Information for Sponsors

Deadlines

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

For the Booklet Ad submission due on 25 June, please submit via EuroPython 2021 Sponsor Booklet Ad Upload. For most items due on July 9th, you can submit them via the EuroPython 2021 Sponsor Assets Submission Form. Most other things can be submitted via our usual email sponsoring@europython.eu. But please refer to the relevant sections below.

Please note: These are hard deadlines. We might not be able to accept submissions after the listed dates and will not issue refunds in case the deadlines are not met.

Early-bird Sponsorship

We are pleased to offer a 10% discount to early bird sponsors. The deadline for receiving the offer is May 7th. Availability is limited, so get in touch with us soon, or sign up directly by filling in our sponsorship signup form.

Sponsor Tickets

Registration Process

  1. Purchase the Conference & Sprint Business Ticket in bulk by using the voucher codes by 9th July: The sponsor representative will get a direct email with voucher codes to purchase in bulk the free and discounted tickets. Please follow the direct email instructions and purchase all of the tickets you are entitled to.
  2. Register at europython.eu: Ask every team member that will attend the conference to first register an account at the website, if they haven’t already. If they already have an account, you can skip to the next step.
  3. Assign tickets: Assign the tickets to every team member that you have chosen to attend the conference. Follow the FAQ page to find out how to assign a ticket.

Note: if your sponsorship package includes delivering a sponsored talk, workshop/training or poster, you will also need to assign the speakers a ticket. Without a named ticket, our registration team will not be able to allow them into the conference.

If your sponsor package comes with conference session passes with 50% discount, you can buy them at the discounted rate for 60 EUR using the voucher code(s) we provide. If you need to purchase even more tickets than what’s provided by your package, you are entitled for a 10% discount off the Business Conference Ticket.

Deadline for purchasing the Sponsor Tickets: July 9th

Virtual Exhibit

Virtual Presence

The Sponsor Chat Channel and Virtual Space on Social Platform are part of your sponsor package.

Sponsor Chat Channel - Matrix.org room: for sponsors of Gold and above, we will set up a chat channel on our Matrix.org server. You can chat with interested attendees by text or have audio & video calls in your chat channel. A chosen representative from your team will be given permission to manage the channel in which you can interact with attendees, host your presentations, workshops, challenges, or get feedback from any talks your team has given.

Virtual Space on Social Platform - wonder.me area: to simulate the hallway track experience, we will set up a social room on wonder.me and give our sponsors of Silver and above a dedicated area so that attendees can pop in and have a video chat with you. On the platform, each chat circle can be up to 15 people at a time, but the amount of chat circles is unlimited. It is also possible to do a quick demo/presentation within the circle, but it is recommended to use the dedicated sponsor chat channel for better video quality.

Please note, We do not offer 1 to 1 chat rooms. However, on our Matrix.org server, with the attendee's permission, you can have a private text chat or voice/video call with them, provided they have not turned off receiving direct messages or calls. And of course, this is also subject to our Code of Conduct (i.e. no spam) and GDPR.

Virtual Exhibit Schedule

The virtual exhibition is open during the conference days (Wednesday to Friday, 28-30 July).

Exhibit open times coincide with the conference schedule which has a different start and end time each day to accommodate attendees from different time zones.

Though the exhibit is open during all three conference days, it is encouraged but not mandatory to staff your virtual channels during the whole time. It is up to you how much engagement and when you would like to dedicate to them.

Virtual Channels Induction & Setup

We will send out an invitation to you at least one week before the conference to schedule a tour of the Matrix.org platform and the wonder.me area dedicated to you. After the induction, you and your team will be fully onboarded to our Matrix server and given the liberty to customise your channel and get familiarised with our wonder.me setup, fully ready for the conference.

Leads Collection

We don't offer any specific feature for lead collection. You are free to talk to attendees and ask for their information and consent to be contacted. You can also set up your own lead collection system, e.g. a form, and ask our attendees to fill in their contacts. Needless to say, the data collection process is subject to GDPR.

Sponsored Content

Sponsored Poster

As a Keystone sponsor, you get to show a poster as part of the official conference schedule during conference days (Wednesday to Friday, 28-30 July).

Please let us know the presenter's name by June 7th, so we can contact them for scheduling preferences and coordinate with the Program Workgroup to guide them through the poster submission.

You could go to check out EuroPython 2020’s posters to get some ideas if you wish.

