KCD Texas 2026 — Sponsor Logistics Guide

Comprehensive logistics guide for KCD Texas 2026 sponsors
All booth setup details, timelines, specs, and day-of instructions in one place.

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📋 Quick Links

Resource	Link
Sponsor Checklist	CHECKLIST.md
Code of Conduct	kcdtexas/code-of-conduct
Event Website	KCD Texas 2026
Contact Organizers	sponsors-texas@kubernetescommunitydays.org

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🗓️ Event Details

Field	Value
Date	Thursday, May 15, 2026
Venue	TCEA Conference Center
Address	1601 Rio Grande St, Austin, TX 78701
Attendee Count	~500 expected
Event Hours	8:00 AM – 6:00 PM
Sponsor Booths Open	9:00 AM – 5:30 PM

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📦 Load-In & Setup Timeline

Day Before Event (May 14, 2026)

Time	Activity
3:00 PM – 7:00 PM	Optional early load-in for large/complex booths
7:00 PM	Venue closes (security lock)

Note: If you need early load-in, email sponsors-texas@kubernetescommunitydays.org by April 30, 2026 with booth # and setup requirements.

Event Day (May 15, 2026)

Time	Activity
6:00 AM	Venue opens for sponsor access
6:00 AM – 8:30 AM	Standard load-in & booth setup
8:30 AM	All booths must be setup complete
9:00 AM	Doors open — attendees arrive
5:30 PM	Expo hall closes
5:30 PM – 7:00 PM	Load-out & teardown
7:00 PM	Venue closes

⚠️ Setup must be complete by 8:30 AM. No setup activity allowed after attendees enter.

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🏗️ Booth Specifications

Platinum Sponsor (10×10 booth)

• Space: 10' × 10' (3m × 3m)
• Included:
  • 1 × 6' draped table
  • 2 × chairs
  • Power strip (4 outlets, 110V)
  • Sponsor name on booth signage
  • WiFi access (see below)
• Maximum Height: 8 feet (2.4m) — no structure may exceed this

Gold Sponsor (8×8 booth)

• Space: 8' × 8' (2.4m × 2.4m)
• Included:
  • 1 × 6' draped table
  • 2 × chairs
  • Power strip (2 outlets, 110V)
  • WiFi access

Silver Sponsor (table)

• Space: 6' draped table in shared sponsor area
• Included:
  • 1 × 6' table
  • 2 × chairs
  • WiFi access
• Note: No dedicated power — shared charging station nearby

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🔌 Audio/Visual & Technical Specs

Power

• Standard: 110V / 15A per booth (US standard outlets)
• Additional Power: If you require >15A or 220V, request by April 20, 2026 ($150 fee applies)
• Restrictions: No space heaters, high-wattage equipment (>1500W), or cooking appliances

Internet/WiFi

Network	SSID	Password	Use Case
Attendee WiFi	KCD-Texas-2026	kubernetes2026	General browsing
Sponsor WiFi	KCD-Sponsor	(emailed 1 week before event)	Booth demos, video streaming

• Sponsor WiFi specs: 100 Mbps down / 50 Mbps up per booth
• Wired Ethernet: Available on request ($75 fee) — email by April 25, 2026

⚠️ Test your demos on WiFi before the event. No guarantees on bandwidth during peak times.

A/V Equipment

Included in booth: None.

Available for rent (must reserve by April 30, 2026):

• TV/Monitor (32", 43", 55") — $100–$250
• HDMI cables — $10
• Portable PA system — $150
• Extension cords (25', 50') — $15–$30

Contact sponsors-texas@kubernetescommunitydays.org to reserve.

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🎨 Logo & Marketing Deadlines

Item	Format	Deadline	Submitted To
Website Logo	SVG or PNG (transparent bg, min 500px wide)	✅ April 1, 2026	sponsors-texas@kubernetescommunitydays.org
Printed Signage Logo	Vector (AI, EPS, or PDF)	✅ April 5, 2026	Same
Swag Bag Insert	PDF (8.5"×11" flyer) + 500 printed copies shipped to venue	April 20, 2026	Address provided after confirmation
Slide Deck (Sponsor Intros)	1 slide, 16:9 aspect ratio, PDF or PPTX	May 1, 2026	Same

⚠️ Late submissions may not be included in print materials.

