fp:Free Projects' Infopackage
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Contents |
Before LinuxTag
Exhibitor passes
An exhibitor pass empowers its holder to enter Berlin fairgrounds an hour before the official opening time and to stay a little bit longer after we close to the public. Note that this year, no setup/dismantling passes are needed to enter the exhibition halls during the setup and dismantling phase (which means that anybody can enter the fairgrounds - so always have someone from your team at your booth to watch your stuff).
Exhibitor passes vs. eTickets
The exhibitor passes for project booth members will continue to be free of cost for a reasonable amount of booth personnel. However, they are not meant as a means for regular visitors to save the entrance-fee. Hence, please don't abuse this, and don't add random visitors as booth staff if they don't belong to your booth. For this matter you will receive a decent amount of eTickets.
Ordering exhibitor passes
You can order the exhibitor passes for each accepted project using the vCC. Please login at the virtual Conference Center and click in the Main menu on "Project" and then in submenu on "Projects". Each accepted project will find a button "Order exhibitor passes". After you ordered the passes, we will have a look at the list and approve them. Otherwise you will get an email from us.
The deadline for ordering exhibitor passes is Friday May, 10th. In case you missed that deadline, please get in contact with the fp:Project Committee as soon as possible!
Getting your exhibitor passes
You'll need either normal entrance tickets or exhibitor passes for entering LinuxTag.
You can get exhibitor passes only during booth setup on Tuesday, May 21th 2013, at the LinuxTag e.V. booth located in hall 7.1c booth 163 for the registered and accepted project staff. You can only fetch the whole bunch for the entire project, so please make sure that the other project members know this and know a way to get to the passes after the show has opened.
Since our office is located behind the regular entrance, this won't work the same way when the show is going on. If you arrive after LinuxTag has already started, you'll have to either get a normal entrance ticket or ask your colleagues to provide you with an exhibitor pass from the inside.
eTickets
eTickets are electronic 4-day passes for visiting LinuxTag. LinuxTag will provide each participating project a bunch of eTickets, which should be spread among the project's community.
The tickets will be distributed in May.
Validity
Important: Because we encountered some problems last year, we urge you to activate your eTicket account immediately after reception of the mail from the system. You must log in within 48 hours to activate or the eTickets will are forfeited. Once you have logged in, all eTickets will remain valid until the fair.
See also
Insurance
Let us remind you to take care of your stuff at the booths, in the exhibition area, and the conference halls. LinuxTag takes no responsibility for any damaged, lost or stolen property. We offer a lockable storage room for your hardware and other things which need not to be at the booth during the night.
However you can contract insurance for hardware and stuff, including transportation at your own cost, provided by the Ausstellungsgut-Versicherung You can find further information in the Exhibitor Service Manual at Form E9 - Ausstellungsgut-Versicherung (Form F3 - Insurance for Exhibits - English Version).
Generally speaking it may be a good idea to scan through the list of services and order forms (English Version), offered by Messe Berlin.
In case you have questions, please contact Messe Berlin directly.
Sub-exhibitors
If you plan to host another project at your booth, you need to ask us beforehand. This is usual business at fairs. As long this does not have a commercial background we don't see much problems here. By asking us for permission this project will get known to a wider public, because we require information about this sub-exhibitor to put this on our website, like the other projects, too.
Important: all projects and sub-projects need an entry in our virtual Conference Center!
It is also possible that a company sponsors your project booth. If you have a sponsor for your booth, please contact our sales team (mailto:sales@linuxtag.org) and put us in the CC (mailto:projects@linuxtag.org). In case you want to host a commercial company at your booth, this is possible, but the commercial sub-exhibitor has to pay for exhibiting at your booth. Please also contact (mailto:sales@linuxtag.org) in this case.
Arriving at LinuxTag
As mentioned above, you can only enter the fairground during the event with an official 'exhibitor pass'.
Note that this year there will be no dedicated 'setup exhibitor passes' during setup, meaning that anybody can enter the fairgrounds during setup.
If you come by car to LinuxTag, please see Cruising the Area of Messe Berlin for Delivery and Unloading. If you have any trouble finding the right entrance or finding your booth, please call the Project's Office and ask for help. We will announce the official phone numbers a few days before the event on the free projects wiki startpage.
Your project manager should step by at the LinuxTag e.V. booth in the exhibition hall as soon as possible to inform us about your arrival, to pickup the prepared welcome package -including your exhibitor passes and social event tickets- and get the latest news from Elke, Jacqueline or Wolfgang. The booth is located in Hall 7.1a, booth TBD.
Please notice: Messe Berlin handles this very strict. If you stay longer than 2 hours with your car within the fairground the deposit will be lost.
