Co-Located Events Sponsor Guide

Thank you for your support of WasmCon, a Co-Located Event of KubeCon + CloudNativeCon North America 2024, taking place in-person on Monday, November 11 and Tuesday, November 12.

Please click through the tabs on this page to access information on exhibiting at the conference.

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 Carolyn Ingalls.

KubeCon + CloudNativeCon Sponsorship questions: For questions regarding a KubeCon + CloudNativeCon sponsorship (a separate sponsorship from your WasmCon sponsorship), please contact sponsorservices@cncf.io.

Registration

All sponsors have received a set number of WasmCon only event pass(es). Booth staff attending WasmCon only and guests only attending WasmCon 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. These include CNCF-hosted Co-located Events (Monday and Tuesday) AND KubeCon + CloudNativeCon (Wednesday-Friday). However, if your company is also a KubeCon + CloudNativeCon Sponsor, please note the registration codes you receive with the KubeCon + CloudNativeCon sponsorship only include access to KubeCon + CloudNativeCon and does NOT provide all-access to the CNCF-hosted co-located event. You are welcome to use these for whomever you like, whether for employees or customers. All in-person registrations include access to any virtual portions of the event. Make sure to double check your contract and email communications if you are sponsoring multiple events week of November 11-15.

Follow these steps to register for your All Access Pass:

• Use the registration link here
• Select “Co-Located Event Sponsor”
• Enter your code in the Voucher 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 WasmCon Marketing Kit for more marketing information and event specific graphics. 

Here are samples of available sponsor related graphics: 

WasmCon Sponsor graphic 1200×628

WasmCon Sponsor graphic 1080×1080

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

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

Salt Palace Convention Center
100 South West Temple
Salt Lake City, Utah 84101

Please see our Hotel & Travel page for information on booking accommodations at the hotel as well as transportation options. Visit the following link only for event related Airline Discounts.

***All WasmCon badges must be picked up at the West Temple Entrance (East) on level 2 (address – 100 South West Temple Street), also referred to as North Foyer, as that is the only entrance where you may pick up a WasmCon badge.***

If you have any questions regarding your sponsorship benefits, please contact LF Sponsor Services Team.

We look forward to welcoming you to Salt Lake City!

*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 Mountain Standard Time (MST).

Booth Setup:

Sunday, November 10: 2:00 pm – 4:00 pm

• No registration badge will be required for sponsor set up. Wristbands can be picked up at the Safety and Security counter, at West Temple Entrance (East)/North Foyer.

Monday, November 11: 7:30 am – 8:00 am – booth must be fully set by 8:00 am

• For set up only, sponsors may retrieve a wristband to gain access to the building Monday morning prior to 8:00 am. Afterwards, badges are required.
  • Wristbands can be picked up at the Safety and Security counter, at West Temple Entrance (East)/North Foyer.
• Event badge is required after setup and to attend all event activities.
  • The WasmCon registration desk is located on level 2 at the West Temple Entrance (East) /North Foyer (address – 100 South West Temple Street). Please note there is another registration area for KubeCon + CloudNativeCon All-Access badges, but only this entrance has WasmCon badges for pick up.

Booth Hours: 

Monday, November 11: 8:00 am – 5:05 pm

• Welcome coffee 8:00 am – 9:00 am
• Lunch (Lunch is provided for Attendees and Sponsors) 12:00 pm – 1:15 pm
• PM coffee break 2:20 pm – 3:00 pm

Tuesday, November 12: 8:00 am – 7:00 pm

• Welcome coffee 8:00 am – 9:00 am
• Coffee break 10:35 am – 11:00 am
• Lunch (Lunch is provided for Attendees and Sponsors) 12:20 pm – 1:45 pm
• PM coffee break 3:00 pm – 3:30 pm
• Onsite attendee reception 5:30 pm – 7:00 pm

Booth Teardown: Tuesday, November 12, 7:00 pm – 8:00 pm

• Please note that access to the KubeCon + CloudNativeCon Solutions Showcase Tuesday setup ends at 5:00pm. This is only applicable if you are sponsoring both WasmCon and KubeCon, please plan accordingly if you intend to move materials from your tabletop into the Showcase.

