Schedule
Timetable
|
Booth setup time |
Exhibition open time |
Teardown time |
|
|
Day 1 - 25th October |
12:00pm - 13:30pm |
15:45pm - 20:00pm |
20:15pm - 21:00pm |
|
Day 2 - 26th October |
08:00am - 08:45am |
10:45am - 18:00pm |
18:15pm - 19:00pm |
|
Day 3 - 27th October |
08:00am - 08:45am |
10:45am - 18:30pm |
19:00pm - 20:00pm |
Set up
Set up should be completed before we open the event for the day. Please refer to the table above and reach out to the email listed at the bottom of this page if you have any questions. Our staff will run a final checklist before the event starts for the day, and then the booths will be locked down until exhibition time starts. This is intentional, so that all the booth staff can also take part of the daily welcome, where important announcements are made, and also can enjoy the first few talks each day.
Exhibition time
Booth exhibitors are expected to station the booths 15 minutes before the delegates leave the first group of talks of the day. Please ensure you are at your booth at the times listed above in the "exhibition open time" column. This will mean you will be required to (quietly) leave the plenary/workshop sessions 15 minutes before the scheduled end.
We expect that all booths will follow the rules below:
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Booth staff are expected to follow the Ubuntu Code of Conduct v2.0 at all times.
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Booths should always have at least one individual staffing the table at any given time during exhibition hours.
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Booth staff are responsible for the cleanup and removal of any personal booth materials or items at the conclusion of the event.
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Booth staff should inform the event support team of any special accommodations required.
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Booths can not be used as a point of sales location for products or services.
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Booths should be inviting and welcoming. Your booth should have activities for attendees to engage with.
Tear down
Booths are expected to follow the timetable shared above for tear down. At the end of Day 1 and Day 2, Booths can store their equipment at the Ubuntu Summit venue. If they choose to do so, we expect to have all items placed in boxes clearly labeled. Our team will keep an inventory of everything deposited. Please contact our Event Support team if you need assistance. At the end of Day 3, all booths are expected to clean up and remove items from the venue before 8:00PM.
Booth information
Booth size: 3 meters (w) x 3 meters (d) x 2,5 meters (h)
Booth includes:
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3 meters wide back wall
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43 inch LED screen, mounted in the middle of the back wall
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Centrally managed digital signage for the 43 inch LED screen.
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2 tables: 120 cm (wide) x 60 cm (deep) 70 cm (high)
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4 chairs
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Small bin
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Power supply 1 kW-220 V with 1 power outlet (5 meters, 3 sockets)
Steps to take before the event:
Shipping to the venue
Valverde
Valverde works directly with the World Forum The Hague, and is the easiest option. Exhibitors should get in touch with Valverde - transportation & logistic partner of World Forum, manual is shared on this link.
Self-organized shipment
If exhibitors are bringing their own equipment and other items without using Velverde, the venue will not receive or store their parcels. In this case, exhibitors should bring their equipment and items to the Ubuntu Summit venue on Friday 25th October, between 12:00 PM and 12:30 PM.
For shipping items back from the Wolrd forum The Hague, exhibitors should teardown and remove their items from the World Forum The Hague on Sunday 27th October, between 7PM and 8PM.
Digital signage
Digital Signage system is provided by Screenly, and supports images or videos.
Please open this google drive and drop the assets in the folder with your booth name. If you require a specific schedule for certain media, please add a text file with details on time and media.
If you have any questions regarding your digital signage, you can contact our event support staff via email, instant message, or reach out to the Screenly booth.
Have a question or technical request?
Send us an email at event-support@lists.canonical.com.