Sponsoring

Table of Contents

Welcome to Hot Chips 2024

Hot Chips 2024 (Aug. 25-27, 2024) is planned as a hybrid (in-person + virtual) conference. The in-person venue is Stanford University.

Current and prospective sponsors will find the following information very helpful for both guidance in selecting a sponsorship program and maximizing the use of sponsorship benefits.

Sponsorship Programs at a Glance

  Silver 1 Gold Platinum Rhodium
Sponsorship Cost $3,000 $7,500 $12,000 $25,000+
Company Logos Published ✓ ✓ ✓ ✓
Virtual Exhibitor Table Included ✓ ✓ ✓ ✓
Physical Exhibitor Table $2,000 extra $2,000 extra $2,000 extra included
Receive Free Registrations 1 1 3 5
Access to Conference Press ✓ ✓ ✓ ✓
Company Material Distributed at Registration
in Attendees Bags		     ✓ ✓
Send Content Directly to Conference Attendees
(Content is sent through Hot Chips Registration and is
edited to conform to Hot Chips policies).		       ✓
Sponsorship of food events       ✓
Signage (with Food Sponsorship)       ✓

1Silver Sponsorship is open only to non-profit organizations and to companies having less than $20 millions in annual revenue

Becoming A Sponsor: Steps

  1. Select your preferred sponsorship program.
    Note that Gold and Silver sponsorships are identical, but Silver sponsorship is only open to non-profit organizations and companies with less than $20 million of annual revenue.

  2. Send email to sponsor@hotchips.org, copy finance@hotchips.org and webmaster@hotchips.org on the email.

  3. In the email supply the following information (needed to help billing and further contact):
    • Sponsorship Program Desired
    • Company name and address.
    • Point of contact name, title, email address and contact phone (optional).
    • Secondary contact information if desired.
  4. Upload the company logos to Hot Chips drop box.

To inquire about the status of your payment or discuss payment methods, please contact finance@hotchips.org.

Benefits in More Detail

Sponsors Logos Published

Hot Chips publishes logos of sponsors on our sponsor webpage. Depending on space, we might also publish sponsor logos on printed flyers, on screens between conference presentations, and on giveaways (where technically possible). Hot Chips does NOT use the sponsors logos for any commercial purpose.

Publishing a sponsor logo is a benefit to the sponsor and not a requirement; sponsors have every right to decline this opportunity if they choose to.

Please direct Inquiries about logos to webmaster@hotchips.org

Virtual Exhibit Table

Every sponsor is assigned a virtual slack channel. Hot Chips provides access to these channels, but it is up to the sponsors to decide on the information and formats they want to use for their channels. The channel will be accessible all through the conference and for a few weeks beyond. Sponsors can staff channels to provide Q&A sessions or demos if they choose to. The channels are accessible 24 hours a day, so sponsors can cater to attendees in different geographic areas.

In addition, Hot Chips will provide space on its website for some basic sponsor information and/or a link to the sponsor's own website (accessible by clicking on the sponsor’s logo).

Please direct Inquiries about virtual tables to slack@hotchips.org.

Physical Exhibit Table

Sponsors can reserve a physical table and staff it during the conference to connect face-to-face with Hot Chips attendees. There is a limited supply of tables and the tables cost an extra $2K for all sponsorship levels (except Rhodium). The tables can be reserved on a first come, first served basis while they last.

Each sponsor that reserves a table receives an 8 ft long by 30-inch-wide table that is available for the sponsor’s exclusive use throughout the conference. The table can be used to display marketing material or technical demos. The tables are placed prominently in the break area next to the conference auditorium and should receive substantial foot traffic.

Sponsors with tables can also register additional “table minders” to staff their table for free, but they cannot attend the conference talks nor the conference meals or reception. There is a special registration available at-cost to table minders who wish to have the conference meals that would allow them to attend lunches (but not receptions).

Free Conference (+Tutorial) Registration(s)

All sponsors receive at least one free registration for the conference and the tutorial. The number of free registrations depends on the sponsorship level

  1. Silver and Gold Sponsors: one free registration
  2. Platinum sponsors: three free registration
  3. Rhodium sponsors: five free registrations, plus one extra registration for every extra $10 K over the basic $25 K Rhodium sponsorship.

