Sponsor Expo Booth Guidelines, Access, & Submissions

Thank you for sponsoring the OpenSimulator Community Conference 2013!  We are grateful for your generosity and support of the conference.

Sponsor Expo Booth Deadline

In order to coordinate the needs of all of our sponsors, it is of critical importance that you plan to construct your Expo Booth well before the actual conference date.

All Expo Booth construction must be completed by midnight PDT on
August 15, 2013!

Sales & Signage Guidelines

Sponsor Expo Booths for the OpenSimulator Community Conference 2013 must meet the following guidelines:

  • No products or services may be sold in the Expo Booth area – no exceptions!
  • Product samples and free or freebie items can be distributed in the Expo Booth area.
  • Products and services may be listed by photograph, name, or description so long as a price is not included.
  • Under no circumstances should any Expo Booth signage or language indicate that the sponsor’s products or services are endorsed by the conference, conference organizers, or the Overte Foundation or AvaCon, Inc.

While we appreciate that these guidelines may require you to design special signage for the event, please understand that we must meet IRS regulations and guidelines regarding the allowable activities of a 501(c)(3) public charity.  Violations of these guidelines may result in tax penalties and other sanctions that could jeopardize our organization’s tax-exempt status and our ability to produce the conference.  Thank you for your understanding!

Content Appropriate for All-Ages, General Audience

The OpenSimulator Community Conference is an all-ages, general community event, therefore, sponsor Expo Booths must not contain content that would be inappropriate for children or a general audience.

 OAR File Submissions

Sponsors who have access to their own OpenSimulator grid space may wish to construct their Expo Booth elsewhere.  In these cases, we can accept an OAR file submission of your booth using the form below.

Please note that all parcel size, prim limits, and other guidelines for your booth size will be strictly checked and enforced!  See below for more information.

OAR file submissions will be imported by conference staff and moved to the appropriate location for your booth on a first come, first served basis.  The sooner you submit your OAR file, the sooner we can move your Expo Booth to its assigned location!

All OAR Expo Booth file submissions should be compressed prior to submission (.zip, .gz, .rar, .tar) and should be named in the following format:

oscc13_companyname_OAR_expobooth  (Example:  oscc13_fleepgrid_OAR_expobooth.zip)

Once your Expo Booth OAR file has been imported and moved to the assigned location, you will be notified via email and will be given access to double-check your Expo Booth placement and functionality prior to the event.

Building Your Expo Booth On-Site

If you do not have access to an OpenSimulator grid space to construct your booth elsewhere, or would prefer to build on-site, you will be given access to the conference Expo Regions prior to the event to construct your booth.

In order to provide access to the appropriate persons, all builders must have previously registered for the conference prior to receiving access to the build site.  The primary business contact for the sponsor, as indicated on the Sponsorship Sign-Up form, will be the only person who may designate builder access to the site.  Please be sure to coordinate with your sponsor business contact accordingly.

General Building & Script Guidelines

By default, each region will support up to 15,000 prims, but for performance optimization, prim efficiency is paramount. The fewer objects and items that have to be rendered in the viewer, the better performance for the client and end user will be.

At this time, all three types of building objects supported by OpenSimulator can be used in your Expo Booth build:

  • Prims
  • Sculpted prims
  • Mesh objects

Special care should be taken with sculpted and mesh prims to ensure they are optimized for multiple LODs and triangle efficiency to reduce viewer load. Colliders should also be tested for proper function and proportion relative to the sculpted or mesh object.

Texture Optimization

As a general rule the smaller the surface, the smaller the texture size that should be used. The smaller the better, since this results in faster loading time for end users and viewer clients. Recommended texture sizes on small surfaces include 64×64, 128×128, and 256×256, and in certain cases even smaller. For most larger surfaces, a texture size up to 512 x 512 is recommended. 1024 x 1024 sized textures should be reserved for uses where greater resolution is absolutely necessary.

Additional texture guidance includes:

  • If one texture is repeated many times throughout the build, it is more resource intensive to have multiple sizes of the same texture for different sized surfaces than it is to just have one size of the texture throughout the entire build.
  • Lessening the overall number of textures used in the build will also reduce the load time and optimize viewing for the end user.
  • Use of transparent textures or alpha layers must be used judiciously to avoid the appearance of flickering between transparency layers that overlap each other.
  • Use texture offsetting to minimize the number of textures used throughout the build.

Script Optimization & Review

Because scripted elements in a build have the most potential to negatively impact server-side simulator performance, all scripted elements of the Expo Booth build must be reviewed and approved by conference organizers prior to use.

In general, the fewer scripts used, and the fewer scripts listening for events, the better. How to best optimize LSL and OSSL scripts is beyond the scope of this document, but many resources for scripters are available on the web, in discussion forums, and on the OpenSimulator and Second Life wikis.

Parcel Sizes & Prim Limits

Gold & Silver Level Sponsors – Large Display Booth

A large display booth in the Expo Region will roughly correspond to a single region, minus areas reserved for a conference landing zone and common sidewalk areas.

Exact Square Meters:   48,896 sqm
Prim Limit:  11,192

oscc13_sponsor_region_parcel_goldsilver

Download an XML template prim that matches the sponsor area parcel dimensions exactly.  Unzip the file on your local machine and then import the XML file into your grid using the Imprudence Viewer.

Bronze Level Sponsors – Medium Display Booth

A medium display booth in the Expo Region will roughly correspond to a half region, minus areas reserved for a conference landing zone and common sidewalk areas.

Exact Square Meters:  25,216 sqm
Parcel Dimensions:  232m  x 110m  (minus cut-out area for landing zone)
Prim Limit:  5,771

oscc13_sponsor_region_parcel_bronze

Download an XML template prim that matches the sponsor area parcel dimensions exactly.  Unzip the file on your local machine and then import the XML file into your grid using the Imprudence Viewer.

Nickel Level Sponsors – Small Display Booth

A small display booth in the Expo Region will roughly correspond to a quarter region, minus areas reserved for a conference landing zone and common sidewalk areas.

Exact Square Meters:  12,224 sqm
Parcel Dimensions:  112m  x 110m  (minus cut-out area for landing zone)
Prim Limit:  2,797

oscc13_sponsor_region_parcel_nickel

Download an XML template prim that matches the sponsor area parcel dimensions exactly.  Unzip the file on your local machine and then import the XML file into your grid using the Imprudence Viewer.

Community Level Sponsors – Community Display Booth

A community display booth in the Expo Region will roughly correspond to one-sixteenth of a region, minus areas reserved for a conference landing zone and common sidewalk areas.

Exact Square Meters:  2,080 sqm
Parcel Dimensions:  52m wide x 40m long
Prim Limit:  476

oscc13_sponsor_region_parcel_community

Download an XML template prim that matches the sponsor area parcel dimensions exactly.  Unzip the file on your local machine and then import the XML file into your grid using the Imprudence Viewer.

Submit Your Expo Booth OAR File

Please enter the organization name as it should appear in all communications and materials. If the sponsor is an individual, enter the RL or SL name as it should appear in print and on the website.

Please enter the URL that should be used as the address or link listed for your sponsorship.


Please be sure to compress your OAR file prior to submission, and name your file in the following format: oscc13_companyname_OAR_expobooth (Example: oscc13_fleepgrid_OAR_expobooth.zip)