Frequently Asked Questions

Changes due to new conference date

I am an exhibitor. Will my fees be refunded?

We hope that you will commit to exhibiting at the conference from 13–16 October.  If you decide to do so, we will transfer your booth booking and guarantee the same conditions as had been confirmed for the initial dates of the EAIE Conference and Exhibition between 15–18 September 2020.

If you decide to cancel, please inform ICWE by 31 March and they will refund you fully. Please see point 7.2 Rescheduling of Event in the Terms and Conditions. Please contact eaie@icwe.net with your decision as soon as possible.

I already booked a room via EAIE official partner and now the dates changed. What are my options?

If you booked your room through the EAIE official partner Kenes Group Spain, we will assist you in securing a room for the new dates, or reclaim your money in the event you now have to cancel. Kenes Group Spain will be in contact with you shortly. 

I already booked a room via an alternative way and now the dates changed. What are my options?

If you made a reservation yourself without going through the official EAIE partner, we advise you to see if you can change the dates of your booking or cancel the booking. We are happy to assist you in making a new reservation via the official EAIE partner. Neither the EAIE nor it’s official partner Kenes Group Spain can be held responsible for cancellation costs of rooms booked.   

Book your stand

Is there a deadline to book an exhibition stand?

There is no official booking deadline for the exhibition and stands are sold on a first come – first served basis. Please note that there are different stand fees for early-bird (20 September 2019 to 29 February 2020), regular (01 March to 26 July 2020) and late stand booking (from 27 July 2020 onwards). The exhibition has been fully booked in the past, and we therefore recommend booking a stand early.

When can we book an exhibition stand for the EAIE Exhibition?

Online booking for exhibition stands is open.

Can we book a stand size which is not listed on the website?

If you wish to book a different stand size (i.e. a larger group stand), you should mention this on your online booking form. Please be advised that this is subject to approval by ICWE, our exhibition partner. For further information please contact ICWE.

What is included in the cost of an exhibition stand?

Depending on the stand size, the cost of an exhibition stand includes one or more free conference registrations (fee waivers) and a limited number of conference registrations at the reduced exhibitor rate of €525. Furthermore, some standard equipment is included in the stand package such as chairs, table, waste paper basket, spotlights, power socket, carpet and stand ID sign. For further information, please see the exhibitor entitlements found in the 2020 ICWE Terms and Conditions, or contact ICWE, our exhibition partner.

Do you offer space only rates?

If you'd like to build your own stand from scratch, you can book exhibition space only at the cost of €509/m² (corner) and €519/m² (end of row). This option is available for stands of minimum 18 m². Please see the terms and conditions for details.

Can we choose our stand location?

It is not possible to choose your own stand location. You are welcome to advise on the online booking form whether you have any special location requests; i.e. within a certain country pavilion or close to another exhibitor. ICWE, our exhibition partner, will allocate the stands and try, wherever possible, to comply with the requests of the exhibitor. However, ICWE cannot guarantee that all wishes will be fulfilled.

Conference and registration

Can we use an external stand builder to design and build our stand?

You are welcome to contract an external stand builder. Please contact ICWE, our exhibition partner, for further information as different rules and regulations may apply.

When can we set up our stand for the exhibition?

You will be able to set up your stand on Tuesday 13 October 2020; the exact times are to be confirmed.

What are the exhibition opening hours?

Wednesday 14 October 2020, 08:30–18:00*
Thursday 15 October 2020, 08:30–18:00*
Friday 16 October 2020, 09:00–13:30*
* Subject to final confirmation

I am an exhibitor. Do I have to register for the conference?

Yes, even though your exhibition stand has been booked, all exhibitor staff still need to register online.

When can I register for the conference?

Online registration opens on 17 June 2020. Your stand organiser will provide you with registration instructions.

Can we obtain ‘exhibitor only’ passes?

No, we do not issue ‘exhibitor only’ passes.

I am an exhibitor. Can I register for networking events?

Yes, exhibitors are welcome to register for any of the networking events taking place during the conference. Regular fees apply.

Can I invite guests to visit my exhibition stand?

No. Only paid conference participants can access the exhibition.