Sponsor Guide

Thank you for your support of the Open Source Summit (OSS) India taking place in-person on Tuesday, 5 August 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 Shannon Jessee.

Registration

All sponsors have received a set number of OSS India only event pass(es). Booth staff attending OSS India 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 OSS India Marketing Kit for more marketing information and event specific graphics. 

Here are samples of available sponsor related graphics: 

OSS India Sponsor Marketing Graphics

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

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

Hyderabad International Convention Centre (HICC)
Izzathnagar, Hyderabad, Kothaguda, Telangana 500084, India

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 Hyderabad!

*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 Indian Standard Time (IST).

Booth Setup:

Tuesday, 5 August: 6:30 – 7:30 – booth must be fully set by 8:00

• Event badge is required after setup and to attend all event activities.
• The OSS India registration desk is located in the Registration Centre and sponsor tables are located in the MRG foyer at the HICC

Booth Hours: 

Tuesday, 5 August: 8:00 – 18:30

• Registration & badge Pick-Up: 8:00 – 17:00
• AM Coffee Break: 11:30 – 11:50
• Lunch (Lunch is provided for Attendees and Sponsors): 13:25 – 14:25
• PM Coffee Break: 16:00 – 16:15
• Tux Trek (Onsite Attendee Reception): 17:50 – 19:30

Booth Teardown: Tuesday, 5 August, 19:30 – 20:30

***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

July 15:

• 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.

July 20:

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

July 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 31:

• Delivery end 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 Shannon Jessee.

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 Shannon Jessee 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.

Advance Warehouse 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 information carefully as proper documentation and payment may be required prior to making any shipping arrangements, especially if shipping internationally.

If you need assistance with customs clearance, please reach out to RE Rogers, Mr. Rajath Naik at rajath@rogersworldwideindia.com before begining the shipping process.

SHIPMENTS SHOULD ARRIVE BETWEEN JULY 20 – 31
Please note the warehouse is closed on the weekends

Please provide as much information as possible on the labels, this will assist RE Rogers and the LF Sponsor team for a smooth shipping process. 

Shipments to the advance warehouse must have listed the below address and following information: 

Shipping Address:

H. No 1-6-45/1/A/4,
Survey No’s: 1, Ward No.1, Block No:6,
Dammaiguda Village, Alwal,
Hyderabad -Telangana 500010
India

Show Details: Open Source Summit (OSS) India, August 5, HICC
Sender Name + Contact Number:
Company/Exhibitor Name:
Booth Number:
Exhibitor Onsite Contact + Contact Number:
Package Nr.: _ of _

For questions regarding your shipment, please reach out to RE Rogers, Mr. Rajath Naik at rajath@rogersworldwideindia.com and copy Courtenay Pope.

Provide Tracking Information

Along with completing proper documentation for RE Rogers, 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. The more information you provide this will help our team and RE Rogers in any necessary tracking. 

Shipping Tracking Form for Sponsor Team

For questions regarding your shipment, please reach out to RE Rogers, Mr. Rajath Naik at rajath@rogersworldwideindia.com and copy Courtenay Pope.

Outbound Shipments

We advise making both inbound and outbound shipping arrangements at once. Please reach out to RE Rogers, Mr. Rajath Naik at rajath@rogersworldwideindia.com to coordinate your outbound shipping.

Individuals are responsible for repacking, affixing labels.

ALL booth materials must be removed from the conference venue by August 5 at 20:00.  Any shipment/courier pick ups will need to be prearranged for Solutions Showcase dismantling hours. Therefore, your booth materials need to be packed, labeled, and ready for shipping when you leave your booth.

Hand-Carrying

Sponsors may carry small, lightweight items into the venue 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.

HAND-CARRYING  

Sponsors may carry small, lightweight items into the venue 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.

Provide Tracking Information

Please submit all tracking numbers for your inbound 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

Security

Please do not leave valuable items unattended at your booth. Please take valuables such as laptops to your hotel room or visit the registration desk if you have any questions about storing items elsewhere overnight.

No storage space is available for sponsor items to be stored.

All items must be removed from by the end of the event. Any left-behind items may be discarded at the sponsor’s expense.

Neither The Linux Foundation, HICC, Rogers World Wide India, or their employees, staff, or third-party vendors will be held liable for lost or stolen items.  

Diamond, Platinum, Gold, Silver, and Bronze sponsors receive an exhibit space which includes:

• Two (2) 1.8m x .7m conference tables with tablecloths
• Four (4) chairs
• One (1) power strip with multiple sockets
• One (1) wastebasket
• Shared conference wireless internet

Notes:

• Pop-up banners must fit within your 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.

Platinum, Gold, Silver, and Bronze sponsors receive an exhibit space which includes:

• One (1) 1.8m x .7m conference table with tablecloth
• Two (2) chairs
• One (1) power strip with multiple sockets
• One (1) wastebasket
• Shared conference wireless internet

Notes:

• Pop-up banners must fit within your 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 monitors with stands available.

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

Please place your order no later than Thursday, 24 July. 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 Thursday, 24 July.

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

LEAD RETRIEVAL

Each sponsorship level includes one (1) lead retrieval device for collecting attendee contact information at your booth.

We are not offering additional lead devices for purchase currently. 

The lead scanning app is a mobile app that can be used on a personal smartphone, so your team members are welcome to download the app (details in the instructions section below) at no additional cost. Ω

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.

Lead Retrieval Instructions

Please review the instructions below.

VIEW THE PDF TUTORIAL 

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. 

1. Use the login information provided in the initial ExpoGenie email to login into the Lead Retrieval platform.
2. From the left menu, click Lead Campaigns. You will see a campaign for your event. Click Edit.
3. First section is Event Selection.
   1. Confirm the event that you want to scan badges for is listed. 
   2. Click Next.
4. Second section is Lead Data Fields.
   1. 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). 
   2. Click Next. 
5. Third section is the Lead Qualification Form.
   1. 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.
      1. 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.
      2. 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.
      3. “Notes” are automatically enabled by default here. 
   2. Once done, click Next for any edits to be saved. 
6. Fourth section is Booth Staff.
   1. Add and assign booth staff who will be scanning leads at your booth.
      1. Supervisors can see ALL scans for the campaign. Booth Personnel can only see and download their own scans. 
      2. If the Sponsor Admin will also be scanning onsite for leads, make sure you are added under booth staff with Supervisor access. 
      3. 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.
   2. Click Save changes. Your team is now ready to scan leads! 

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

Accessing Your Lead Report

As sponsor admin, you can view and export leads at any time during and after the event from the ExpoGenie Leads portal:

1. Log into the ExpoGenie Leads Portal
2. Click “Lead Reports” in the left side menu
3. Find the campaign you want to download leads for and click “View Report”
4. Select all of your leads by clicking the top checkbox under “Leads Data”
5. Click “Actions” in the upper right corner and then “Export Selected”.

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 OSS India 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.