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Sponsor FAQ

Bettina edited this page Aug 22, 2024 · 2 revisions

When to arrive? When to leave?

We recommend sponsors to arrive no later than evening of the 17th and the program will run until 6 or 7pm on the 19th.

If you are a Gold or Silver Sponsor with a table, setup times depends on where your table is. Since the program in Hal 5 starts at noon on the 18th, you have until noon to set up your sponsor table there, although attendees will come to Hal 5 starting the afternoon of Sept. 17 to check in for the conference. The program will start around 9am on Sept. 18.

Sponsor Tables: Hal 5 vs Het Depot

If you are a Silver or Gold Sponsor, you may be wondering where to have your table: How are the 2 venues are different - Het Depot vs Hal 5 - and what happens in each?

They're very different. Het Depot is really a concert venue, with has theater style seating and a proper stage and professional A/V. Hal 5 is where we held the conference last year. It's an open hall, an old railway workshop next to a park. It's run by a non-profit doing activities for the neighborhood. There are a few social impact companies based there, they have a neighbourhood cafe. It feels very light and open in comparison to Het Depot.

We'll start and end the conference with talks at Het Depot, in between we'll split between the two with a variety of sessions and activities. Talks, workshops, and other stuff. Talks will all happen at Het Depot, other activities can happen at either.

Hal5 will be split into our own cafe area where people can just hang out and where we might do smaller activities like "office hours", and workshop/session spaces. Sponsor tables can be part of the cafe; you should get lots of foot traffic there.

At Het Depot there's a big open area (the pit) between the stage and the theater seating, where we'll put tables and chairs. Sponsor tables will be in the foyer or entrance hall.

Though we believe Hal 5 will be more happening as it’s the workshop and community space, its main downside is that it’s closed the morning of Day 1. Being at Het Depot means that you will see every attendee, as it’s where all the speakers are presenting.

Sponsors will be able to pick their spot based on their level, and then within each level based on who confirmed first.

Gold sponsors get a big table (230 cm long x 75 cm x 75 cm); silver sponsors get a small standing / bar stool table (around 80cm in diameter). Gold sponsors could choose to have a small table, if preferred.

All the big tables will be at Hal 5, due to space constraints. Small tables can be at Het Depot or Hal 5.

You’ll be able to set up your tables starting around 16:00 on Tuesday, Sept. 17. Attendees can start to register around 17:00 on Tuesday, Sept. 17.

Please let us know once you know who the main contact person for the table in Leuven is, when this person wants to set it up, and the best way to contact them while in Leuven.

Banners

Don’t worry about making a new banner/flag; just bring a rollup banner or a flag that you already have.

We’d like to collect banners for Het Depot when you arrive, so that we can already set them up on Monday or latest Tuesday.

You can also mail your banners (within reason, as his car is small) to Arne in Belgium. Check your email for his address.

Where should I stay?

There are two major hotels right at Leuven train station, which is itself right in the middle of the two venues (2 minute walk to Het Depot, 5 minute walk to Hal 5). Last time we (crew and speakers) stayed at the Park Inn, which has bigger rooms but is also more expensive than the Ibis Budget, where most speakers are staying this time around.

You can find other options on Booking or Airbnb, but places are filling up, we recommend not waiting too long. Generally any place within Leuven's ring road will be walkable, especially the eastern half or center of the circle.

What is digital swag? How will we provide it to our attendees?

Digital Swag are things like discount codes or invite links. We send a single email to attendees after the conference with virtual perks like these. You can provide us with a CSV or similar with individual codes or links, and a short blurb that goes into the email together with a CTA button.

How do I get my tickets?

Most of you should have your free ticket codes by now. A few later deciders do not have the ticket codes yet, and we will provide them at the current Regular pricing, even if it happens after our Late Bird pricing goes into effect.

You will receive separate ti.to discount code links for the free and discounted tickets.

Email Communications

We'll still have a number of emails that will go out. Between now and September we'll have a few more newsletters telling people about all the plans we have as they come together. All Gold sponsors will be credited at the end of each email.

To automatically stay up to date, please sign up for our newsletter, also on our homepage. (https://2024.heartofclojure.eu)

Social Media Shoutouts

For the social media shoutouts, please let me know what your handles are on X and Mastodon.

A Talk presented by your company

For Silver and Gold Sponsors, the host will say something like, “This talk is presented to you by AcmeCorp. AcmeCorp is a supplier of widgets for the widget industry, they are currently hiring" before a talk of your choice.

Please let us know your first, second, and third choices, and we will assign them in order of sponsorship level and date confirmed.

Lightning Talk Slot for Gold Sponsors

Your talk should be interesting and relevant enough that people would voluntarily watch it, so it should not be an ad or straight sales pitch. There is a strict 5 minute cap on this.

Please let me who will be giving your talk, and we’ll let you know when and where it’ll take place.

Hiring Email

For the hiring email, tell us what you want to put in there, it should be

  • paragraph
  • call to action link We'll add your logo too.

Discord Channels for Sponsors

We're using Discord to discuss event logistics, venue layout, and practical questions about swag and banners. We have set up #sponsor-lounge and #sponsor-helpdesk channels in our Discord channel where sponsors and organizers can chat with each other. You should have received an invite link via email. We generally prefer Discord as a communication channel, especially as the conference gets closer.

We recommend you add your company name to your Discord handle for added clarity.