Sponsor Guide

Thanks for being a sponsor at OpenSearchCon Europe 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 Ashlee Carlson at acarlson@linuxfoundation.org.

We will continue to update this page with information as it becomes available, so please check back frequently!

GENERAL INFORMATION

Venue:

Mövenpick Hotel Amsterdam City Centre
Piet Heinkade 11
1019 BR Amsterdam, Netherlands

Event Dates:

30 April – 1 May 2025

Please see our Hotel & Travel page for recommended hotels as well as transportation options.

Sponsor Set-up / Dismantle Times

Subject to change; please check back for updates closer to the event.

• Set-up
  • 29 April, 14:00 – 17:00
  • 30 April, 7:30 – 9:00
    • Attendees will be in the space beginning at 8:00 when registration opens
    • You are not required to staff your booth during keynotes from 9:00 – 10:00
• Booth Hours
  • 30 April, 10:00 – 19:30
    • Reception: 17:30 – 19:30
  • 1 May, 10:00 – 17:30
• Dismantle
  • 1 May, 17:30 – 18:30

Registration

1. Visit this page to register.
2. Log in with your LFID (see important notes below).
3. Once logged in with your LFID, choose to register yourself or someone else. 
4. Select “Sponsor” as your registration type.
5. Continue to fill out the registration form.
6. Continue to the Payment page.
7. Enter the discount code sent to you by Ashlee Carlson in your original sponsorship confirmation email. Please reach out if you need it resent.

Important Notes

Linux Foundation ID (LFID): Our registration system is integrated with the Linux Foundation ID system (LFID). At the beginning of the registration process, you will be prompted to log in with your existing  LFID or to create a new account if you don’t have one. Keep in mind that when you are signing into the registration form with your LFID, the email address that is tied to your LFID account will be used for your registration automatically. Please check that this email address is correct before you proceed with your registration. For example, if your LFID is tied to your private email address or a previous work email that you are no longer using, please update your LFID account or create a new one with the correct email first before registering. If you have forgotten the password for your existing  LFID, reset it by clicking “Forgot Password”. You may also use 3rd party authentication through Google, GitHub, LinkedIn, or Facebook to automatically generate your LFID. If you experience issues, click the “Contact Us” link on the  LF login page to connect with our support team.  

Data Protection: We never sell attendee lists or contact information, nor do we authorize others to do so. If you receive an email claiming to sell an attendee list for a Linux Foundation event, please forward it to events@cncf.io.

***Sponsor contacts will receive a Google form to submit deliverables directly to their inbox. Please look out for this form and submit it by the specified deadline. ***

Gold

21 March: 

• Confirm logo and URL on website
• Confirm use of tabletop booth space
• Confirm X (previously Twitter) Handle
• Confirm use of lead retrieval app and appoint Exhibitor Admin
• Custom question for post-event attendee survey

TBA:

• AV order deadline
• Additional power order deadline

25 April: Register attendees by this date

28 April: Shipments can begin arriving (see shipping for additional details) – Fill out shipping tracking form so we know to locate your packages onsite

silver

21 March: 

• Confirm logo and URL on website
• Confirm use of tabletop booth space
• Confirm X (previously Twitter) Handle
• Confirm use of lead retrieval app and appoint Exhibitor Admin

TBA:

• AV order deadline
• Additional power order deadline

25 April: Register attendees by this date

28 April: Shipments can begin arriving (see shipping for additional details) – Fill out shipping tracking form so we know to locate your packages onsite

bronze

21 March: 

• Confirm logo and URL on website
• Confirm use of tabletop booth space
• Confirm X (previously Twitter) Handle
• Confirm use of lead retrieval app and appoint Exhibitor Admin

TBA:

• AV order deadline
• Additional power order deadline

25 April: Register attendees by this date

28 April: Shipments can begin arriving (see shipping for additional details) – Fill out shipping tracking form so we know to locate your packages onsite

Gold Deliverables

Speaking Opportunity: All sponsors receive a 15-minute keynote speaking opportunity. Carolyn Ingalls will reach out with additional information and will be your contact for content.

Opt-In Registration List: List may be used for marketing purposes, and will include attendee contact information (including email address) of opt-in attendees. List will be shared after the event.

