-
Notifications
You must be signed in to change notification settings - Fork 2
Sponsor FAQ
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.
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 can go there at the sides, or in the foyer or entrance hall.
We still need to finalize the exact layout of the venues. Sponsors will be able to pick their spot based on their level, and then within each level based on who confirmed first.
Depending on the sponsorship level, sponsors will either have a round standing table with a few tall chairs, or a bigger more typical rectangular table with chairs. You can put a rollup banner next to either, or hang a banner off the front.
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.
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.
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.
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)
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, if not please ask. 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.