***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 16:

• Confirm use of tabletop sponsor space – Diamond, Platinum, and Gold sponsors only
  • Upgrade deadlines are only applicable for Diamond, Platinum, and Gold sponsors exhibiting onsite
• Confirm X (previously Twitter) Handle – Diamond, Platinum, and Gold sponsors only
• Advance warehouse delivery start date (see shipping for additional details Diamond, Platinum, and Gold sponsors only) – Fill out shipping tracking form so we know to locate your packages onsite

October 21:

• Logo in .svg format due / Confirm logo and URL on website
• Confirm use of lead retrieval device (options: physical device required, mobile app only, or no lead retrieval) – Diamond, Platinum, and Gold sponsors exhibiting only
• AV upgrade order deadline
• Additional power upgrade order deadline
• FreemanOnline upgrade discount deadline
  • All sponsors have the opportunity for various upgrade options through Freeman and other event vendors. Make sure all ordered upgrades items fit within your booth space.
  • Interested in a lockable counter with a graphic? Or want to order a specific item you don’t see on the FreemanOnline portal?
    • Email the Freeman event manager, Ben Kussow directly at Ben.Kussow@freeman.com.

October 29:

• Confirm email blast date and send content (Diamond sponsors only)
• Hardline Internet order upgrade deadline

November 5:

• Advance warehouse delivery deadline (see shipping for additional details); no direct to venue shipping is allowed by the venue
• Make sure you’ve provided your shipping tracking information HERE if you are exhibiting

November 8:

• Register attendees by this date
  • Make sure to assign your team members the correct complimentary passes based on what events everyone is attending. For example, if you have a booth staff member attending both WasmCon and KubeCon, you should assign them the KubeCon All-Access pass.
  • If you have any registration questions please email Linux Foundation Sponsor Services.

Diamond and Platinum sponsors receive a keynote speaking opportunity.

Diamond sponsors only have the opportunity for a 1 hour workshop at the event.

Please reach out to Carolyn Ingalls 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

Freeman is the exclusive logistics and material handling provider for this event. Each sponsor company is responsible for shipping and tracking its 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 on FreemanOnline carefully as documentation and payment will be required prior to delivery.  

As the official material handling provider, Freeman will receive all shipments either at their advance warehouse or onsite and deliver them to your booth. Regardless of the carrier you are shipping with, Freeman will charge a separate material handling fee. All charges are the responsibility of the sponsor. 

You will need a FreemanOnline account to order shipping and material handling services for your booth. If your company does not have a FreemanOnline account, contact Freeman at TurnkeyExhibits@freeman.com to request a new account. Not sure if you have an existing account? Go to FreemanOnline, click “Login” in the top right corner, and then “Create an Account”. Search for your company name. If your company doesn’t show up in the results, contact Freeman to create a new account for your company.

Inbound Shipments to Freeman Advance Warehouse

BEFORE YOU SHIP: please read the shipping and material handling instructions on FreemanOnline carefully as documentation and payment will be required prior to delivery.  

To ensure on-time delivery to your booth, we recommend shipping to Freeman’s advance warehouse. Freeman will accept shipments at the warehouse no earlier than Friday, October 11. All shipments received after Tuesday, November 5, 3:00 PM MST will incur additional late fees and may not be delivered to your booth in time.

• Shipments are accepted at the warehouse Monday through Friday between 9:00 AM and 3:00 PM Mountain Time.
• Certified weight tickets must accompany all shipments.
• If required, provide your carrier with this phone number: +1 888 508-5054

All shipments to the advance warehouse must be sent to the following address:

CO-LOCATED EVENT SPECIFIC SHIPPING LABEL
Please use this label to ensure your packages are delivered to your table on time.

[Exhibiting Company Name] + WasmCon 2024 + [Table Number if you have it]
KubeCon + CloudNativeCon North America 2024 WasmCon
1812 S Empire Rd Suite B
C/O BTX/ Freeman
Salt Lake City, UT 84104
USA

Label each package clearly with: 

[Exhibiting Company Name] + WasmCon 2024
[Table Number if you have it]
Exhibitor Onsite Contact + Mobile Phone Number
Package Nr.: _ of _  

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

Please DO NOT instruct or schedule any couriers (e.g. UPS, FedEx) to deliver or pick up parcels to/from your booth directly as they will not be permitted to access the event space. Any inbound deliveries should be sent to Freeman and they will deliver the items to your booth.

All outbound shipping must be coordinated with Freeman. Submit your outbound paperwork in advance through FreemanOnline or email the event Freeman manager, Ben Kussow at Ben.Kussow@freeman.com. Third-party shipping companies or couriers will not be permitted to enter the exhibit hall to pick up parcels. You may either use Freeman’s own outbound shipping services or have them store your outbound shipments at Freeman’s warehouse and your courier can pick them up at the warehouse.   

