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Table of Contents

Event Details

Please submit any questions about this event to: outreach-committee@lists.lfai.foundation

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Event Committee Lead:

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Jamil Chawki, LF AI Outreach Committee Chairperson, jamil.chawki@orange.com


Event Website: https://events.linuxfoundation.org/events/open-source-summit-

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Date:

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Oct 28-

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30, 2019

Location: 

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Lyon Convention Centre, 50 Quai Charles de Gaulle, 69463 Lyon, France, Telephone: +33 (0)4 72 82 26 26

Booth Location: B4


Visa Letter Request Process: https://events.linuxfoundation.org/events/open-source-summit-

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2019/attend/venue-travel/


Open Source Summit + Embedded Linux Conference

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Europe 2019 - Bronze Sponsorship:

- Recognition on Event Website

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- 2x2m Exhibit Booth (Includes counter with graphics

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and stools

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)
- 1 Lead Retrieval Scanner
- 3 Conference Attendee Passes
- 2 Partner Reception Passes
- 20% Discount on Additional Conference Passes
- Recognition on Event Signage

Bronze Sponsors – 2mx2m

Basic Booth set includes:

  • (1) 1M wide x 1M high counter with front graphic
  • (2) Black Diamond Stools
  • (1) Wastebasket
  • (1) 5-amp power drop
  • (1) power strip
  • Shared Conference Wireless Internet

Event Planning 

Meeting planning notes at bottom of page. 

Key Event Tasks and Deadlines:

To Do

Due Date

Completed

Owner

Notes

Finalize sponsorship contractJune xJacqueline, LFSponsorship approved in LF AI marketing plan. 
Confirm Event Committee LeadJuneOutreach CommitteeNeed an event committee lead from member company or community.
Provide sponsor name, logo, website to events team

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Aug 7xJacqueline, LFWill be submitted to event staff via sponsor portal.

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Confirm Event Committee Lead

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Outreach Committee

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Finalize booth displaySept 11

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xJacqueline, LFTurnkey booth. Same booth display to be used for all OSS participation.
Confirm booth locationSept 11

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xJacqueline, LF

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Booths are assigned by sponsorship level and in the order the signed contract was received.
Choose Lead Retrieval Option Sept 25xJacqueline, LFMobile app to be used.
Order Addition Lead Retrieval Devices (if any)Sept 25N/AN/AMobile app to be used

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Register attendees and booth staffSept 30

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xJamil Chawki

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Please

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ensure your attendees and booth staff are registered by this date. The Sponsor Voucher codes are good for a number of complimentary conference registrations based on your sponsor level. Email jserafin@linuxfoundation.org for registration code and registration link when complimentary registration codes are confirmed and update the wiki below. Note: Codes expire after the deadline. 
Confirm booth demos (if any)

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Sept 30

Model Onboarding using LF AI Acumos/Orange AI Marketplace

Jamil Chawki

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Any AV/Power/Internet needs must be funded outside of LF AI budget, and must fit within the booth space guidelines.

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Please ensure your booth demo needs are confirmed in advance of any additional order deadlines, see below. Update booth demo schedule below as applicable.
Additional Power Order DueOct 2NoneJamil Chawki

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Food and Beverages Order Due 

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July 26

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Not included in LF AI budget or in Bronze sponsorship. Would require member/community sponsorship.

If you require additional components for your booth, email jserafin@linuxfoundation.org for access to the sponsor portal to view pricing and order forms required to vendor.

Additional

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Internet Order Due

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Oct 2NoneJamil Chawki

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Not included in LF AI budget or in Bronze sponsorship. Would require member/community sponsorship.

If you require additional

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components for your booth,

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email jserafin@linuxfoundation.org for access to the sponsor portal to view pricing and order forms required to vendor.

Furniture and Booth Upgrade Order DueOct 2NoneJamil Chawki

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Not included in LF AI budget or in Bronze sponsorship. Would require member/community sponsorship.

If you require

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additional components for your booth,

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email jserafin@linuxfoundation.org for access to the sponsor portal to view pricing and order forms required to vendor.

Food and Beverages Order Due 

Oct 2

None

Jamil Chawki

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Not included in LF AI budget or in Bronze sponsorship. Would require member/community sponsorship.

If you

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require additional components for your booth,

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Please copy lfcoresponsorship@linuxfoundation.org on your order. Payment is to be made directly to AV Strategies. Copy jserafin@linuxfoundation.org on your email. 

email jserafin@linuxfoundation.org for access to the sponsor portal to view pricing and order forms required to vendor.

Audio Visual Order DueOct 2NoneJamil Chawki

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Not included in LF AI budget or in Bronze sponsorship. Would require member/community sponsorship.

If you require additional components for your booth, email jserafin@linuxfoundation.org for access to the sponsor portal to view pricing and order forms required to vendor.

Confirm demo staffing in sign up below (if any)Oct 9Acumos/Orange AI MarketplaceJamil ChawkiConfirm demo staffing in sign up below (if any)

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Submit booth graphicsOct 9xJacqueline, LFSame booth graphics to be used for all OSS counters.
Shipping Deadline Must Arrive On or Before This DateOct 14NoneJamil Chawki

If you require shipping for your booth, email jserafin@linuxfoundation.org for access to the sponsor portal to view shipping vendor instructions. 