Deadline for submitting the presenter name for the Sponsored Poster: June 7th
Submission Channel: email sponsoring@europython.eu

Sponsored Workshop/Training

As a Keystone, Diamond sponsor or sponsors having purchased a Sponsored Workshop/Training, you get one slot of 180 minutes as part of the official conference training/workshop schedule (Monday & Tuesday, 26&27 July). Please let us know the trainer's name by June 7th, so we can contact them for scheduling preferences and coordinate with the Program Workgroup to guide them through the training/workshop submission.

Deadline for submitting the trainer’s name for the Sponsored Workshop/Training: June 7th
Submission Channel: email sponsoring@europython.eu

Sponsored Talk

As a Keystone, Diamond and Gold sponsor or sponsors having purchased a Sponsored Talk, you get one slot of 30 minutes as part of the official conference schedule (Wednesday to Friday, 28-30 July). Please let us know the speaker's name by June 7th, so we can contact them for scheduling preferences and coordinate with the Program Workgroup to guide them through the talk submission.

Deadline for submitting the speaker’s name for the Sponsored Talk: June 7th
Submission Channel: email sponsoring@europython.eu

Recruiting

Recruiting Email Ad

For Keystone and Diamond sponsors, if you are interested in us sending a recruiting email on your behalf, please submit the following information to EuroPython 2021 Sponsor Assets Submission Form:

  • Title
  • Description (up to 100 words)
  • A URL to the recruiting ad on your own website.

We will send these during the event to the attendees who have opted in to receive job ads from sponsors.

Deadline for sending in the text for the Recruiting Email Ad: July 9th.
Submission Channel: EuroPython 2021 Sponsor Assets Submission Form

Job Board Ad on Website

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

If you are interested in submitting an ad, please send the job ad to EuroPython 2021 Sponsor Assets Submission Form We will then place it on the website after review.

We will post a maximum of three job ads per sponsor. Please include a short company introduction, the job title, a short job description and a contact address.

For an example of how this looks like, please check out the 2020 job board.

Deadline for sending in the text for Job Board Ad on Website: July 9th
Submission Channel: EuroPython 2021 Sponsor Assets Submission Form

Recruiting Session Presentation

The schedule of the recruiting session will be confirmed at a later date along with the conference schedule.

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 your matrix.org channel or wonder.me to have direct follow-up chats with you.

Please register your interest by sending an email with the subject "Recruiting session: your company name" to sponsoring@europython.eu, before July 19th 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 using slides, please send the file to us in the same email, within the same deadline.

You can also check out the 2020 recruiting session to get an idea how it looks.

Deadline for submitting Recruiting Session Presentation: July 19th
Submission Channel: email sponsoring@europython.eu

Job Ad on Matrix Jobs Channel

We will have a #jobs channel on our matrix platform, resembling the recruitment whiteboard in the in-person event. You could post job listings in that channel any time during the conference days there.

Deadline for submitting Job Ad on Matrix Jobs Channel: Any time during the conference days.
Submission Channel: post ads on #jobs channel on matrix yourself.

Advertisement & Promotion

Conference Booklet Ad

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

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

If you want to get an impression of a previous year's EuroPython conference booklet, please see the EuroPython 2020 Conference Booklet.

In order to avoid any file uploading issue, please upload the TIFF file to your preferred file hosting service (Dropbox, Google Drive, OneDrive, WeTransfer, etc) and only submit the link to our EuroPython 2021 Sponsor Booklet Ad Upload, based on the following specification:

  • Print resolution: 300dpi/ppi
  • Full-page size: 190mm wide x 210mm high (the equivalent of  2244 x 2400 pixels)
  • Half-page size: 190mm wide x 105mm high (the equivalent of 1240 x 2244 pixels)
  • Bleed: 3mm all around the ad
  • Color profile: don't embed any specific color profile
  • File format: .tiff
  • File name: company_booklet_ad.tiff (e.g. EuroPython_booklet_ad.tiff)

Deadline for submitting the TIFF file for the Conference Booklet Ad: June 25th
Submission Channel: Submit file link to EuroPython 2021 Sponsor Booklet Ad Upload

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 request 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.

You can check out the 2020 Keystone Sponsor blog post to get an idea.

Examples:

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

After you’ve sent in the draft, we will forward it to our communications WG for editing.

Deadline for sending the Blog Post text and picture: July 2nd.
Submission Channel: email sponsoring@europython.eu

Virtual Swag Page

Sponsors of Silver and above can be featured on our Virtual Swag Page of the website. We will list the page on our website as a swag page accessible only by our attendees. If you have prepared any coupon codes, digital gifts, we can distribute them for you via the page. What you are eligible to submit depends on your sponsorship level:

  • Silver: Submit a URL that features any promotional campaign for our attendees. Link is clickable from your company logo. If you do not have a URL campaign, but would rather submit graphics, we can also link to that.
  • Gold: Submit a sponsor blurb (up to 100 words) + everything included in Silver level.
  • Keystone & Diamond: Submit a PDF brochure featuring your company or any promotions/gifts + everything included in Gold level.

