Table of Contents

Event Details

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

Event Committee Lead: Committee Participants: Jamil Chawki, LF AI Outreach Committee Chairperson, jamil.chawki@orange.com

Event Website: https://events.linuxfoundation.org/events/open-source-summit-europe-2019/

Date: Oct 28-30, 2019

Location: 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-europe-2019/attend/visa-request/

Travel and Accomodation Details: https://events.linuxfoundation.org/events/open-source-summit-europe-2019/attend/venue-travel/

Open Source Summit + Embedded Linux Conference Europe 2019 - Bronze Sponsorship:

- Recognition on Event Website
- 2x2m Exhibit Booth (Includes counter with graphics and stools)
- 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 contract	June	x	Jacqueline, LF	Sponsorship approved in LF AI marketing plan.
Confirm Event Committee Lead	June	x	Outreach Committee	Need an event committee lead from member company or community.
Provide sponsor name, logo, website to events team

July

Aug 7	x	Jacqueline, LF	Will be submitted to event staff via sponsor portal.
Finalize booth display	Sept 11	x	Jacqueline, LF	Turnkey booth. Same booth display to be used for all OSS participation.
Confirm booth location	Sept 11	x	Jacqueline, LF

Best available will be selected.

Booths are assigned by sponsorship level and in the order the signed contract was received.
Choose Lead Retrieval Option	Sept 25	x

Confirm lead retrieval device

Jacqueline, LF

Will be confirmed with event staff via sponsor portal

Mobile app to be used.
Order Addition Lead Retrieval Devices (if any)	Sept 25	N/A	N/A	Mobile app to be used.
Register attendees and booth staff

Committee Lead

Sept 30

x

Jamil Chawki

Please

register

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)

Committee Lead

Sept 30

Model Onboarding using LF AI Acumos/Orange AI Marketplace

Jamil Chawki

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

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 Due	Oct 2	None	Jamil Chawki

Submit booth graphicsJacqueline, LFSame booth graphics to be used for all OSS counters.

Food and Beverages Order Due

Committee Lead

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

Power

Internet Order Due

Committee Lead

Oct 2

None

Jamil Chawki

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

If you require additional

power

components for your booth,

complete the Power Order Form and send it to SDHiltonSales@PSAV.com. Copy lfcoresponsorship@linuxfoundation.org on your order request. Payment is to be made directly to PSAV. Please 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.
Furniture and Booth Upgrade Order Due	Oct 2	None	Jamil Chawki

Hard Line Internet Order DueCommittee Lead

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

If you require

hard-lined internet

additional components for your booth,

complete the Hard Line Internet Order Form and send it to Cindy.Esteban@Hilton.com. Copy lfcoresponsorship@linuxfoundation.org on your order request. Payment is to be made directly to Hilton Bayfront San Diego. 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.
Food and Beverages Order Due	Oct 2	None	Jamil Chawki

Audio Visual Order DueCommittee Lead

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

If you

would like to order Audio/Visual

require additional components for your booth,

complete the AV Strategies Order Form and send it to tradeshow@avstrategies.ca by this date.

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 Due	Oct 2	None	Jamil Chawki

Furniture and Booth Upgrade Order DueCommittee Lead

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 9

Acumos/Orange AI Marketplace

Jamil Chawki

Confirm demo staffing in sign up below (if any)

Committee Lead


Submit booth graphics	Oct 9	x	Jacqueline, LF	Same booth graphics to be used for all OSS counters.
Shipping Deadline Must Arrive On or Before This Date	Oct 14	None	Jamil Chawki	If you require shipping for your booth, email jserafin@linuxfoundation.org for access to the sponsor portal to view shipping vendor instructions.
Confirm Attendee Names for Partner Reception

Committee Lead

Oct 14

Jamil CHAWKI & Philippe Dooze

Jamil Chawki

Finalize

Enter the name(s) of

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

. Visit the Registration page for more information

. Send names to jserafin@linuxfoundation.org

.Shipping Deadline Must Arrive On or Before This DateCommittee LeadFreeman will accept inbound shipments July 19 - August 14. Please complete the Shipping Information Form and we can ensure that your items are delivered to the conference venue.

prior to deadline.

