each booth package includes shared conference Wi-Fi free of charge. If running technical demos, we strongly recommend hard-wire internet. If you require hard-wired internet for your booth, place your order via the Smart City Internet Order Form to meet the advance order deadline no later than Friday, June 6. Please email customerservice@smartcitynetworks.com and copy cdavis@linuxfoundation.org if you have any questions and to submit your order form.
Lead retrieval information
Lead retrieval is offered to Strategic, Diamond, and Platinum sponsors with tabletops only.
Our onsite lead retrieval provider is Expogenie Lead Scanning. Setup instructions for the physical lead retrieval devices will be shared approx. 2 weeks prior to the event.
Each sponsor receives (1) lead retrieval device + (1) license with their sponsorship for collecting attendee contact information at your onsite booth.
Lead Retrieval Rules + Regulations
- Lead retrieval devices may be used to scan attendee badges within your exhibit booth ONLY. Scanning attendee badges in aisles, lounges, or anywhere outside of your booth is not permitted. If lead retrieval devices are used outside of a sponsor’s booth, CNCF reserves the right to remove all leads scanned for that day.
- All attendees must verbally consent prior to scanning their name badge.
- Adhere to our onsite health + safety guidelines in the exhibit hall. It is each sponsor’s responsibility to manage crowds in their booth and adjacent aisles.
- Handle your lead retrieval device(s) with care and do not leave any device(s) unattended at your booth. A replacement fee of $1,500 USD will be assessed for any lost, damaged, or stolen device.
- Phone numbers are NOT included on lead retrieval lists.
Lead Retrieval Options
Please submit your choice of lead retrieval via the Sponsor Google Form. You may choose from the following options:
Option 1: Physical Lead Retrieval Device(s)
Select this option if you would like to receive the physical lead retrieval device(s) that are included in your sponsorship. In addition to the physical devices, you may download the Expogenie Lead Scanning app to personal mobile iOS or Android devices. You may use the login credentials with your 1 license on as many devices 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 Expogenie Lead Scanning app on your own personal devices only. You will activate the provided license on your own mobile iOS or Android device(s). Requires iOS 14.1 or later or Android 8.0 or later.
Option 3: No Lead Retrieval
Select this option if you don’t want to collect leads onsite and won’t use the lead retrieval devices or app.
Lead Retrieval Instructions
Please review the instructions below.
Expo-Genie lead scanning is our official lead retrieval provider. Your appointed Sponsor Admin will be receiving an email invite from ExpoGenie Lead Scanning (no-reply@expo-genie.com) approximately 2 weeks before the event.
Once you are logged in, you will be able to:
- Add your Staff, giving them their own log-in so they can scan leads at the event.
- Staff will only see the leads they’ve scanned.
- You may add as many Staff and download the app as many times as you require at no additional cost.
- Add custom qualifiers
- Export your lead reports. All leads will go to one lead report.
Please follow the steps below to set up your lead scanning, add booth staff, and scan leads.
Set Up your 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.
- Use the login information provided in the initial ExpoGenie email to login into the Lead Retrieval platform.
- From the left menu, click Lead Campaigns. You will see a campaign for your event. Click Edit.
- First section is Event Selection.
- Confirm the event that you want to scan badges for is listed.
- Click Next.
- Second section is Lead Data Fields.
- Review the preset attendee data points that will be provided to you upon the scan, determined by the event organizer (See above for included fields).
- Click Next.
- Third section is the Lead Qualification Form.
- Here is where you can 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.
- Make sure each question you want to ask is toggled to enabled! Make sure to click publish on the last page to confirm any updates you make.
- For privacy reasons, phone numbers will NOT be included in the leads reports. If you wish to record attendees’ phone numbers, feel free to ask them for this information and add that question here.
- “Notes” are automatically enabled by default here.
- Once done, click Next for any edits to be saved.
- Here is where you can 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.
- Fourth section is Booth Staff.
- Add and assign booth staff who will be scanning leads at your booth.
- Supervisors can see ALL scans for the campaign. Booth Personnel can only see and download their own scans.
- If the Sponsor Admin will also be scanning onsite for leads, make sure you are added under booth staff with Supervisor access.
- If you are adding a new Booth Personnel contact, please make sure to toggle on the Welcome Email. They will also receive a notification email that they have been added to the event campaign.
- Click Save changes. Your team is now ready to scan leads!
- Add and assign booth staff who will be scanning leads at your booth.