Please submit everything by July 9th via the EuroPython 2021 Sponsor Assets Submission Form.

Note for Keystone and Diamond sponsors: In order to avoid any file uploading issue, please upload the PDF brochure to your preferred file hosting service (Dropbox, Google Drive, OneDrive, WeTransfer, etc) and only submit the link to the above form.

Deadline for sending in all the materials featured in the Virtual Swag Page: July 9th
Submission Channel: EuroPython 2021 Sponsor Assets Submission Form

Video Ads

These are promotional video files in MP4 format of 720p or 1080p resolution, each up to 20 seconds long.

You will get a number of slots where these promotional ads will be shown during the breaks of the main conference. You can submit different ads files to be played in these slots. Or alternatively, the same file will be played multiple times.

How many video ads you wish to submit is entirely up to you. We recommend between 2 to 10 video ad files depending on your ad share below:

  • Keystone: at least 30% of the all the video ads played
  • Diamond: at least 15% of the all the video ads played per Diamond sponsor
  • Gold: at least 5% of the all the video ads played per Gold sponsor
  • Silver: at least 2% of the all the video ads played per Gold sponsor

Please note, in order not to run into any attachment max size issue, please upload everything you need to send us to a file hosting service (e.g. Dropbox, Google Drive, WeTransfer, OneDrive, YouTube, Vimeo, etc) and only send us the link by July 9th.

Deadline for sending in the links to all the Video Ads: July 9th
Submission Channel: EuroPython 2021 Sponsor Assets Submission Form

Sponsor Feedback Questions

Keystone and Diamond level sponsors may request adding up to 3 questions to our feedback form which we will send to attendees near the end of the conference.

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

Please submit 1-3 questions, which could 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.

Deadline for submitting the Sponsor Feedback Questions: July 9th
Submission Channel: EuroPython 2021 Sponsor Assets Submission Form 

Three Emails to Attendees (opt-in)

Keystone sponsor is eligible to draft three emails of your choice and have the organisers send them on your behalf to attendees who have opted to receive sponsor emails. You can take the opportunity to tie in with the blog post and recruiting emails/posts, introduce a particular activity or highlight of your company, or point attendees to something really technical and geeky about your company. It is entirely up to you how many emails, if any, you wish us to send and which angle you wish to take in each.

Deadline for submitting the draft of the Three Emails: Any time before or during the conference days.
Submission Channel: Contact an organiser from your chat channel during the conference or email sponsoring@europython.eu to schedule them in advance.

Promo Messages on Matrix Channel

You will submit short promo messages of a couple of sentences each, so an organiser can post and announce them on your behalf in a prominent channel of our matrix server during the conference. These messages can be generic or timed to your specific events.

Deadline for submitting the Promo Messages on Matrix Channel: Any time before or during the conference days.
Submission Channel: Contact an organiser from your chat channel during the conference or email sponsoring@europython.eu to schedule them in advance.

Sponsor Retweets

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

In order to get a retweet, please contact an organiser during or before the conference mentioning the URL of the tweet. We will then schedule it for a retweet.

Deadline for submitting Retweet URL: Any time before or during the conference days.
Submission Channel: Contact an organiser from your chat channel during the conference or email sponsoring@europython.eu to schedule them in advance.

Sponsor Tweets

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

In order to get the tweet scheduled, please contact an organiser during or before the conference mentioning the tweet text. We will then review it and schedule it after approval.

Deadline for submitting Tweet text: Any time before or during the conference days.
Submission Channel: Contact an organiser from your chat channel during the conference or email sponsoring@europython.eu to schedule them in advance.

LinkedIn Reshare

Sponsor of Keystone and Diamond get a single reshare of one of your posts to the subscriber of EuroPython’s LinkedIn group. We normally do not reshare from companies, so signing up as a EuroPython sponsor is a good way to get the exposure.

In order to get the reshare scheduled, please contact an organiser during or before the conference mentioning the URL of the reshare. We will then schedule it.  

Deadline for submitting Linkedin Reshare URL: Any time before or during the conference days.
Submission Channel: Contact an organiser from your chat channel during the conference or email sponsoring@europython.eu to schedule them in advance.