We send the free registration discount codes to the sponsor PoC when the sponsorship fee is received.

Please direct Inquiries about the free registrations to registration@hotchips.org.

Accessing Conference Press

Hot Chips attracts a lot of national and international press attendees. Hot Chips provides a contact list of press attendees to both organizations presenting at the conference and to sponsors. The list is accumulated over time up to the conference date. Sponsors interested in the press list (to schedule a press conference for example), should contact press@hotchips.org.

Distributing Company Material at Registration (Rhodium & Platinum Levels)

Rhodium and Platinum sponsors can distribute marketing material to the attendees at registration time. Due to the mostly virtual nature of the conference, the material will have to be available under some URL that Hot Chips includes in the registration confirmation email to attendees. In the past, sponsors chose also to send token gifts to every attendee who opted-in to the sponsor’s site upon registration. To take advantage of this benefit (Rhodium/Platinum sponsors), please contact registration@hotchips.org.

Sending Content to Conference Attendees (Rhodium Level)

Rhodium sponsors can send material indirectly to attendees. The material is sent to Hot Chips, and after review to ensure it is compliant with Hot Chips guidelines, Hot Chips will send the material to the registered attendees. Inquiries can be directed to chair@hotchips.org.

Sponsoring Food Events & Associated Signage (Rhodium Level)

Rhodium sponsors can sponsor food events (when there is a physical part to the conference). They also get rights to display their logos and marketing signage at these events. Hot Chips will charge the sponsors for the cost of sponsored food events. Inquiries about this benefit can be directed to sponsor@hotchips.org.

Frequently Asked Questions

Q. When is the latest date to become a sponsor?

A. There is no deadline for sponsoring Hot Chips. Since benefits are only provided after the sponsorship fees are received, it is advised to start sooner rather than later. This also provides a longer presence of the sponsor’s logo on the Hot Chips website and ensures a better opportunity of getting a physical table in case the demand is higher than the number of tables available.

Q. Is there a contract we need to sign to become a sponsor?

A. No, there is no contract needed to become a sponsor. This document lists Hot Chips benefits provided to sponsors. Although Hot Chips does not typically provide sponsorship contracts, it can be provided on request.

Q. We are interested in becoming a sponsor, will that entitle us to make a presentation.

A. No. Sponsorship is not a requirement to give a presentation to the program committee (program@hotchips.org). Presentation acceptance considerations are explained on www.hotchips.org. Sponsoring the conference does not increase or decrease the chances of a presentation getting accepted.

Q. Do sponsors obtain the attendees list?

A. No. Hot Chips does NOT share the attendees list with sponsors, or anyone else. Sponsors can arrange raffles, gifts events, etc. on their virtual channels, and explicitly ask visitors to provide their contact information to receive some benefits or gifts. Sponsors can also collect business cards of attendees who visit their physical tables.

Q. Do we need to register the staff who will be tending to the virtual table?

We have a free registration category for virtual table staff. However, that registration does not provide access either to the conference and/or tutorial presentations nor the meals (in the physical conference). There is an at-cost registration available for table staff who wish to access the conference meal events.

Q. Does Hot Chips make the presentations available after the conference?

A. Yes. Hot Chips makes available the conference recordings, and the presentations (in pdf) at once to the attendees. Then they are made available to the public about 3 months after the conference. That is the time it takes to process improve the quality of the media by the Hot Chips staff (all volunteers).

Q. We need help setting our virtual table (slack channel), can Hot Chips help us with that?

A. Hot Chips does not have the resources to help with setting up sponsors virtual tables. However, Hot Chips may have access to some conference student volunteers who might be agreeable to undertaking this task for pay or for free. Hot Chips will just pass on the names and will not be liable or involved for any agreement between the sponsor and such individuals.

Useful Hot Chips Email Contacts

Email Alias Service
sponsor@hotchips.org1 General sponsorship questions
finance@hotchips.org Inquiries about payment options and status
registration@hotchips.org Inquiries about free registrations
webmaster@hotchips.org Inquiries about logos
slack@hotchips.org Inquiries about virtual tables
chair@hotchips.org Inquiries about sending material to attendees
program@hotchips.org Inquiries about the program and presentations

  1. Please cc sponsor@hotchips.org on your communications about sponsorship issues. ↩