EuroPython 2018

Information for Sponsors

Deadlines

These are the deadlines we have for various items related to sponsorships:

For details, please refer to the relevant sections below.

Please note that the above are hard deadlines. We cannot accept submissions after the listed dates and will not issue refunds in case the deadlines are not met.

Sponsor tickets

Registration process

You will get a direct email with a voucher code for your company. Please hand the code over to your attendees and advise them

  1. to register at europython.eu and then
  2. to purchase a free or discounted sponsor ticket by using the voucher code until July 15th.

You will need to get your sponsor tickets on the registration desk.

The price for conference session passes at the early-bird rate is EUR 365.00 excl. VAT, EUR 438.00 incl. 20% UK VAT. You can buy tickets at this discounted rate using the voucher codes we provide as part of the sponsor package.

Exhibition

Booths and tables

A booth is a stand with dividing partitions: from 9 to 50 sqm (depending on the sponsorship package).

Booth design

Booths will be included in the sponsor package prices (for packages with booth). We are working with a booth builder to give us nice looking and concise high quality booths for the conference.

The booths will include a big logo of your company. Please send us a vector version of your logo, if you haven't done already.

Table sizes

We will publish the table sizes as soon as we get the details from the booth builder.

Stands floor plan

We will publish the floor plan as soon as we solve questions with the venue and the booth builders.

Exhibition schedule

The exhibition is open during the three main conference days only, from Wednesday to Friday. Exhibit opening times are: 9am to 6pm on Wednesday and Thursday, 9am to 5pm on Friday.

Please ensure that prominent booths will be staffed during the opening hours. Normal booths and tables need to be staffed at least during the official breaks.

Booth setup and teardown times

Time for set up of the booths will be Tuesday, July 24th, 6pm-8pm (possibly earlier, depending on how fast the booth builders are) and Wednesday, July 25th, 8am - 10am.

The tear down of the booths will be possible on Friday, Jul 27th, 4pm-5pm. The booth builder will start with taking down the booths at 5pm.

Booth designs

Booth building is managed by GES for EuroPython 2018.

The following are a few mockups the booth builder has sent us to give you an idea of what the booths will look like. Please note that these designs are not final and still subject to changes.

Silver booth:

Silver Booth - Europython 2018.jpg

Includes: 2x3m stand, 2 spot lights, 2 chairs (white), 1 table (white), 3x2.5m graphics panel

Gold booth:

Gold Booth - Europython 2018.jpg

Includes: 3x3m stand, 2 spot lights, 1 counter desk, 1 bar stool, 3 seats, 1 table, 3x2.5m graphics panel, counter desk graphics

Platinum booth:

Platinum Booth - Europython 2018_1.jpg

Includes: 4x4m stand, 2 spot lights, 1 lockable store room, 1 counter desk, 1 bar stool, 3 seats, 1 table, 4x2.5m graphics panel, counter desk graphics

Diamond booth:

Diamond Booth - Europython 2018.jpg

Includes: 6x5m stand, 5 spot lights, 1 lockable store room, 2 counter desks, 2 bar stool, 12 seats, 3 tables, 6x2.5m graphics panel, 2x1m counter desk graphics

Keystone booth:

Keystone Booth - Europython 2018_1.jpg

Includes: 7x8m stand, 5 spot lights, 1 lockable store room, 2 counter desks, 2 bar stool, 12 seats, 3 tables, 7x2.5m graphics panel, 2x1m counter desk graphics

Customization and additions to stands

A booth construction and basic furniture (table, chair(s), power sockets, small wall mounted spotlights, and possibly a locker) are provided by us and included in your sponsorship package if you have booked a package with booth. If you want to customize the booths, please contact GES directly:

Louise Mullen
GES Assistant Event Manager
Mobile: +44 (0) 7423 432 073
EMail: LMullen@ges.com

and / or order customizations at this GES customization shop:

https://ordering.ges.com/000025943

Deadline for all customization orders is July 6th. This is a hard deadline, since the booth builder has to make arrangements to implement these changes requests.

Reception desk logo

The booths with counter desk can have a sponsor logo on the desk. Please send this to GES, if you'd like to make use of this. See the notes below regarding the backdrop images for details on formats.

Dimensions of the reception desk panel: 935mm wide x 835mm high

Contact with GES: Andy Dobbs, adobbs@ges.com. Andy will be able to help with any questions you have regarding image customizations.

Image delivery: please email to Andy Dobbs. For larger images, please use a download service such as Google Drive (without sign in) or WeTransfer and send the link via email.

Deadline for logo submission is July 6th.

Changing the backdrop image

The mockups show example backdrop image, but it is also to provide a custom one. For higher level booths, multiple backdrop images have to be sent (see below). Please ask GES for details.

In case you'd like to provide a custom design, please pass the following to your designer.

BOOTH

DIMENSION

Notes

Silver

1 of 3m x 2.430m

Artwork sizes – 2980mm x 2430mm  + 20mm bleed

 

Gold

1 of 3m x 2.430m

Artwork sizes – 2980mm x 2430mm  + 20mm bleed

 

Platinum

Two parts: 1 of 3m x 2.430m & 1 of 1m x 2.430m.