Set up booth

Committee Lead

Oct 27-28

Natarajan ?

Sunday, October 27: 13

Tuesday, August 20: 1

:00 –

6:00 pm

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	Oct 28-30

Committee Lead

	Jamil Chawki	Please log and send to jserafin@linuxfoundation.org after the event.
Pickup and return lead retrieval device to event staff

Oct 28 and Oct 30

Committee Lead

N/A

Jamil Chawki

N/A Using mobile app

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.


Take booth photos and upload to photos section below	Oct 28-30

Committee Lead

	Jamil, Philippe & Natarajan	Post photos for event reference and updates to LF AI committees.
Post on social media: https://twitter.com/LFAI_Foundation

Aug 21-23

Oct 30

Jamil, Philippe & Natarajan

Committee Lead

	#osssummit and @LFAI_Foundation
Booth tear down

Aug 23

Committee Lead

Friday, August 23: 4:00 – 8:00 pm (

Oct 30

Jamil, Philippe & Natarajan

All booth materials must be removed from the conference venue

by 10:00 pm

.

)

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
1
Contact Phone
Jamil Chawki	jamil.chawki@orange.com1
2	Natarajan Subramanian *	natarajan.subramanian@techmahindra.com
3	Philippe Dooze	philippe.dooze@orange.com

Booth Details

Booth Location: B4

Booth Set-up Hours:

Sunday, October 27: 13:00 – 17:00

Open Booth Hours:

Booth

Tear-Down Hours:

Important Notes:

All hours are subject to

hours may change based on the

final

conference session schedule. Please check event website for updates.

Monday, October 28:
- 10:30 am – 12:30 pm (closes at the start of lunch)
- 14:00 – 19:00 pm
- On-site Attendee Reception & ELC Tech Showcase – 17:30 – 19:00 pm
Tuesday, October 29:
- 10:30 am – 12:30 pm (closes at the start of lunch)
- 14:00 – 17:30 pm
Wednesday, October 30:
- 10:30 am – 12:30 pm (closes at the start of lunch)
- 14:00 – 16:00 pm

Booth Tear-Down Hours:

Wednesday, October 30: 16:00 – 20:00 pm (All booth materials must be removed from the conference venue by 8:00 pm.)

Important Notes:

The Sponsor Showcase back regularly for updates.The booth space will be closed during keynotes.
Conference attendees are on their own for lunch each day.

Lead Retrieval Devices:

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.
Lead retrieval devices and apps may not be used to scan attendee badges outside the sponsor's exhibit booth. All attendees must verbally consent prior to scanning their name badge.

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

Booth Staffing Assignments

Please note that we need at least one person 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	Monday - October 28
10:30 am – 12:30 pm (closes at the start of lunch)	Jamil & Philippe
14:00 – 16:00 pm	Jamil & Natarajan
16:00 – 18:00 pm	Jamil & Natarajan
18:00 – 19:00 pm	Philippe

Note: On-site Attendee Reception & ELC Tech Showcase – 17:30 – 19:00 pm

Time Slot	Tuesday - October 29
10:30 am – 12:30 pm (closes at the start of lunch)	Jamil & Philippe
14:00 – 16:00 pm	Philippe & Natarajan
16:00 – 17:30 pm	Jamil, Philippe & Natarajan

Time Slot	Wednesday - October 30
10:30

Demo Schedule

Demo details and schedule.

Time

Topic

Owner

Supporting Link(s)

am – 12:30 pm (closes at the start of lunch)	Jamil & Philippe
14:00 – 16:00 pm	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

Event name in app: Open Source Summit + Embedded Linux Conference - Europe 2019
Login details