This is a content overview of the important information and details for sponsors of the upcoming OpenStack Summit in Tokyo, Japan taking place October 27 - 30. You can watch a recording of the webinar here: https://openstack.webex.com/openstack/ldr.php?RCID=d48605b7ca9fdccd990ab20eb9334be8

1. TOKYO
October 27-30, 2015

2. THANK YOU TO OUR SPONSORS!
All other sponsor logos can be found at:
https://www.openstack.org/summit/tokyo-2015/sponsors/

3. TOPICS COVERED
• Summit Schedule
• Language
• Summit Schedule
• How to Find the Summit Venue when you Arrive
• Map of the Venue
• Marketplace Expo Hall
• Sponsor Add-Ons (Still Available)
• Visa Information
• Registration
• Sponsor Services
• Sponsor Booths
• Shipping
• Official Evening Events
• Hotel Room Blocks
• Deliverable Deadlines

4. SUMMIT SCHEDULE

5. LANGUAGE
• The Summit is always a global event
• 99% of content and sessions will be presented in
ENGLISH
• Keynotes will offer interpretation to/from
English/Japanese
• Other sessions will not have simultaneous translation –
breakouts will be presented in English

6. From Narita Airport:
• Take the Narita Express (N’EX) high speed train direct to Shinagawa
Train Station
• One-way ticket : 3,190 yen / $26 USD
• Duration: between 1 – 1.5 hours
Narita Airport to Shinagawa Train Station

7. From Haneda Airport:
• Take the Keikyu Line to Shinagawa Station
• One-way ticket : 410 yen / $3.32 USD
• Duration: 11 minutes
Haneda Airport to Shinagawa Train Station

8. Arrive at Shinagawa Station Take the South Exit
How to find the Summit Venue from Shinagawa Station
Average 10 minute walk from Shinagawa Station to Summit Venue

9. Follow the signs to the “Takanawa Exit (West Exit)”

10. Go down the stairs / escalator underneath the yellow sign
“Takanawa Exit (West Exit)”

11. When you exit Shinagawa Station you will see the GOOS Building directly across the street.
Cross the busy main street either using the pedestrian bridge or the cross walk. From there
walk straight up the street passing the LEFT side of the GOOS Building.
Left Side of the GOOS

12. Here you will also see signs for the
Grand Prince Hotel
New Takanawa, the Summit venue
Continue walking up the street until you see
the Edelweiss restaurant on your right. This
restaurant is inside the Grand Prince Hotel
New Takanawa, the Summit venue

13. Walk through these doors and go upstairs to the lobby of the
Grand Prince Hotel New Takanawa.
You have arrived at the OpenStack Summit venue!

14. MAP OF VENUE

15. MARKETPLACE
EXPO HALL

16. MARKETPLACE OPEN HOURS FOR
ATTENDEES*
Tuesday, October 27 10:45am – 4:40pm (10:45 – 16:40)
6:00pm – 7:30pm (18:00 – 19:30)
Wednesday, October 28 10:45am– 6:10pm (10:45 – 18:00)
Thursday, October 29 9:00am – 2:00pm (9:00 – 14:00)
Booth Crawl in the Marketplace:
Tuesday, October 27 6:00pm – 7:30pm (18:00 – 19:30)
*Schedule may change depending on final show schedule.

17. SET UP & TEAR DOWN HOURS FOR
SPONSOR BOOTH STAFF
Sponsor Marketplace/Lounge/Activity Station Installation:
Monday, October 26 1:00pm – 7:00pm (13:00 – 19:00)
Tuesday, October 27 7:00am – 9:00am (7:00 – 9:00)
Sponsor Marketplace Dismantle:
Thursday, October 29 2:10pm – 6:30pm (14:10 – 18:30)
Sponsor Lounge & Activity Station Dismantle:
Based on location

18. EVENT & STARTUP BOOTHS

19. HEADLINE, PREMIER, SPOTLIGHT BOOTHS

20. POOL AREA OUTSIDE EXPO HALL

21. • Community Lounge C ($40,000)
• Community Lounge D ($40,000)
• Sponsor Coffee Breaks in Expo Hall ($20,000/day or $50,000/week)
• Branded Activity Stations ($8,000/each)
• Custom Food & Beverage Stations ($5,000/each)
• Travel Support Program ($25,000)
• 20 Minute Demo Presentation & Video Recording
($1,000 for Startup, $2,000 for Headline, Premier, Spotlight, & Event)
• Increase Booth Size (Spotlight Sponsors only) ($20,000)
• 46” HD Capable LCD Monitor and Stand (Startup and Event Sponsors only)
($1,000/week)
• On-Site Digital Advertising Opportunities ($1,500)
SPONSOR ADD-ONS (STILL AVAILABLE)
**All dollar amounts listed are in USD