Material Handling, Hand-Carrying + Private Vehicles

Freeman is the exclusive provider of material handling services for this event. Material handling includes unloading and storing your exhibit materials, delivering to the booth, handling of empty containers to and from storage, and removing of material from the booth for reloading onto outbound carriers, and operating motorized equipment such as forklifts. Please refer to FreemanOnline for rates and order instructions. Motorized vehicles such as trucks or vans operated by exhibitor-appointed contractors are not permitted to enter the exhibit halls at any time including move-in and dismantling hours. All vehicles must be unloaded and loaded outside at the loading docks.   

Sponsors may carry small, lightweight items into the venue by hand. Keep in mind that the walking distance from the nearest parking garage to the exhibit hall may be longer than expected. We do not recommend carrying heavier items 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 (Diamond, Platinum, and Gold sponsors). 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 CNCF, the Linux Foundation, Freeman, SCC, nor their employees, staff, or third-party vendors will be held liable for lost or stolen items.  

Diamond, Platinum, and Gold sponsors receive a 6ft x 4ft space which includes:

• (1) 6ft (l) x 30in (w) draped table
• (2) chairs
• (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 6ft x 4ft space
• You may bring your own branded tablecloth
• Don’t forget power adapters and converters!

Diamond, Platinum, and Gold sponsors may order additional power, hardline internet, and AV. See below for more details.

Interested in upgrade options? You will need a FreemanOnline account to order power for your booth. Not sure if you have an existing account? Go to FreemanOnline, click “Login” in the top right corner, and then “Create an Account”. Search for your company name. If your company doesn’t show up in the results, contact TurnkeyExhibits@freeman.com to request a new account.

Have something specific you would like to order, but don’t see it on the Freeman portal? Email the Freeman event manager, Ben Kussow directly at Ben.Kussow@freeman.com (copy LF Sponsor Services).

ADDITIONAL AV EQUIPMENT

If you would like to rent monitors, laptops, or other audio/visual equipment for your booth, please order directly from our vendor, AV Strategies.  Please complete the online AV Order Form no later than Monday, October 21. Payment credit card is to be made directly to AV Strategies.   

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

AV Strategies
Phone: +1 855-879-3950 
Email: tradeshow@avstrategies.ca

ORDER HERE by October 21

ADDITIONAL POWER

Freeman is the exclusive electrical provider at Salt Palace Convention Center. All electrical orders must be placed through Freeman. The deadline for electrical orders is Monday, October 21.

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 the United States, please make sure you bring the correct power adapters and converters for your electronic devices.

Deadline: October 21
To order:

• Email the Freeman event manager, Ben Kussow directly at Ben.Kussow@freeman.com (copy LF Sponsor Services).

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 place your order through the order form below. Please make sure to use the order form below, which is specific to co-located events.

Please reach out to Heidi Baird with any questions.

ORDER HERE by October 29

Lead retrieval is offered to Diamond, Platinum, and Gold sponsors with tabletops only.

IMPORTANT: If you are also sponsoring KubeCon + CloudNativeCon or another co-located event, your lead retrieval provider will be Cvent LeadCapture. For WasmCon only, the official lead retrieval provider is ExpoGenie Lead Scanning. Please make sure to follow lead retrieval set up instructions properly according to the event you are exhibiting at. Proper lead retrieval set up and use of the event’s official lead retrieval provider onsite at your booth are required for a lead report to be generated.

LEAD RETRIEVAL

The WasmCon lead retrieval provider is ExpoGenie Lead Scanning. Setup instructions will be shared approximately 1 week prior to the event.

Each sponsor receives (1) lead retrieval device (if the option is elected) + (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, 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 Retrieval Options

Please submit your choice of lead retrieval via email to LF Sponsor Services Team. 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 Cvent LeadCapture app to personal mobile iOS or Android devices. However, each device requires a separate license so please remember to purchase additional licenses 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 Cvent LeadCapture app on your own personal devices only. You will activate the provided license(s) on our own mobile iOS or Android device(s) and you have the option to purchase additional licenses if needed. 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 Report Data

Only exhibitor admins can access and export lead report data via the Cvent 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.

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 WasmCon sponsors during Monday and Tuesday event days. You may store empties with Freeman at your own expense, or store items under your table. Coat check will be available onsite for all attendees, including sponsors.

Sponsor storage (for sponsors exhibiting at both WasmCon and Kubecon) will be available in the main KubeCon + CloudNativeCon Solutions Showcase on Level 1, which is the floor between the Co-Located event floors. Sponsors will have access to this space on November 12 between 8:00am – 5:00pm. The space is first come, first serve. Please visit the exhibitor services desk in the exhibit hall for the access code to the storage room

Please note you will need a Kubecon “sponsor” badge to access the Solutions Showcase on November 12.

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 CNCF, the Linux Foundation, Freeman, nor their employees, staff, or third-party vendors will be held liable for lost or stolen items.