See also
Cruising the area of Messe Berlin
You will see - Messe Berlin is a far and wide area, nearly a planet of its own. If you arrive there for delivery with your vehicle, use gate 25 only to enter the area, then follow signage to hall 7.
2013 Traffic Guide
See D4_Verkehrskoordination_2013.pdf for this year's details on how to reach the exhibition halls on the fair grounds.
Map
For a rough orientation please see the sketched plan of the fair:
Make sure to have a deposit of 100,- EUR in cash ready at hand. For cars it allows you to drive on the area for two hours, lorries have three hours. For details please have a look at the traffic guide.
See also
Parking
Parking your car within the area of Messe Berlin is prohibited and your car may be towed away on your own cost. If you have to bring some stuff directly to the exhibition hall, please see Cruising the Area of Messe Berlin for Delivery.
All parking lots around Messe Berlin will be open and usable free of charge. The nearest one to the entrace is P13 and P13a as shown in light blue on the map.
Booth-setup
Set-Up
You can set up your booth the one day before LinuxTag opens its doors. On Tuesday, May 21th, you set up and decorate your booth from 2 pm to 8 pm. The earlier you arrive and begin with this the better for all to solve eventually arising problems here. We hope that the booth basics are ready for you when you arrive. Otherwise, please stand nearby, and make sure to have someone guard your stuff.
Because LinuxTag will be opened on Wednesday, May 22th, by some officials, there is no way to set up your booth on Wednesday, May 22th. It has to be done before.
Break-Down
As usual it is not permitted to start dismantling your booth on Saturday, May 25th, before the show officially closes. Please do not start packing your equipment before 6:30 pm. You also can dismantle your booth on Sunday, May 26th, from 7 am to 10 pm. Note that since anyone can enter the fairgrounds during this time, you should not leave valuables at your booth without anyone guarding it.
Access
To get into the exhibition halls during set-up, you should not require a special document or pass. In case someone denies you the access during set-up or dismantling time, please call us at the projects office. The number will be announced a few days before the event at the start page of this wiki.
See also
During the event
Advertisement at your booth
For LinuxTag organization it gets harder to decide for some projects whether it will get a booth (sponsored by LinuxTag) or we have to charge them for it because of its strong commercial background. This decision is not easy to make and differs in each case, but we try to make it fair for everybody.
Therefore we have to insist on a special agreement with the projects exhibiting at a booth sponsored by LinuxTag: advertising for associated companies is not allowed at project booths sponsored by LinuxTag! It is not allowed to display brochures, price lists, hang-up posters or similar marketing materials for affiliated companies. Of course you can still present your projects flyers, brochures, DVDs or other promotional material with logos from sponsors.
If your company wants to get promoted at your project booth, please encourage it to contact us for information about sponsoring options. Several companies already used this option to advertise at affiliated project booths.
See also
Selling merchandise
LinuxTag sponsors each year hundreds of square meters of fully equipped exhibition stands. The costs for this are unbelievable high, therefore we have some strict rules concerning advertising and selling products at these sponsored booths.
First you should inform the project committee with a detailled list of all the products you want to sell about your merchandising plans. Please include in this message also a short description how and were you would like to present and sell this stuff on your booth. The bigger part of all requests will be approved very quick under the condition, that the merchandising part of your booth takes only a decent part of your booth. LinuxTag is aware, that you need to sell merchandising to refinance your costs, but we do not endure the transformation of a sponsored booth into a merchandising stand.
In case your project sells really much stuff and you make much profit, please consider donating a fair amount to LinuxTag. We use this money to maintain all free of charge services for the free projects.
See also
Catering and beverages at your booth
Free breakfast and lunch for projects & speakers
We are able to offer free breakfast and lunch for the participating projects, speakers and volunteers. To make this work, we need sponsors and volunteers from you, the free projects, who help prepare the food. Please see http://wiki.linuxtag.org/w/fp:Lunch for details.
At your booth
If your project plans to hand visitors fluids of one kind or another, please ensure that this doesn't turn your booth into a beverages bar.
This would actually cause a lot of problems because there's a default caterer and that company is the only one that is allowed to sell beverages at the exhibition center. They will get angry and try legal tricks (like asking for Korkgeld, see Wikipedia.de [1] ) if they feel somebody is poaching in their territory.
It is no problem to provide a cup of coffee or a glass of water to visitors inside the booth when talking to you and staff. Things just shouldn't spread.
Exclusive services for projects
Lunch
Sponsoring
We are able to offer a free lunch due to the generous sponsoring by tarent and Wikimedia. LinuxTag wishes to thank Elmar Geese, Manuel Schneider, and their teams for their support.
We still have not received the amount of commitments for sponsoring as in the previous years though.
This means we are still looking for sponsors, so that we can provide you with Club Mate and all other goodies that were so popular in the previous years.