22. • Located near the main entrance to the the Marketplace Expo
Hall, several boutique shops and the hotel front desk
• Dimensions: 13m X 35.1m ; roughly 455 sqm; 100+ seats
• Large windows with natural light
Community Lounge C ($40,000)

23. Community Lounge D ($40,000)
• Located in the Hotel Lobby, Design Summit Building
(Level 1)
• Dimensions: 10.1m X 24.3m ; roughly 228 sqm; 80+
seats
• Large windows with natural light

24. Apply NOW – It can take up to 1 month to complete the visa process.
Steps to complete before you apply for a visa:
1. Flight reservation
2. Hotel reservation
3. Summit registration
You can apply for a visa invitation letter at: https://www.openstack.org/summit/tokyo-
2015/tokyo-and-travel/#visa
All inquiries regarding visas should be sent to: eventvisa@openstack.org
Deadline to apply for visa invitation letter: October 1, 2015
Note: If your visa is declined, email your registration refund request to summitreg@openstack.org no later than
October 19, 2015
VISA INVITATION PROCESS FOR JAPAN

25. REGISTRATION
Redeeming Registration Codes:
Register HERE
When registering on Eventbrite,
you will need to FIRST enter your
code BEFORE you select the
Full Access ticket
Deadline to register with code is
October 19, 2015

26. REFUNDS AND TRANSFERS
How to Request Registration Refunds:
• To request a refund please send an email to summitreg@openstack.org with your ticket
number
• Deadline to request a refund is October 19, 2015
How to Transfer a Ticket:
• Login to your Eventbrite account (through the email that is tied to your ticket)
• Under "My Tickets" > "View Order" > "Edit" you can replace your ticket details (name,
email, etc) with someone else’s
• Deadline to transfer a ticket is October 19, 2015

27. SPONSOR SERVICES
FNTECH Sponsor Services: https://sponsorservices.fntech.com
• Home Page/Important Documents
• Registration Codes
• Booth Staff Lanyards
• Marketing Deliverables
• Lead Retrieval Devices
• Ordering extra power, bandwidth, hardline internet, etc

28. Headline 15’D x 20’W (4.6m x 6.1m)
Booth Includes:
• Back wall customized with company lo
go or custom artwork
• 46”/117cm HD monitor with stand
• (2) chairs
• Carpet
• Wireless Internet access
• 6’x24” (1.8m) black draped table
• Waste bin
• 15 amps electricity
• (1) universal power strip
• Double Sided Chalkboard
Premier 10’D x 15’W (3.1m x 4.6m)
Booth Includes:
• Back wall customized with company logo
or custom artwork
• 46”/117cm HD monitor with stand
• (2) chairs
• Carpet
• Wireless Internet access
• 6’x24” (1.8m) black draped table
• Waste bin
• 10 amps electricity
• (1) universal power strip
• Single Sided Chalkboard
SPONSOR BOOTHS

29. SPONSOR BOOTHS
Spotlight 10’D x 10’ W (3.1m x 3.1m)
Booth Includes:
• Back wall customized with company
logo or custom artwork
• 46”/117cm HD monitor with stand
• (2) chairs
• Carpet
• Wireless Internet access
• 6’x24” (1.8m) black draped table
• Waste bin
• 10 amps electricity
• (1) universal power strip, Single Sided
Chalkboard
Event & Startup 6’ Table (1.8m)
Booth Includes:
• 6’x24” (1.8m) black draped table
• Wireless Internet access
• (1) universal power strip
• 5 amps electricity
• (2) chairs
• Waste bin
• Carpet
• Single Sided Chalkboard

30. SPONSOR BOOTHS
What’s Not Allowed:
Headline, Premier and Spotlight Sponsors:
• Custom booth properties, such as demo counters
are permitted, however, counters may not be more
then 4’ tall (1.22m).
• Booth must be open on 3 sides.
• All signage, furniture and materials must be kept
and distributed from within your booth space.
Event & Startup Sponsors:
• Removing the 6ft table is not permitted.
• 8’x8’(2.5m x 2.5m) or 10’x10’ (3.1m x 3.1) pop-up
booths are not permitted on the show floor.
• Pop-up banners may not be larger than 6.5’W x 8’H
(2m x 2.5m).
• Full Racks or equipment equal in size are not
permitted.
• All signage, furniture and materials must be kept &
distributed from within your booth space.