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📦 Shipping & Receiving

Ship to Venue

You may ship materials to the venue starting May 10, 2026.

Shipping Address:

[YOUR COMPANY NAME]
c/o KCD Texas 2026 — Booth #[YOUR_BOOTH_NUMBER]
TCEA Conference Center
1601 Rio Grande St
Austin, TX 78701

Requirements:

• Label ALL boxes with your company name and booth number
• Include a packing list inside one box
• Notify organizers when shipment is sent: sponsors-texas@kubernetescommunitydays.org

Return Shipping:

• Bring pre-labeled return boxes + prepaid shipping labels
• Venue will hold boxes for pickup until May 17, 2026
• After May 17, unclaimed materials will be donated or discarded

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🚗 Parking & Venue Access

Parking

• Sponsor Parking: Free parking passes (2 per Platinum, 1 per Gold) emailed May 1, 2026
• Parking Garage: TCEA Garage (entrance on W 16th St)
• Additional Passes: $25/day — request by April 30

Venue Entry

• Sponsor Badge: Sponsors receive booth staff badges (2 per Platinum, 1 per Gold, 1 per Silver)
• Additional Badges: $50 each — must register by May 5, 2026

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🍔 Food & Beverage

Meal	Time	Included
Breakfast	7:30 AM – 9:00 AM	Coffee, pastries (sponsor area)
Lunch	12:00 PM – 1:00 PM	Boxed lunches provided to booth staff
Afternoon Snacks	3:00 PM	Coffee, snacks

Dietary Restrictions: Email requirements by May 1, 2026.

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⚠️ Rules & Restrictions

Booth Conduct

• ✅ Allowed: Demos, swag, raffles, games, Q&A, lead scanners
• ❌ NOT Allowed:
  • Audio >70dB (no loud music/videos)
  • Blocking aisles or neighboring booths
  • Open flames or candles
  • Drones or RC devices
  • Alcoholic beverages in booth (unless pre-approved)

Lead Scanning

• Badge Scanning: Attendees opt-in via QR code — DO NOT scan without permission
• GDPR/Privacy: See Code of Conduct for data handling rules

Raffles & Giveaways

• Must comply with Texas raffle laws (no purchase required)
• Notify organizers of raffle plans by May 1, 2026

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📞 Day-Of Contact

Event Day (May 15):

• Sponsor Coordinator: [TBD] — Mobile: [TBD]
• Venue Manager: [TBD] — Mobile: [TBD]
• Emergency: Dial 911 or venue security at main entrance

Before Event:

• Email: sponsors-texas@kubernetescommunitydays.org

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📚 Additional Resources

• Code of Conduct — Required reading for all booth staff
• CHECKLIST.md — Step-by-step sponsor action items
• CFP Repo — Info about speaker lineup
• Talks Repo — Post-event talk archive
• Workshop Materials — Hands-on sessions

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❓ FAQ

Can I set up my booth the night before?

Yes, optional early load-in is May 14, 3–7 PM. You must request this by April 30, 2026.

What if I need more power than the standard 110V/15A?

Email sponsors-texas@kubernetescommunitydays.org by April 20, 2026. Additional power costs $150.

Can I bring my own furniture/displays?

Yes, but they must fit within your booth footprint and not exceed 8 feet in height.

How do I get my booth number?

Booth assignments are emailed by April 10, 2026 based on sponsorship tier and signup order.

Can I run a raffle or contest?

Yes. Notify organizers by May 1, 2026 and ensure compliance with Texas law (no purchase required).

What happens to materials left behind after load-out?

Venue holds items until May 17, 2026. After that, unclaimed materials are donated or discarded.

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📝 Changelog

Date	Change
2026-03-06	Initial sponsor guide published

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Questions? Contact sponsors-texas@kubernetescommunitydays.org

This guide is version-controlled. See commit history for updates.