Sponsor Guide

Thank you for your support of Open Source Summit Japan 2024 taking place in-person on Monday, October 28 – Tuesday, October 29.

Event Lead

Courtenay Pope and Marissa Nino will be your main points of contact for sponsorship deliverables for this event.

For CFP, Keynote, and speaker questions, please reach out to Jennifer Crowley.

Registration

All sponsors should register here as a “Sponsor” using the sponsor code that was emailed to you in the Discount Code field.

You receive a number of complimentary in-person All Access passes 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 need your code resent, please contact LF Sponsor Services.

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

Toranomon Hills
Toranomon Hills Mori Tower 5th Floor
1-23-3 Toranomon, Minato-ku
Tokyo 105-6305

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.

We look forward to welcoming you to Tokyo!

*Schedule subject to change; check back frequently; final hours to be announced in pre-event sponsor information email the week before the event. Note breaks below are periods of time where we anticipate higher foot traffic and recommend sponsors plan accordingly.

All times are in Japan Standard Time (JST).

Booth Setup:

Sunday, October 27, 14:00 – 17:00
*No registration badge will be required for sponsor set up
Monday, October 28, 7:30 – 10:30 – booth must be fully set by 10:30, 15 minutes before booth opening hours

Booth Hours: 

Monday, October 28, 10:45 – 19:30

• AM Break 10:45 – 11:15
• Lunch (Lunch is provided for Attendees and Sponsors) 12:45 – 14:00
• PM Break 16:20 – 16:40
• Tux Trek Onsite Evening Reception 18:10 – 19:30

Tuesday, October 29, 10:25 – 15:50

• AM Break 10:25 – 11:10
• Lunch (Lunch is provided for Attendees and Sponsors) 12:40 – 14:00
• PM Break 15:30 – 15:50

Booth Teardown: Tuesday, October 29, 16:00 – 18:00 PM

***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

October 3: 

• Confirm use of tabletop sponsor space
• Confirm any upgrade orders via the upgrade order form – email to LF Sponsor Services
• Confirm use of lead retrieval device (options: physical device required, mobile app only, or no lead retrieval)
• AV order deadline (see AV for additional details under Tabletop Displays)

October 8: 

• Send all graphics to LF Sponsor Services for any upgrade orders
• Logo in .svg format due / Confirm logo and URL on website
• Confirm X (previously Twitter) Handle (Diamond, Platinum and Gold Sponsor only)

October 11:

• Arriving deadline for air and ocean shipments – See shipping guidelines here

October 14:

• Arriving deadline for small packages and cargo shipments – See shipping guidelines here
• Confirm email blast date and send content (Diamond and Platinum sponsors only)
• Provide custom question for post event attendee survey (Diamond and Platinum sponsors only)
  • Diamond – 2 questions (questions and answer format)
  • Platinum sponsors – 1 question (question and answer format)
• Confirm Meeting Room (Diamond, Platinum, and Gold sponsors only). Note, meeting room availability is based on a first come first served basis. Send LF Sponsor Services your requested date and times to check for availability.
  • Diamond Sponsors: 2 days during the conference
  • Platinum Sponsors: 1 day during the conference
  • Gold Sponsors: (1) 4-hour bookable time slot during the conference

October 24:

• Register attendees by this date
• Provide scheduled post or time scheduled content for reshare will be posted and ready to be retweeted by LF Marketing team (Diamond, Platinum, and Gold sponsors only)

October 28:

• Provide to LF event staff at registration your 1 collateral item if you are providing collateral

Diamond and Platinum sponsors receive a keynote. Gold sponsors receive a breakout session.

Please reach out to Jennifer Crowley with any questions.

1. Keynote and 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.

Diamond sponsors receive:

• (2) W1800mm, D450mm, H720mm draped tables
• (4) conference chairs (conference table height)
• (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 space of 8 ft x 8 ft (2.4 m x 2.4m) 
• You may bring your own tablecloth

All level sponsors may order additional power, hardline internet, and AV. See below for more details.

Platinum sponsors receive:

• (2) W1800mm, D450mm, H720mm draped tables
• (4) conference chairs (conference table height)
• (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 space of 8 ft x 8 ft (2.4 m x 2.4m) 
• You may bring your own tablecloth

All level sponsors may order additional power, hardline internet, and AV. See below for more details.

Gold sponsors receive:

• (1) W1800mm, D450mm, H720mm draped table
• (2) conference chairs (conference table height)
• (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 space of 6 ft x 6 ft (1.8m x 1.8m)
• You may bring your own tablecloth

All level sponsors may order additional power, hardline internet, and AV. See below for more details.

Silver sponsors receive:

• (1) W1800mm, D450mm, H720mm draped table
• (2) conference chairs (conference table height)
• (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 space of 6 ft x 6 ft (1.8m x 1.8m)
• You may bring your own tablecloth

All level sponsors may order additional power, hardline internet, and AV. See below for more details.