Custom Question Included in Post-Event Attendee Survey: Opportunity to add 1 pre-approved custom question to the post-event attendee survey. Follow up reporting will be provided with survey results. Questions can be free response, multiple choice, yes/no, etc. Examples:

• Example 1: What is the most important feature you need in your xyz platform? (Free response)
• Example 2: What challenges are you currently facing in implementing or scaling xyz in your organization? (Performance issues, Lack of expertise, Budget ,Tooling and ecosystem support, Other (please specify))
• Example 3: Which of these statements most aligns with your current thinking around open source? (list options)

Sponsor Recognition During Keynote: Verbal Recognition & Logo Included on “Thank You to Our Sponsors” Slide during keynote sessions

Social Media Promotion of Sponsorship: The OpenSearchCon marketing team will create and post the content for social media. Gold sponsors receive one post. No action is required on your part. 

Recognition On Event Website and Event Signage: Sponsors will have their logo displayed on the event website and on in-person event signage.

Post-Event Data Report: Provides event demographics and additional details on event performance.

Table Top Sponsor Space and Lead Retrieval:

• Sponsors receive a lead retrieval app license and a 6’x4’ footprint which includes (1) 6ft (or similar size) table, 2 chairs, and power. See the tabletop display section and lead retrieval section below for more detailed information.
• Lead retrieval via mobile app that must be used on a personal device.

Conference Attendee Passes: 

Gold sponsors receive (10) complimentary passes. To register as a sponsor, please use the code shared by Ashlee Carlson in your original sponsorship confirmation email. Please reach out if you need this resent. Follow the instructions in the General Information section to register.

Silver Deliverables

Sponsor Recognition During Keynote: Verbal Recognition & Logo Included on “Thank You to Our Sponsors” Slide during keynote sessions.

Opt-In Registration List: List may be used for marketing purposes, and will include attendee contact information (including email address) of opt-in attendees. List will be shared after the event.

Social Media Promotion of Sponsorship: The OpenSearchCon marketing team will create and post the content for social media. Silver sponsors receive one post. No action is required on your part. 

Recognition On Event Website and Event Signage: Sponsors will have their logo displayed on the event website and on in-person event signage.

Post-Event Data Report: Provides event demographics and additional details on event performance.

Table Top Sponsor Space and Lead Retrieval:

• Sponsors receive a lead retrieval app license 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.
• Lead retrieval via mobile app that must be used on a personal device.

Conference Attendee Passes: 

Gold sponsors receive (6) complimentary passes. To register as a sponsor, please use the code shared by Ashlee Carlson in your original sponsorship confirmation email. Please reach out if you need this resent. Follow the instructions in the General Information section to register.

bronze Deliverables

Sponsor Recognition During Keynote: Verbal Recognition & Logo Included on “Thank You to Our Sponsors” Slide during keynote sessions

Social Media Promotion of Sponsorship: The OpenSearchCon marketing team will create and post the content for social media. Bronze sponsors receive a post shared with all bronze sponsors. No action is required on your part. 

Recognition On Event Website and Event Signage: Sponsors will have their logo displayed on the event website and on in-person event signage.

Post-Event Data Report: Provides event demographics and additional details on event performance.

Table Top Sponsor Space and Lead Retrieval:

• Sponsors receive a lead retrieval app license 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.
• Lead retrieval via mobile app that must be used on a personal device.

Conference Attendee Passes: 

Gold sponsors receive (2) complimentary passes. To register as a sponsor, please use the code shared by Ashlee Carlson in your original sponsorship confirmation email. Please reach out if you need this resent. Follow the instructions in the General Information section to register.

Shipping Instructions

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

Please label your packages with the attached label to ensure proper delivery:

SHIPPING LABEL

Packages can begin arriving on 28 April.
Please note that the sponsor is responsible for any customs forms and procedures, and the Linux Foundation may be unable to assist with any customs delays. Shipments arriving before the indicated date may incur storage charges.

Please FILL OUT THIS FORM after you ship so we know to expect your package.

Packages will be placed on your exhibit tabletop prior to your arrival.

Outbound shipping:

For any packages that need to be shipped out after the event, the sponsor is responsible for packaging the boxes and printing and affixing shipping labels. Please bring packages to the designated outgoing package area and call your carrier to arrange pickup.

storage & Security

Limited storage space will be available on a first-come, first-serve basis. Location TBA.

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 registration desk if you have any questions about storing items elsewhere overnight. Neither the Linux Foundation, venue, nor their employees, staff, or third-party vendors will be held liable for lost or stolen items. 