Mobile App for Download
Please note you will need to use the lead scanning app on your own device and devices are not provided at this event. In addition, your booth staff may download the app to their own mobile devices and use it to scan attendee badges free of charge:
- Google Play: https://play.google.com/store/apps/details?id=com.e2esp.expogenie&pcampaignid=web_share
- Apple App Store: https://apps.apple.com/nz/app/expogenie-leads/id6469518790
Lead Report Data
The following attendee information will be included in the lead report:
- First name
- Last name
- Job title
- Company name
- Email address
- Physical address incl. country, city, state, zip code/postal code
- Job Function
- Industry
- Custom qualifiers (if applicable)
No Phone Numbers
For privacy reasons, phone numbers will NOT be included in the lead reports. If you wish to record attendees’ phone numbers, feel free to ask them for this information and add it manually as a note for each lead or create a custom question for this purpose.
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.
Shipping information
Shipping Instructions
Each company is responsible for shipping and tracking their 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 carefully as documentation and payment is required prior to delivery.
Freeman’s Advance Warehouse Shipping Labels
Shipping Tracking Form for Sponsor Team
Advance Warehouse Shipping Information
- The Colorado Convention Center will not accept shipments directly to the venue. Please send all shipments to the Freeman advance warehouse.
- Ship early to avoid delays and save money
- Freeman will accept crated, boxed or skidded material beginning 8 AM MST on May 23, 2025 at the address below.
- Material arriving after 3 PM PST on June 17, 2025 will be received at the warehouse with an additional late fee after deadline
- Please note that the Freeman Warehouse does not accept uncrated freight (loose, pad-wrapped material and/or unskidded machinery), COD shipments, hazardous materials, freight requiring refrigerated or frozen storage, a single piece of freight weighing more than 5,000 pounds or a single piece of freight beyond the dimensions of 108″ H x 93″ W.
- Warehouse materials are accepted at the warehouse Monday through Friday between the hours of 8:00 AM – 3:00 PM
- Certified weight tickets must accompany all shipments.
- If required, provide your carrier with this phone number: (888) 508-5054.
Inbound Shipments to Advance Warehouse
Freeman will accept shipments at the advance warehouse no earlier than 8:00 AM MST on Friday, May 23. All shipments received after Tuesday, June 17, 3:00 PM MST will incur additional late fees and may not be delivered in time. All shipments to the warehouse must be sent to the following address:
OpenObservabilityCon and OTel Community Day 2025 – BlueBird Ballroom 1C Foyer
Open Source Summit North America 2025
C/O Freeman
Freeman
4493 Florence St
Denver, CO 80238
Download Freeman’s advance warehouse shipping labels and label each package clearly with:
Your Company or Exhibitor Name
Your Booth Number
Exhibitor Onsite Contact & Mobile Phone Number
Package Nr.: _ of _
Freeman’s Advance Warehouse Shipping Labels
Provide Tracking Information
Please submit all tracking numbers for your shipments via the form below so that we can ensure that your items are delivered to the conference venue.
Shipping Tracking Form for Sponsor Services Team
For questions regarding your shipment, please contact:
Ben Kussow
Ben.Kussow@freeman.com
Onsite Security + Storage
Please do not leave valuable items unattended at your booth. Take valuables such as laptops to your hotel room. Any left-behind items may be discarded at the sponsor’s expense.
Freeman offers off-site storage for empty crates, pallets, or larger items at a fee. Neither the Linux Foundation, the venue, Freeman nor their employees, staff, or third-party vendors will be held liable for lost or stolen items.
For questions regarding your shipment, please contact:
Ben Kussow
Ben.Kussow@freeman.com
Outbound Shipping Instructions + Information
A material handling agreement must be filled out for any shipment leaving the venue via Freeman. These forms can be completed onsite.
ALL of your exhibit materials need to be packed, labeled, and ready for shipping when you leave your tabletop exhibit. Freeman will be onsite to assist with any last minute updates!
Schedule
Please see the schedule page for the full conference agenda including keynotes, sessions, social events, and other activities.
marketing + pr
The official conference hashtags are #OTelDay #OpenO11yDay
Sponsor content recommendations
Conference Logos
Official conference logos are available for download below:
If you are looking for a different file type, please email cdavis@linuxfoundation.org with your file request.
health + Safety
Please see the most up-to-date health and safety information on the health + safety page of the event site.