Artwork sizes – 2980mm x 2430mm + 20mm bleed. 1035mm x 2430mm  + 20mm bleed

 

Diamond

Two parts: 1 of 2m x 2.430m & 1 of 3m x 2.430m

Artwork sizes – 2024mm x 2430mm + 20mm bleed.  2980mm x 2430mm  + 20mm bleed

 

Keystone

Two parts: 1 of 2m x 2.430m & 1 of 6m x 2.430m

Artwork sizes – 2024mm x 2430mm + 20mm bleed.  5937mm x 2430mm  + 20mm bleed

 

Image submission guide: GES Digital File Prep Guide

Image bleed and saftey zones: GES Layout Example

Image sizes: Image files must be produced following artwork sizes including bleed.

File format: Free Hand, Adobe Illustrator, Adobe InDesign, Adobe PhotoShop or PDF, TIF and EPS in high definition;

Resolution of the images: real size in 100 dpi or 1/3 of the final size of the print, in 300 dpi. The images must be always in four-colours process

File names: each file must be named after the sponsor

Logo position: The white circle with the logo shown in the mockups is the default way of presenting the sponsor logo in the default backdrop image. If you want to customize the backdrop, you are free to place your logos in any way you'd like in your backdrop image.

Contact with GES: Andy Dobbs, adobbs@ges.com. Andy will be able to help with any questions you have regarding image customizations.

Image delivery: please email to Andy Dobbs. For larger images, please use a download service such as Google Drive (without sign in) or WeTransfer and send the link via email.

Deadline for order submission is July 6th.

Extra furniture

If you want to rent extra booth furniture, please have a look at this catalog the venue sent us:

GES Exhibitor Service Brochure

You can order these from the booth builder directly.

Deadline for order submission is July 6th.

Television sets

GES in Edinburgh does not provide A/V rentals, but you can order these from the EICC venue. Please have a look at this order form the venue sent us:

EICC A/V Order Form

You can order these directly from the EICC. They all come mounted on TV stands.

Deadline for order submission is July 6th.

Dedicated Internet connection

The venue has WLAN in all rooms and the exhibit hall, but if you'd like to have a more robust Internet connection, you can order this from the EICC:

EICC ICS Order Form

Deadline for order submission is July 6th.

Catering

If you would like to run a small party or get-together at your booth, we can put you in touch with the venue caterer. Please contact us for details.

You can also arrange separate events and parties outside the venue, e.g. in one of the bars on the beach.

Deadline for order submission is June 25th.

Shipping

Shipping will be handled by GES Logistics for EuroPython 2018.

Please see their information PDF for all the details regarding sending parcels, storage during the conference and return shipments:

GES Shipping Instructions & Charges

If you want to send parcels to the conference, you will have to order their services using the order form:

GES EuroPython 2018 Order Form

The deadline for ordering parcel services is July 6th (was: June 25th).

The advance warehouse mail address to ship parcels to is:

Stevie Cameron Event Logistics
1 Tennant Avenue
College Milton South
East Kilbride, G74 5NA

Please do note that shipments will only be processed, if the appropriate services were ordered from GES Logistics using the above form.

EU import services: Please also note that all consignments being shipped from outside the EU, must be handled by GES Logistics in order to avoid UK customs issues.

GES will not be on-site at the EICC until July 24th to accept deliveries, so any deliveries prior to this date should be sent to their advance warehouse.

For additional information, questions or requests, please contact Paul Bessey, Tel: +44 (0) 121 782 4433, Email: pbessey@ges.com. He will be happy to help.

Leads

Lead collection

If you want to collect leads at your booth for recruiting purposes or to follow up on product/project inquiries, you can make use of the QR codes we will have printed on all attendee badges.

The QR codes will provide vCard 3.0 records with the name, affiliation and email addresses of the attendees.

You can scan them using many QR reader apps available for mobile phones. The reader apps will typically allow you to store the vCard records in an address book which you can then export to e.g. Outlook or CRM software for use in follow-up emails.

You can also use the leads for price draws, games, party invites or other attendee interaction ideas.

Recruiting

Mailing list

For your recruiting ad email send the following information to sponsors@europython.eu:

  • title
  • description (up to 100 words)
  • an url link e.g. to the recruiting ad on your own website.

Deadline for sending in recruiting ad email texts is July 13. We will send these during the event to the attendees who have opted in to receiving job ads from sponsors.

On-site job board

For your recruiting ad on the on-site job-board please prepare a DIN A4 sheet. You can bring it along and pin it on the board yourself.

Job board web page

All sponsors in sponsorship levels silver and above are eligible for posting a job ad on our Job-board page.

If you are interested in submitting an ad, please send the job ad to sponsors@europython.eu. We will then place it on the website after review.