Sponsors receive the following:

• 2m x 2m space
• (1) 180cm x 90cm draped table
• 2 chairs
• 1 lead retrieval license
• 1 power strip + power drop
• Shared conference wifi

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

Notes:

• Materials MUST fit within your space.
• Pop-up banners no wider than 6ft are permitted behind your table. Smaller banners must fit behind your table.
• Nothing may be affixed to walls behind the table.
• Materials cannot be placed in front of your booth.
• Any boxes, shipments, giveaways, and additional materials MUST fit under your table or be moved to storage. Aisles must be kept clear.
• You may bring your own tablecloth.
• Please be courteous of neighboring booths.
• Don’t forget power adapters and converters!
• Please review the Booth Staff Guidelines for best practices regarding your booth

ADDITIONAL AV EQUIPMENT

If you would like to rent a monitor (floor stand or tabletop) or laptop for your booth, please order using the order form below.

ORDER HERE

Discounted price deadline: October 7
After this date, price is subject to 25% increase.

HARD-WIRED INTERNET

Shared conference Wi-Fi will be available free of charge to all sponsors.

If you need a hardline at your booth please email Ashlee Carlson by 2 April to discuss options.

Coming soon!

Onsite Sponsor Branding + Activities
All sponsor activities, branding, promotional items, and collateral must be confined within each sponsor’s booth space and are prohibited anywhere outside of the booth including other areas within the exhibit area, the conference venue, all host hotels, offsite event venues, and any nearby public spaces within a one-mile radius of the event venue, all host hotels, and offsite event venues. Examples include business cards, flyers, or collateral left on tables or in seating areas, floor clings or markings, or booth staff soliciting business outside of their designated booth space.

The Linux Foundation reserves the right to restrict and/or remove any sponsored activities, branding, promotional items, and collateral outside of designated booth spaces at the sponsor’s own expense.

Standard Booth Regulations|
The following regulations apply to all standard booths:

To accommodate attendees with severe peanut allergies, we strive to create a peanut-free environment at our event. We will not serve food or drinks containing peanuts and ask sponsors to refrain from providing giveaways that may contain peanuts.

Sponsors may NOT set up custom-built booths. Upgrades can be ordered.

All booth materials, furniture, AV equipment, etc. must fit within the footprint of your booth (booth size varies by sponsorship level) and may not encroach into adjacent aisles or neighboring booths. There will be storage onsite in a separate, unlocked room. 

Booth activities including demos, contests, raffles, etc. must be confined within each sponsors’ booth space and may not interfere with traffic flow in the aisles or neighboring booths. Sponsors are responsible for managing larger crowds to keep adjacent aisles and booths accessible at all times. Please ensure attendees are queuing up in an orderly fashion.

All sponsor activities, demos, giveaways, and collateral must be confined within each sponsors’ booth space and are prohibited anywhere outside of the booth including other areas within the Solutions Showcase, the event venue, offsite venues or nearby public spaces within a one-mile radius.

The maximum booth height for booth materials is 8ft. No booth materials or additional furniture may exceed the height as stated by level.

Hanging signs, banners, or trusses above the booth are not permitted.

Backwalls, counters, and any rented booth furniture are the property of the event venue and may not be altered in any way. No materials may be affixed to or hung from them.

Sponsors must not use sexualized images, activities, or other material in their booths and must refrain from the use of sexualized clothing, uniforms, costumes, giveaways, or otherwise creating a sexualized environment.

To ensure a welcoming and safe onsite exhibit space, please adhere to the onsite health + safety guidelines and refer to the event best practices for recommendations on booth layout and design.

Sponsors are not permitted to hand out branded lanyards as swag to conference attendees.

Photography + Videography
Sponsors are welcome to take pictures and videos within their designated booth space, but not outside of the booth space. Please keep aisles clear of any equipment. When taking pictures or videos of attendees inside the booth space, it is essential to get the approval of the participants first and to disclose the use of the photos or video to them. A photo or video release form for participants is recommended, especially if the footage will be used for commercial or promotional purposes. Sponsors are responsible for familiarizing themselves with and adhering to local union labor regulations regarding professional photography and videography.

Code of Conduct
The Linux Foundation and its project communities are dedicated to providing a harassment-free experience for participants at all of our events, whether they are held in person or virtually. Linux Foundation events are working conferences intended for professional networking and collaboration within the open source community. They exist to encourage the open exchange of ideas and expression and require an environment that recognizes the inherent worth of every person and group. While at Linux Foundation events or related ancillary or social events, any participants, including members, speakers, attendees, volunteers, sponsors, exhibitors, booth staff and anyone else, must not engage in harassment in any form.

This Code of Conduct may be revised at any time by The Linux Foundation and the terms are non-negotiable. Your registration for or attendance at any Linux Foundation event, whether it’s held in person or virtually, indicates your agreement to abide by this policy and its terms.