Event Details
Please submit any questions about this event to: outreach-committee@lists.lfai.foundation
Event Committee Lead: Jamil Chawki, LF AI Outreach Committee Chairperson, jamil.chawki@orange.com
Committee Participants:
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
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
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 | Jacqueline, LF | Will be submitted to event staff via sponsor portal. | |
| Finalize booth display | Jacqueline, LF | Same booth display to be used for all OSS participation. | ||
| Confirm booth location | Jacqueline, LF | Best available will be selected. | ||
| Confirm lead retrieval device | Jacqueline, LF | Will be confirmed with event staff via sponsor portal. | ||
| Register attendees and booth staff | Jamil Chawki | Please register your attendees and booth staff by this date. The Sponsor Voucher codes good for a number of complimentary conference registrations based on your sponsor level. Email jserafin@linuxfoundation.org for registration code. | ||
| Confirm booth demos (if any) | Jamil Chawki | Any AV/Power/Internet needs must be funded outside of LF AI budget, and must fit within the booth space guidelines. | ||
| Submit booth graphics | Jacqueline, LF | Same booth graphics to be used for all OSS counters. | ||
Food and Beverages Order Due | Jamil Chawki | Not included in LF AI budget or in Bronze sponsorship. Would require member/community sponsorship. | ||
| Additional Power Order Due | Jamil Chawki | Not included in LF AI budget or in Bronze sponsorship. Would require member/community sponsorship. If you require additional power 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. | ||
| Hard Line Internet Order Due | Jamil Chawki | Not included in LF AI budget or in Bronze sponsorship. Would require member/community sponsorship. If you require hard-lined internet 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. | ||
| Audio Visual Order Due | Jamil Chawki | Not included in LF AI budget or in Bronze sponsorship. Would require member/community sponsorship. If you would like to order Audio/Visual 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. | ||
| Furniture and Booth Upgrade Order Due | Jamil Chawki | Not included in LF AI budget or in Bronze sponsorship. Would require member/community sponsorship. | ||
| Confirm demo staffing in sign up below (if any) | Jamil Chawki | |||
| Confirm Attendee Names for Partner Reception | Jamil Chawki | 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 Date | Jamil Chawki | Freeman 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. | ||
Set up booth | Jamil Chawki | 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) | ||
Log booth staff attendance | Oct 28-30 | 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 | Jamil Chawki | 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 | Jamil Chawki | Post photos for event reference and updates to LF AI committees. | |
Post on social media: https://twitter.com/LFAI_Foundation | Aug 21-23 | Jamil Chawki | #osssummit and @LFAI_Foundation | |
Booth tear down | Aug 23 | Jamil Chawki | Friday, August 23: 4:00 – 8:00 pm (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 | jamil.chawki@orange.com | |
2 | natarajan.subramanian@techmahindra.com | |
3 |
Booth Details
Booth Set-up Hours:
Open Booth Hours:
Booth Tear-Down Hours:
Important Notes:
All hours are subject to change based on the final conference schedule. Please check 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.
Booth Staffing Assignments
Please note that we need at least one person 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.
Time Slot | Monday - October 28 |
|---|---|
Time Slot | Tuesday - October 29 |
|---|---|
Time Slot | Wednesday - October 30 |
|---|---|
Demo Schedule
Demo details and schedule.
Time | Topic | Owner | Supporting Link(s) |
|---|---|---|---|
Event Photos
Please upload event photos here.
Planning Meeting Notes
Add planning meeting notes here for committee visibility.
Meeting Date:
Notes...