OpenStack Summit Vancouver
Sponsor Overview
11.30.17

Sponsorship Prospectus:
https://www.openstack.org/summit/vancouver-2018/

Topics
● Why sponsor the OpenStack Summit?
● Summit Venue
● Sponsor Booths
● Sponsorship Add-ons
● How to Become a Sponsor
● Countdown to Vancouver

Why sponsor the OpenStack
Summit?

The Open Infrastructure event
● Global event, consistently attracting attendees from 60+ countries
● Lots of USERS -- 55% of attendees identify as either CEO, CIO, CTO,
cloud architect, cloud operator, sys admin or cloud app developer
● Reach new people -- more than 40% new attendees each Summit
● Largest gathering of the Open Infrastructure community, which is
more than OpenStack software, also NFV, edge computing,
container infrastructure, CI/CD, machine learning.
● Stay tuned for new projects and use cases coming in 2018!
● NEW: Custom booth options for Headline and Premier sponsors
● We like to have a good time with OpenStack!

Summit Venue
Vancouver Convention Centre

We’re returning to the most-loved Summit venue!

Interior of Marketplace Expo Hall

Exterior of Marketplace Expo Hall

Sponsorship Booths

Sponsorship Levels (All prices in USD)
Headline - $150,000 (4 available)
Premier - $100,000
Spotlight - $65,000
Exhibitor - $26,000; $9,000 (startup price)

Headline Sponsor Package
● 25’ W x 10’ D x 10’ H booth space
● One 10-minute presentation on the main stage during Monday or
Tuesday keynotes
● One 60-second (maximum) pre-recorded video (no audio) to be played
on monitors around the venue
● Website and Summit signage
● Access to pre-registered press list
● 100-word paragraph inclusion in pre-summit email blast
● One digital advertising slide
● One private meeting room for no additional cost
● 15 Full Access passes and one unlimited use 10% off discount code

Headline 25’ x 10’ Turnkey Booth
*Custom counters, furniture, and extra monitors are additional cost

Premier Sponsor Package
● 15’ W x 10’ D x 10’ H booth space
● Opportunity to increase sponsor booth by 5’ width
● One 40 minute breakout session with video record
● One 30-second (maximum) pre-recorded video (no audio) to be
played on monitors around the venue
● Website and Summit signage
● Access to pre-registered press list
● One digital advertising slide
● 10 Full Access Passes and one unlimited use 10% off discount code

Premier 15’ W x 10’ D Turnkey Booth
*Custom counters, furniture and extra monitors are additional cost
*Opportunity to increase booth width by 5’ for $15,000

NEW! Specific to Headline and
Premier Sponsors
Turnkey booths are still available, but sponsors are allowed to ship in their own custom booth
backdrop or walls (must be approved by the OpenStack Foundation)
Turnkey Booth
● 6’ (1.8m) table with black drape and 2
chairs
● Printed 25’ W x 10’ H (7.6m x 3m)
backdrop with your company logo or
custom design
● Black carpet
Custom Booth
● Backdrops, walls, or properties may not
exceed 10’ tall (3m) and must fit within
booth boundaries
● Single Story Properties only permitted
● Booth must be open on 3 sides
● Default carpet will be provided unless
otherwise specified

Spotlight Sponsor Package
● 10’ W x 10’ D turnkey booth
● Opportunity to increase sponsor booth by 5’ width
● One 20-minute speaking session in the Marketplace Demo Theater
with video record
● Website and Summit signage
● Access to pre-registered press list
● 7 Full Access Passes

Spotlight 10’ x 10’ Turnkey Booth
*Custom counters, furniture and extra monitors are additional cost
*Opportunity to increase booth width by 5’ for $15,000

Exhibitor Sponsor Package:
● 6’ tabletop exhibit space
● Website and Summit signage
● Access to pre-registered press list
● 4 Full Access Passes

Exhibitor 6’ Table

Booth Setup: Sunday, May 20
● Marketplace Expo Hall grand opening will be Monday morning after
keynotes
● All sponsor booths must be fully set up prior to the grand opening
Monday morning

Marketplace Mixer: Monday, May 21
● On Monday evening following sessions, all attendees will be encouraged to join fellow
Stackers in the Marketplace for food, drinks, and networking.
● We highly encourage all sponsors to offer food or beverages at your booth during this time.
We will send out menus via email in February.
● You will be responsible for paying the additional costs for any food or beverage that you
order through the Vancouver Convention Centre.

