Speaker Guide

Overview

We welcome you as a speaker for Xen Project Summit 2024, taking place at the Doubletree by Hilton Lisbon – Fontana Park on Tuesday, June 4 – Thursday, June 6. 

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

Important Deadlines

• Official Schedule Posted: Thursday, March 14
• Speaker Registration Deadline: Tuesday, March 26
• Additional AV Needs Deadline: Tuesday, May 21
• Slide Submission Deadline: Monday, June 3
• Event Dates: Tuesday, June 4 – Thursday, June 6

Registration

You should have received registration information in your speaker notification email. If you need those details again, please contact Jennifer Crowley at jcrowley@linuxfoundation.org.

Visa Requests + Travel Funding

If you require a visa letter, please register for the event, and then complete the visa letter request form.

All visa letter requests must be submitted no later than two weeks prior to the event. Any visa letter requests made after the two-week deadline cannot be guaranteed.

We also ask that you please note the following:

• Provision of a visa letter by The Linux Foundation does not guarantee visa approval as final approval is made at the sole discretion of the government of the event’s host country.
• The Linux Foundation strongly recommends requesting a visa letter at your earliest possible convenience and to contact your local Embassy/Consulate with any visa questions you may have.
• The Linux Foundation processes most visa letter requests in (3) business days.

For details on Scholarships or Travel Funding, please visit the Scholarships & Travel Funding page on our website.

• Please note the talk acceptance does not guarantee travel funding.

Venue Location

Xen Project Summit 2024 will take place in Portugal at the Doubletree by Hilton Lisbon – Fontana Park.

Doubletree by Hilton Lisbon – Fontana Park
R. Eng. Vieira da Silva 2, 1050-105 Lisboa, Portugal

Schedule + Uploading Bio / Photo

The schedule will be announced on Thursday, March 14, and posted on our website using sched.com. You will receive an email from sched.com asking you to create your account; please upload your bio and photo if needed.

If you have a conflict with the timing of your talk, find that it conflicts with the content of another presentation, or are having problems uploading your bio and photo, please contact cfp@linuxfoundation.org. 

AV Details + Requirements

Any additional AV requests are due by Tuesday, May 21

Please note the following technical requirements:

• All speakers must supply their own computers and adapters to use during their talk
• Speakers should format their presentation slides in 16:9  
• You can download a conference-branded presentation template here; use of the template is optional
• The room will include a screen, projector, wireless clicker and (2) microphones (one lavalier and one handheld).

If you require any additional AV, please email Jennifer Crowley with those needs by Tuesday, May 21. The Linux Foundation will make every effort to accommodate other AV needs; however, final approval for additional AV requests will be made case-by-case.

PowerPoint Template + Presentation Requirements

Due by Monday, June 3

All speakers must submit their final presentation slides before the event. In addition to providing a hard copy for accessibility purposes, we find that adding the presentations before the event helps to drive interest in attending the session.

Please note that your presentation slides should be submitted in PDF format to Sched.com and must be formatted in 16:9. 

To upload slides, follow these instructions (guide with visual examples):

• Log into your Xen 2024 speaker profile through Sched.com or via the mobile site.
• Click Manage & promote your session
• Click “Add Presentation”
• Click in the “Select a File” box and upload the PDF document (note: there is a 50MB size limit)
• Click “Upload,” and your slides will automatically be saved or send them to cfp@linuxfoundation.org, who will upload them on your behalf.
• You can download the Xen Summit PowerPoint template here, but please note that you don’t need to use this for your presentation.

Inclusive Speaker Orientation Online Course

In collaboration with the National Center for Women in Technology (NCWIT), the Linux Foundation has created an online course designed to teach the viewer about inclusion, diversity, and unconscious bias. We highly recommend all of our speakers watch the course to learn tips/tools to use when speaking to encourage inclusivity in presentations and messaging. Please click here for the course. 

Code of Conduct

Please read and abide by our code of conduct, which you can find here. Our code of conduct is strictly enforced. We ask that speakers especially review this code of conduct and are careful to be inclusive in the words and images used during their presentations.

Contact Us

If you have any other platform, speaker, or schedule-related questions, please contact us at cfp@linuxfoundation.org.