Bronze sponsors receive:

• (1) W1800mm, D450mm, H720mm draped table
• (2) conference chairs (conference table height)
• (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 space of 6 ft x 6 ft (1.8m x 1.8m)
• You may bring your own tablecloth

All level sponsors may order additional power, hardline internet, and AV. See below for more details.

Please note all upgrade orders are optional, and at the expense of the sponsor. All items ordered must fit within your booth space.

Fill out the Upgrade Order Form and email it to lfsponsorservices@linuxfoundation.org by Thursday, October 3. All sponsors orders are subject to a 15% service fee (not included in listed prices on the order form). Invoices will be sent out post-event and payment should be made directly to the LF Foundation only. Email LF Sponsor Services team at lfsponsorservices@linuxfoundation.org if you have any questions.

ADDITIONAL AV EQUIPMENT, Hard-Wired Internet and power

If you would like to rent monitors or additional power for your booth, please order directly from LF Sponsor Services.  Please complete the upgrade order form no later than Thursday, October 3. Payment is to be made directly to the LF Foundation only. For any monitor orders, 1 HDMI cable per monitor will be provided. The monitors are compatible with USB-A and you must bring your own USB drives. Make sure to have the original image/video data on hand as that will be requested to assist with troubleshooting any onsite issues.

Upgrade Order Form

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

Linux Foundation Sponsor Services
Email: lfsponsorservices@linuxfoundation.org

ORDER HERE by October 3

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 KSA Shipping Manual carefully as proper documentation and payment is required prior to making any shipping arrangements, especially if shipping internationally.

KSA must be contacted for every separate shipment sent out, even if you are not shipping using them as a mail carrier. The venue is not directly receiving shipments, so you must ship to the advance warehouse. Any missed steps may result in late delivery or displaced packages. KSA won’t be able to receive your packages at the advance warehouse and assist if they aren’t aware of your shipments. 

KSA Shipping Manual

OSS Japan Shipping Tracking Form for LF Sponsor Team

OSS Japan Shipping Label for KSA Internal Usage 

We recommend printing shipping labels in color for quick and easy identification for KSA International internal use. Please provide as much information as possible on the labels, this will assist KSA and LF Sponsor team for a smooth shipping process. 

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

Your Company/Exhibitor Name AND Event Name
Your Booth Number
Exhibitor Onsite Contact + Mobile Phone Number
Package Nr.: _ of _

Note: For those shipping dometically, you can ship to KSA’s Advance Warehouse with any shipper you prefer and then KSA will transport shipment(s) to the venue. If you arrange for a courier, they can deliver directly to the venue but it must be during our move-in hours. Either way, we must be provided with all the package details (carrier/courier, tracking number, number of shipments, etc.) so we can share that with both the venue and KSA and follow up as needed. Here is the link to our Shipping and Tracking form where you can share this information with us. 

If courier deliveries are delivered outside the hours we are onsite, they will be denied by the venue and returned at the cost of the shipper. This is why we are utilizing KSA’s Advance Warehouse to smooth the process for all of our sponsors.  If utilizing couriers, please email LF Sponsor Servicesso we can appropriately notify the venue. They will be unable to assist if they do not know about your packages. 

Tracking Instructions

Along with completing proper documentation for KSA, please submit all tracking numbers for your shipments via the form below so that the LF Sponsor team can ensure that your items are delivered to the conference venue. The more information you provide this will help our team and KSA in any necessary tracking. 

OSS Japan Shipping Tracking Form for LF Sponsor Team

KSA Shipping Manual

For questions regarding your shipment, please reach out to KSA at mice-logistics@ksa.co.jp and copy lfsponsorservices@linuxfoundation.org.

Onsite Security + Storage

Please do not leave valuable items unattended at your booth. There will be no onsite storage so we recommend taking valuables such as laptops to your hotel room. There will be general security and the sponsor showcase will be locked overnight. If needed, you may make storage arrangments with KSA. Please note that this will be an additional fee at your expense. 

Neither the Linux Foundation, Toranomon Hills, KSA nor their employees, staff, or third-party vendors will be held liable for lost or stolen items.

Outbound Shipping Instruction + Information

We advise making both inbound and outbound shipping arrangements at once. Please read the KSA Shipping Manual and provide KSA with proper documentation and payment prior to making any shipping arrangements, inbound or outbound. Approval must be received by KSA before any items are shipped. 

ALL booth materials must be removed from the conference venue by 18:00 JST on October 29.  Any shipment/courier pick ups will need to be prearranged for Sponsor Showcase dismantling hours. Therefore, your booth materials need to be packed, labeled, and ready for shipping when you leave your booth.

KSA Shipping Manual

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

All outbound shipping must be coordinated with KSA and must be advised 48 hours in advance. Individuals are responsible for repacking, affixing labels.

Material Handling, Hand-Carrying + Private Vehicles

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.

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

Sponsor storage will not be available for this event. You must store all items in your booth space or in your hotel room.

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

Information Coming Soon