We will post as many as three jobs per sponsor, but only if the jobs are sent as single ad text combing the ads. Please include a short company introduction, the job title, a short job description and a contact address.

Deadline for website job board ads submissions is July 13.

Recruiting session

The recruiting session will be in the Lammermuir Suite on Thursday, July 26 at 12:00. 

The recruiting session will give each sponsor a chance to give a 5 minute pitch, presenting their company and their job offers. Attendees can then go to the exhibit hall to have direct talks with the sponsors.

The room can host up to 200 people, it is situated on the -2 floor (same as the exhibit hall) and the map is available in the EuroPython 2018 Conference App.

Please register your interest by sending an e-mail with subject "Recruiting session: Your company name" to sponsors@europython.eu before Monday July 23rd, 10:00 BST with the following information:

  • Name of your company
  • Name of the person giving the pitch for your company
  • Will you be using slides?
  • If you are willing to use slides (1-2 slides), please send us the slides in the same e-mail, within the same deadline. 

Please remember to specify the location of your Booth so that attendees can then talk to you, get information about your business and your job offers, exchange contacts.

Advertisement

Booklet ad page

Our sponsor packages include ad space in the conference booklet. The size of the ad depends on the sponsorship level:

  • Keystone, Diamond: eligible for a two page ad
  • Platinum, Gold: eligible for a one full page ad
  • Silver, Bronze, Patron: eligible for a one half page ad

If you want to get an impressions of a previous year's EuroPython conference booklet, please see the EuroPython 2017 booklet (PDF).

Please upload the ad as TIFF file using our EuroPython 2018 Sponsor Ad Upload Form, based on the following specification:

  • Full-page size: 19cm wide x 21cm high
  • Half-page size: 19cm wide x 10.5 cm high
  • Print resolution: 300dpi
  • Bleed: 3mm all around the ad
  • Color profile: don't use any specific color profile
  • File format: .tiff
  • Delivery deadline: June 20th (was: June 15th)

Sponsor blog post

For Diamond and Keystone Level sponsors, we will run blog posts highlighting the sponsor. The communications WG will work together with the sponsor to write this blog post and the post will then be published on our regular EuroPython Blog, which also goes to our Twitter and Facebook account, as well as a few mailing lists.

For the blog post we will a 2-3 paragraph text from you and ideally a picture we can use on the blog post (if you don't have a picture, we can use your logo as well).

The text should be written to highlight your activities with Python and address a technically oriented audience.

Examples:

  • Promote your sponsored talk / training
  • Highlight a new product you are presenting at the conference
  • Announce a lounge event you are organizing

Please sent the initial draft of the text and the picture to sponsoring@europython.eu no later than June 23rd. We will then forward it to our communications WG for editing.

Sponsor feedback questions

Diamond and Keystone Level sponsors may request adding a short list of questions to our feedback form which we will send around to attendees near the end of the conference.

This is great way to get an idea of how well the sponsorship worked out.

The feedback forms are managed by the communications WG. Please submit between 1-3 questions to sponsoring@europython.eu no later than June 25rd. We will then forward it to the WG for integration into the form. Questions should be multiple choice, free text or rating questions (1 to 5)

The form will be left open for around 1-2 months after the conference. We will then publish the results on our website and send them to you as well.

Sponsor retweets

All sponsor levels from Bronce up can get a single retweet of one of their tweets to the followers of our @europython Twitter account. Please note that we normally do not retweet tweets from companies, so signing up as EuroPython sponsor is a good way to get a retweet.

In order to get your tweet retweeted, please write to the sponsor helpdesk at sponsors@europython.eu, mentioning the URL of the tweet to retweet. We will then schedule it for a retweet.

Sponsor tweets

Sponsor levels Platinum, Diamond and Keystone additionally get to suggest a single tweet, which we'll then send to the followers of our @europython Twitter account.

In order to get the tweet schedule, please write to the sponsor helpdesk at sponsors@europython.eu, mentioning the tweet text. We will then review it and schedule it after approval.

Bag inserts

The bag insert is included for Silver or higher sponsors. This is to be delivered by the sponsor and will be packed by the EuroPython organizers.

  • Silver and Gold sponsors can send flyers (up to size DIN A4) or gadgets.
  • Platinum, Diamond and Keystone sponsors can send flyers (up to size DIN A4), brochures and gadgets.

If you want to send thicker or larger gadgets, please contact us at sponsoring@europython.eu, since we have to make sure that the bag can hold these gadgets.

Quantity

Please send at minimum 1400 bag inserts.

Bag inserts have to be delivered to the parcel service company until Friday (July 20th) before 16:00 BST (17:00 CEST) to be available for bag stuffing on Sunday.

Alternatively, bring them to the venue on Monday morning. We are planing on doing the bag stuffing on Monday afternoon.

IMPORTANT: Please use "BAG INSERT" as indicator on all parcels, so we know that these parcels are meant to be sent to the venue on Monday and opened by us for bag stuffing and notify us regarding the inserts you have sent by sending email to sponsors@europython.eu so that we know what to expect. Thanks.