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.

Early-bird Sponsorship

We are pleased to offer a 10% discount to early bird sponsors. The deadline for receiving the offer is May 15th 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

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 by 13th July.

As we enforce a named-ticket based system for our registration, after you've purchased the free and discounted tickets, please assign them to your team that will attend the conference representing your company. If your sponsorship package includes delivering a sponsored talk 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.

For details on how to reassign a ticket, please see check out our FAQ page.

Before the conference, we will send out an email invite to schedule a tour with you, so your staff can get familiarized with our Discord and Zoom system in advance, fully ready for the conference days.

The price for conference session passes at 50% is EUR 87.5 excl. VAT. You can buy tickets at this discounted rate using the voucher code(s) we provide as part of the sponsor package.

Exhibition

Virtual rooms and channels

Virtual rooms and channels will be included in the sponsor package prices. 

We will set up a virtual Zoom meeting room for attendees to visit, inside which you will have the liberty to run talks, training sessions or other interactive activities. Depending on the chosen sponsorship tiers, this can range from 2 rooms for all 4 days with up to 300 participants in each, to an 1 hour slot in 1 room with up to 100 participants in each. The virtual rooms will be available on all conference days and the sprint days. 

A dedicated Discord channel is included for Silver and higher-tiered sponsors: we will set up a channel named after your company on EuroPython’s Discord server before the conference and also link the Zoom room assigned to you in the description for easy access. You will then be given permission to manage the channel. The chat room can be used for text feedback for any presentations you’ve done in the Zoom room. But you can also customize it to your liking to attract more attention. The chat rooms will be available on all conference days and the sprint days.

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

 

Exhibition schedule

The virtual exhibition is open during the conference days (Thursday and Friday) and sprint days (Saturday and Sunday).

Exhibit opening times are: 9am CEST to 6pm CEST between Thursday and Sunday.

Though the exhibit is open during all four days, it is not mandatory to staff your virtual booths during the sprint days should you not wish to. You will have the possibility to choose on which day(s_ to use your included virtual room in Zoom.

Virtual rooms and channels setup

We will send out an invitation to you at least one week before the conference to schedule a tour of the Discord chat channel and the Zoom Virtual Room(s) dedicated to you. After the induction, you will be given liberty to customize your Discord channel and come up with activities for your Zoom room (or slot) before the conference.

Leads

Lead collection

We don't offer any specific feature for lead collection. So you can set up your own lead collection system, e.g. a Google Form, and ask our attendees to fill in their contacts. Needless to say, the data collection process is subject to GDPR. 

Recruiting

Mailing list

For your recruiting ad email send the following information to sponsors@europython.eu,our sponsors' helpdesk

  • 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 5th. We will send these during the event to the attendees who have opted in to receive job ads from sponsors.

Job board web page

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 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 a single ad text combining all the ads. 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 2019 job board.

Deadline for website job board ads submissions is July 5th.

Discord Jobs channel submission

We will have a "Jobs" channel on our Discord server, resembling the recruitment whiteboard in the in-person event. You could post job listings in that channel during the conference days there.

Recruiting session

The recruiting session will be in the room Ni at 15:45 - 16:15 CEST on 24 July

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 Zoom rooms or Discord channels to have direct talks with the sponsors.

Please register your interest by sending an e-mail with subject "Recruiting session: Your company name" to sponsors@europython.eu, before July 20th 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.

You can also check out the 2019 recruiting session to give you an idea how it looks like in our in-person event.

Advertisement

Booklet ad page

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
  • 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 2019 Conference Booklet (PDF).

Please upload the ad as TIFF file using our EuroPython 2020 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: July 5th

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.

Examples:

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

Please send the initial draft of the text and the picture to sponsoring@europython.eu no later than June 30th. 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 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 July 5th. 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.

Sponsored poster

As a Keystone sponsor, you get to show a poster as part of the official conference schedule (Thursday or Friday). Please let us know the presenter's name and the title by July 5th, 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 our Schedule's (https://ep2020.europython.eu/schedule/) poster tracks for some ideas if you wish. 

Sponsored talk

As a Keystone, Platinum and Diamond sponsor, you get one slot of 30 minutes as part of the official conference schedule (Thursday or Friday). Please let us know the speaker's name and the title by July 5th, so we can contact them for scheduling preferences and coordinate with the Program Workgroup to guide them through the talk submission.

 

Mentions in the announcements channel

Instead of mentioning your company on our #hallway Discord Channel, we will give you a free upgrade and promote your company on our #announcements Discord channel during all conference and sprint days. This is the central place for attendees to get information.

We will need you to submit a few short messages of a couple of sentences each, so we can post them on your behalf to promote your and attract attendees to your Discord channel and Zoom room. If you are eligible for getting various mentions but only submit one message, then the same message will be posted multiple times.

Please note, during the conference and sprint days, you could also post some messages yourself on our #hallway channel on Discord, a place where attendees mingle and chat. If you would rather not get the free upgrade and have us post the mentions on #hallway, instead of #announcements we can certainly accommodate as well.

Please send in these messages by July 13 to sponsors@europython.eu

Sponsor retweets

All sponsor levels from Bronze 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 from companies, so signing up as EuroPython sponsor is a good way to get a retweet.

In order to get a retweet, please write to sponsors@europython.eu, mentioning the URL of the tweet. 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 scheduled, please write to sponsors@europython.eu, mentioning the tweet text. We will then review it and schedule it after approval.

Digital Bag inserts

The bag insert is included for Silver or higher sponsors. 

  • Silver and Gold sponsors can send in a PDF with some promotional material about your company, and  a URL to a page of your company, or a URL with coupon codes to give our attendees discounts to your products.
  • Platinum, Diamond and Keystone sponsors can send in everything above, plus a ZIP file that includes more content to promote your company.

We are considering to list all of the above mentioned material on our website for easy access.

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, etc) and only send us the link. Please send in digital bag inserts by July 5th to sponsors@europython.eu.

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 days in our Zoom Webinar rooms. You can submit different ads files to be played in these slots. Or alternatively, the same file will be played multiple times.

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, etc) and only send us the link. Please send in video ads by July 13th to sponsors@europython.eu.