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Confirm Attendee Names for Partner Reception

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Oct 14Jamil CHAWKI & Philippe DoozeJamil ChawkiFinalize who will be using your invitation only pass(es) for the Partner Reception. A confirmation email will be sent to those who are confirmed with details of the Partner Reception.

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 prior to deadline. 

Set up booth

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Aug 20 or Aug 21

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Committee Lead 

Oct 27-28


Natarajan ?

Sunday, October 27: 13

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:00 –

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Wednesday, August 21: 7:30 – 10:15 am

(All booths MUST be fully set by 10:30 Wednesday morning)

17:00 

Log booth staff attendance

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Oct 28-

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30

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Jamil Chawki

Please log and send to jserafin@linuxfoundation.org after the event.

Pickup and return lead retrieval device to event staff

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Aug 21 and Aug 23

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Committee Lead

N/A


Jamil Chawki

N/A Using mobile app 

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Take booth photos and upload to photos section below

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Oct 28-

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30


Jamil, Philippe & Natarajan

Post photos for event reference and updates to LF AI committees.

Post on social media: https://twitter.com/LFAI_Foundation

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Aug 21-23

Oct 30


Jamil, Philippe & Natarajan

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#osssummit and @LFAI_Foundation 

Booth tear down

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Aug 23

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Committee Lead 

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Oct 30


Jamil, Philippe & Natarajan

All booth materials must be removed from the conference venue

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Event Registrations

There are 3 registration passes available for use. To receive a registration pass you must sign up for booth staffing (see below) and be approved by the Event Committee Lead. The LF will then provide the registration code for use.

Those with approved event passes please register here. Request your code from jserafin@linuxfoundation.org.


Contact Name

Contact Email

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Contact Phone

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1

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2

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3

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Booth Set-up Hours:

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  • Sunday,

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  • October 27: 13:00 –

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  • 17:00 

Open Booth Hours:

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Booth hours may change based on the conference session schedule. Please check event website for updates.

  • Monday, October 28

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  • :
    • 10:30 am – 12:30 pm (closes at the start of lunch)

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    • 14:00 –

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    • 19:00 pm

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    • On-site Attendee Reception & ELC Tech Showcase –

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    • 17:30 –

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    • 19:00 pm

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  • Tuesday,

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  • October 29:
    • 10:30 am – 12:30 pm (closes at the start of lunch)

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    • 14:00 –

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    • 17:30 pm

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  • Wednesday,

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  • October 30:

    • 10:30 am – 12:30 pm (closes at the start of lunch)

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    • 14:00 –

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    • 16:00 pm

Booth Tear-Down Hours:

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  • Wednesday,

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  • October 30: 16:00 –

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  • 20:00 pm (All booth materials must be removed from the conference venue by

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  • 8:00 pm.)

Important Notes:

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All hours are subject to change based on the final conference schedule. Please check back regularly for updates.

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  • The Sponsor Showcase will be closed during keynotes.
  • Conference attendees are on their own for lunch each day.
  • The

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  • Sponsor Showcase hours are subject to change based on the finalized event schedule

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Lead Retrieval Devices:

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There will be one assigned lead retrieval device which should always be accounted for among the booth staff and turned in at the end of the event. If lost, there will be a charge back to the project which is not budgeted for. 

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  • .

Booth Staffing Assignments

Please note that we need

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1-2 people staffing the booth during open booth hours. Any booth sign up slots with no member or community volunteers will mean the booth will be closed during that time

The assigned booth staff will also be doing demos of their relevant projects, as applicable.

Please add name and organization/project being represented.

* Note: listed as booth staff tentatively pending travel approval


Time Slot

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Monday -

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October 28

10:30 am – 12:30

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pm (closes at the start of lunch)

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Jamil  & Philippe 

14:00

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– 16:00 pm

Jamil & Natarajan

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16:00

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18:00 pm

Jamil & Natarajan

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18:00

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19:00 pm

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Philippe

Note: On-site Attendee Reception & ELC Tech Showcase –

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17:30 –

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19:00 pm

Time Slot

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Tuesday -

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October 29

10:30 am – 12:30 pm (closes at the start of lunch)

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Jamil & Philippe

14:00

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– 16:00 pm

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Philippe & Natarajan

16:00

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– 17:30 pm

Jamil, Philippe & Natarajan


Time Slot

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Wednesday -

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October 30

10:30 am – 12:30 pm (closes at the start of lunch)

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Jamil & Philippe
14:00

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– 16:00 pm

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Demo Schedule

Demo details and schedule.

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Time

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Topic

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Owner

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Supporting Link(s)

Jamil & Natarjan


Lead Retrieval

Booth staff will be using a lead retrieval mobile app for scanning all booth visitors - Please ensure that you download the app and scan all booth visitors during your time in the booth - There will be ONE login for all booth staff to use 


App StoreImage Added Google PlayImage Added


Event Photos

Image AddedImage AddedImage AddedImage AddedImage AddedImage AddedImage Added

Event Photos

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Planning Meeting Notes

Add planning meeting notes here for committee visibility.

Meeting Date:

  • Notes...