31. SHIPPING
• Storage on site is very limited, so please keep shipments to a minimum.
• Empty storage fees will apply in Tokyo
• When shipping to Japan, it is common for shipments to be held in customs for a couple of
days, please plan accordingly
• Please carefully read page 4 & 5 of the Shipping Manual.
• Consolidate shipments, when possible. There is a general handling charge that is applied to
each individual shipment
• Shipments will be received at the Japanese Advanced Warehouse: September 24, 2015 –
October 16, 2015.
• Contact shipping@fntech.com if any of the following apply:
 Your shipment exceeds 96”H x 48”W x 48”L Crated (2.5m x 1.2m x 1.2m) or 1 ton in
weight
 You would like to ship direct to show (there are venue restrictions that make this
complicated)
 You have a shipment for a breakout room, meeting room, lounge, or the Design Summit
 You have any shipping related questions

32. OFFICIAL EVENING EVENTS
Monday – Women of OpenStack networking happy hour sponsored by IBM and Intel
Tuesday – Booth Crawl Happy Hour in Marketplace Expo Hall
Wednesday – Official OpenStack Evening Event – *opportunity to sponsor*

33. BOOTH CRAWL HAPPY HOUR
• Menu will be sent for selection the first week of August
• Confirmation to participate must be received by Monday, September 14
• Payment and order is due to the venue by Thursday, September 30. This is a very
hard deadline from the Summit venue and can not be adjusted.
Note: The Marketplace will be closed following the afternoon break on Tuesday,
October 27. This will allow time for sponsors and catering staff to prepare for the Booth
Crawl

36. DISCOUNTED HOTEL ROOM BLOCKS
• Hotel links for the OpenStack Summit
Tokyo will be coming soon
• Please carefully read OpenStack
Tokyo Hotel info packet. This can be
found on the FNTECH Sponsor
Services portal
• Hotel questions or sub-block contact:
Sarah Krawiecki, sarah@fntech.com
1. Access hotel website
2. Select the date you are going to stay
3. Enter the Access Code (code will be provided)
4. Click the “CHECK AVAILABILITY” button to enter
booking form.

37. DISCOUNTED HOTEL ROOM BLOCK NIGHTS

38. DELIVERABLE DEADLINES
ALL SPONSORS:
DUE NOW – Company logo in both vector and jpeg formats for Summit signage
Monday, September 14– AV, Electrical, Furniture, Labor, Lead Retrieval, Networking form EARLY BIRD
Pricing
Monday, September 14– Networking & Electrical Booth Layout
Monday, September 14– Booth Crawl Participation
Thursday, September 24 – Shipments can be received at the Advanced Warehouse
Monday, September 28– EAC Form (if applicable)
Monday, September 28– AV, Electrical, Furniture, Labor, Lead Retrieval, Networking form STANDARD Pricing
Monday, October 12– Acknowledgement of Inward/Outward Handling Charges
Monday, October 12– Sponsor Services Closes for all Pre-Summit Orders
Friday, October 16 – Last day to receive Shipments at Advanced Warehouse
Friday, October 23 – Sponsor Lanyard names entered into Sponsor Service portal

39. ADDITIONAL DELIVERABLE DEADLINES
HEADLINE SPONSORS:
Friday, October 9– 90-second pre-recorded video/commercial with audio
Friday, October 9– 90-second pre-recorded video/commercial with audio
Friday, October 9– 100-word paragraph for inclusion in a Summit preview email sent to all registered attendees
HEADLINE & PREMIER SPONSORS:
Friday, October 9– Marketing slide (16:9 ratio: jpeg, Keynote or PowerPoint format)
HEADLINE, PREMIER & SPOTLIGHT SPONSORS:
Tuesday, Sept 1– Side Panel form
Tuesday, Sept 1– Custom Booth Back Wall Artwork
PREMIER & SPOTLIGHT SPONSORS:
Friday, October 9– 60-second pre-recorded video/commercial to be played on video message wall
DEMO THEATER SPONSORS (add-on participants only):
Monday, September 28– Marketplace Theater Details
SPONSOR LOUNGES & ACTIVITY STATIONS (add-on participants only):
Wednesday, September 2 – Lounge and Activity station concept

40. QUESTIONS?

41. openstack.org/summit

42. thank you!