Revision 13 as of 2015-01-14 13:51:53

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PSF Conference Kit

Regional Conference Kits

The PSF now has 3 large conference kits which can be used to present the PSF at local conferences to easily setup a professional PSF booth.

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The kits are made available in these regions (see below for more details):

Creating the kits was a joined effort by Armin Stross-Radschinski and Marc-Andre Lemburg. Please contact MarcAndreLemburg for questions regarding the kits.

Conference Kit for Europe

Contact for the kit: MarcAndreLemburg <mal@egenix.com>

Current location of the kit: Leipzig, Germany

Next events:

Past events:

Shipping Log:

Conference Kit for North Amercia

Contact for the kit: Jesse Noller <jnoller@gmail.com>

Current location of the kit: Northborough MA, USA

Next events:

Past events:

Log:

Conference Kit for South America

Contact for the kit: Luciano Ramalho <luciano@ramalho.org> and Mariano Reingart <reingart@gmail.com>

Current location of the kit: with Renzo Nuccitelli <renzo@python.pro.br>, Big Kahuna for PythonBrasil 2015

Next events:

Past events:

Log:

Kit contents

Each kit contains:

The kits are packaged in a black sports trolley bag with measurements roughly 100x40x40cm. Each kit weighs about 17kg, which leaves room for extra marketing material up to the usual 20kg limit for baggage on a plane.

Setup instructions for the kit

Please follow these instructions when setting up or taking down the kit:

Care has to be taken when doing this, since we would like to reuse the kit for a while, if possible.

When preparing the kit for travel or shipping, please make sure that the original packaging equipment is used. This makes it less likely that something get damaged.

If something does get damaged, please inform MarcAndreLemburg. It may be possible to send replacement material.

Carry-on Kits

The regional kits are not always easy to ship to conferences and since we only have one such kit per region, scheduling shipments, etc. may also result in problems getting the kit to the conferences on time.

In order to be more flexible, we're currently investigating having several smaller L-display kits available. These are kits which only weigh 3-4kg and come with a carry-on bag to easily take to conferences on plane, car, train, etc.

To test drive the setup, we've created one such kit for PyCon ZA 2012, which Ewa has attended. Turns out, the kit is easy to use and can be taken on a plane without problems.

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Available Carry-on Kits

The following members have one of the carry-on kits:

Using the kits

Here's the EU kit in action at EuroPython 2012:

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Common questions asked at the booth

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Getting extra marketing material and swag

MarcAndreLemburg maintains a set of flyers and stickers which can be used for conferences. Please contact him for details. It is possible to get a set of marketing material by postal mail or to arrange getting PDFs suitable for printing the material locally.

Available marketing material:

Ideas for more marketing material:

Getting the kits through customs

In most cases, there are no duties to pay, so customs is usually not much of a problem. If not, customs may ask you for a Customs Tariffs Number (CN number) or Harmonized System (HS) number for each of the goods.

These are the numbers I found that match the things in the regional kit (there are certainly other classifications possible as well, but I'm no expert on those):

Stickers and flyers

Display

If focus is placed on the printed display cloth:

If focus is placed on the aluminum display frame:

Table cloth

Customs duties and VAT

Customs duties are usually between 0-8% of the customs value. The latter can be estimated and since all of the kits are used materials, should sum up to around USD 300-500.

If customs needs some kind of invoice, the PSF can create a pro-forma invoice with PSF letterhead, outlining the figures.

In rare cases, import VAT will also apply. The percentage and procedure depends on the country of destination. Since the kits will usually only be used for a single event, VAT will be refunded when exporting the kit again and so can often be avoided altogether by filling out some forms (customs will likely have those available).

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