Sponsorship Add-ons

Food & Beverage Sponsorship Add-ons
Coffee Breaks in the Marketplace
$20,000/ week
● Sponsor will receive recognition in
official Summit schedule
● Includes one 46” monitor & stand
at the Marketplace coffee station.
Sponsor to provide content.
Official Water Sponsor
$10,000/ week
● Includes branding on all water jugs
throughout venue
● Opportunity to create one
“housekeeping” advertisement
slide to be displayed on monitors
throughout venue

Sponsored Speaking Opportunities
Sponsored Lunch & Learn
$8,000 Recorded, $5,000 Not Recorded
● 40 minute session
● Lunch included
20 Minute Demo Presentation
& Video Recording
$2,000
● Demo Theater is located inside
the Marketplace
Sponsored Breakout Speaking Track
$55,000 Full Day, $30,000 Half Day
● Full day - six 40-minute sessions
● Half day - three 40-minute sessions
Sponsored Training Space
$7,000 Full Day, $4,000 Half Day
● Only available to companies who
are listed in the OpenStack Training
Marketplace

Additional Onsite Branding Add-ons
Increase Booth Width
by 5 Feet (1.5 m)
$15,000
46” Monitor & Stand in your booth
$1,200
Branded Summit Badge Lanyard
$30,000
Digital Advertising Slide
$1,000
● Will be displayed on monitors
throughout the venue
Private Meeting Room
$6,000
● Limit 1 per sponsor
● Rooms are located in the East
Building (15 minute walk from
Marketplace)

Community Building Sponsorships
Travel Support Program Donation
$25,000 supports travel & attendance for 12
community members
$10,000 supports travel & attendance for 5
community members
Women of OpenStack Speed Mentoring
Lunch
$6,000 named sponsor
OR $3,000 co-sponsor (minimum of 2 sponsors)
● Welcome address given by sponsor
● Sponsorship includes lunch
Women of OpenStack Networking
Lunch
$8,000 named sponsor
OR $4,000 co-sponsor (minimum of 2
sponsors)
● Lunch to discuss accomplishments,
hear lightning talks, and break into
small group discussions
● Welcome address given by sponsor
● Sponsorship includes lunch

How to Become a Sponsor

First: Sign the Master Event
Sponsorship Agreement
● You must sign the MSA before you sign the Vancouver Summit Sponsorship
Contract
● The executable MSA is available here:
www.openstack.org/summit/vancouver-2018/sponsor
● If you have sponsored one or more of the previous OpenStack Summits, then
you have already completed this step.
● You will need to know the date that you signed the MSA when you sign the
Vancouver Summit Sponsor Contract. If you are unsure of the date, then
please email summit@openstack.org.

Second: Sign Vancouver Summit
Sponsor Contract
● A link to the executable electronic contract will be made available at
www.openstack.org/summit/vancouver-2018/ on Thursday, December 14 at 11:00am
CST / 17:00 UTC
● In recognition of the ongoing support of companies that are Sponsors or Members of
the OpenStack Foundation (openstack.org/companies), their contracts will be
considered first, for the initial 24 hours after the executable Vancouver Contract goes
live on December 14.
● All other contracts will be processed starting 24 hours later on December 15, 2017 at
11:00am CST. From that point forward all sponsorships will be sold on a first come, first
served basis determined by the timestamp on completed agreements.

Remember to check your email
● After signing the electronic Summit contract you will receive an
email sent from Echosign
● You must click the link in that email to confirm your signature
● Once this step is completed, you have successfully signed the
contract. If you do not click the link in the email, then we will not
receive your signed contract.

Make sure you don’t have any past
due invoices
● If your company has any past due balances owed to the OpenStack
Foundation, these invoices will need to be paid in full in order to be
eligible to sponsor the Summit.
● Please contact billing@openstack.org if you think you may have any
overdue invoices.

Specific to Headline sponsors
● Headline level sponsors will be confirmed on a first come, first served basis if
there are four (4) or fewer contracts submitted within the first hour of the
executable agreement becoming available.
● In order to create a fair and level playing field, if more than four (4) companies
submit signed contracts within the first hour, the Foundation staff will
conduct a lottery to draw the four (4) official Headline sponsors.
● The remaining companies that do not secure the Headline sponsorship via
lottery will be given the opportunity to re-sign contracts and obtain Premier
level sponsorship slots in the order they submitted Headline agreements.

Countdown to Vancouver!

Timeline
● December
○ Registration will open this afternoon
○ Sponsorship contract live December 14 at 11am CST / 17:00 UTC
● January
○ Call for Presentations
○ Hotel room blocks
○ Travel Support Program application
○ Visa information
○ Sponsor registration codes distributed

Timeline cont.
● February
○ Call for presentation closes
● March
○ Agenda is live
○ Travel support request deadline
● April
○ “Early bird” discounted registration deadline
○ Forum “working sessions” schedule published
○ Sponsorship deadline is April 13th
● May
○ Vancouver Summit, May 21-24!

Stay in the Know
● Subscribe to the OpenStack Foundation marketing mailing list to
receive announcements regarding the Summit, other industry
events, and OpenStack marketing updates
○ Subscribe here:
http://lists.openstack.org/cgi-bin/mailman/listinfo/marketing
● Continue to check www.openstack.org/summit for updates
● Email summit@openstack.org with any questions

Questions?
Thank you for your support!!