In particular, the following sponsoring packages are still available:
- EUR 400,- for Water (incl. water for the conference rooms and for each booth during setup)
- EUR 250,- for Club Mate
- EUR 200,- for Cola and Lemonade
- EUR 150,- for Coffee and Tea (incl. Speakers Office)
- EUR 200,- for Cake
- EUR 300,- for food for the volunteers during setup and tear down
Preparation
You might imagine how expensive it is to provide lunch for about 300 people on all four days. Therefore we need your help: We need volunteers who help preparing the lunch during the morning. This means going to a supermarket and buying food, setting up a room and preparing salads and simple warm food or something similar. We need at least 7 volunteers every day!
Recipes
Let's collect some simple recipes for salads etc. on the recipe page
Equipment
We have a collection of equipment which we use each year to prepare breakfast and lunch
See also
- Lunch 2011 (including volunteer list)
- Lunch 2010 (including volunteer list)
- Lunch 2009 (including volunteer list)
- Lunch 2008 (including volunteer list)
Mom-and-pop grocery store
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Developer room
Developer Room "/dev/center": In hall "Weimar 1" (open on Wednesday-Saturday)
It is us an honor to announce again a special for all projects participating at LinuxTag. We will provide a room equipped with desks, some power connectors and network access for all of your project's members. The exclusive developer room "Weimar 1" is located at the intermediate level between 7.1 and 7.2 - take the stairs between 7.1a and 7.1b up - the Weimar rooms are located between halls 7 and 4. The /dev/center is open from Wednesday till Saturday during the official opening times and possibly a little bit longer. Please follow the signs Developer Room or /dev/center.
Bring cables!
We kindly ask you to bring your own network cables and some power multipliers.
Label your hardware!
Label the power cables with your project's name and please share them with the others. LinuxTag will not be able to provide enough power sockets for all your notebooks.
Clean up!
In addition to this we would like to ask you to clean up the desk you used before leaving the room, because we will not do it for you. If this works out well then we hope to make this a new ongoing service at further events.
LinuxNacht - official social event
A special highlight in the LinuxTag calendar is the social event for visitors, exhibitors, journalists and speakers on the second evening of the fair: LinuxNacht. The Linux community will gather on Thursday, May 23th, 2013, from 7:00 p.m. on. Location: Italienische Höfe, Zitadelle Spandau.
Have some good food and drinks while socialising and chatting with visitors and project fellows.
Tickets
The regular LinuxNacht ticket costs EUR 40. Tickets are available in the on-site at the fairgrounds right at the ticket shop. Included in the admission is the large buffet and all drinks.
In our experience, these tickets will be sold out early. Therefore we recommend to order your ticket rather early!
In addition to this LinuxTag offers a limited quota of sponsored tickets for members of the exhibiting projects. Each ticket is sponsored by LinuxTag with 20 and therefore costs 20. We will spread the tickets fair in a "first come, first serve" manner, because we have only a limited quota of sponsored tickets.
You will be able to buy these sponsored tickets at the LinuxTag e.V. booth at hall 7.1a booth 163.
Summary
LinuxNacht at Italienische Höfe, Zitadelle Spandau Thursday, May 23th, 2013 Address: Zitadelle Spandau, Am Juliusturm 64, 13599 Berlin
See also
Contact
The team organizing the free projects' appearance at LinuxTag is called project committee.
Contact
You can contact us by email using projects@linuxtag.org.
Members
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Elke Moritz Referentin Freie Projekte: in charge of the project booths and main contact for the free projects |
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Jacqueline Rahemipour your contact in the exhibition halls - at hall 7.1c. Sells the Social Event tickets for the free projects |
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Wolfgang Drotschmann Dipl. Informatiker
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Former Members
(alphabetical order)
- Marko Jung
- As founding member of the Project Committee Marko organised four consecutive events defining new standards for free software projects' appearance at large international venues. With the formation of the Projects Board he institutionalised the democratic involvement of the free software community in LinuxTag's decision processes. Marko left the committee on his own wish due to personal reasons in May 2009.
- Susanne Pfeifer
- Susanne joined the project committee in 2006 being the good soul within the team. She mainly worked on internal projects, represented LinuxTag at events throughout Europe and organised not only one stunning after show party. She left the committee on her own wish due to personal reasons in May 2009.
- Martin Schulte (GUUG)
- LinuxTag 2006 in Wiesbaden was organized by the German Unix User Group (GUUG). As it's chairman, Martin also was deeply involved in the free software projects appearance at LinuxTag 2006.
- Martin 'Joey' Schulze
- Before the committee was installed in second half of 2005, Joey managed the projects' affairs for several years. LinuxTag is deeply grateful for his long-lasting commitment..
