Frequently Asked Questions

Stand bookings

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

The online booking for the 2022 exhibition is now open.  

Is there a deadline to book an exhibition stand? 

Stands are sold on a first-come, first-served basis. The exhibition has been fully booked in the past, and we therefore recommend booking a stand early if you would like to guarantee participation. Please note, different stand fees will apply the later that you book your place, please see the fees and payment page for more information. 

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

If you wish to book a different stand size (eg large group stand), please 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 €624. Furthermore, some standard equipment is included in the stand package such as chairs, table, wastepaper basket, spotlights, power socket, carpet and stand ID sign. For further information please see the exhibitor entitlements found in the2022 ICWE Terms and Conditions or contact ICWE.

Do you offer space only rates? 

If you would only like to book raw space and use a separate contractor to build your own stand, you can book exhibition space only at the cost of €559/m² (corner) and €569/m² (end of row). This option is available for stands with a minimum size of 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 state your preference on the online booking form whether you have any special location requests; ie within a certain country pavilion or close to another exhibitor. ICWE, our exhibition partner, will allocate the stands and try, where possible, to comply with the requests; however, ICWE cannot guarantee that all wishes will be fulfilled.  

We have transferred our booking from 2021 to 2022. Can we change the stand size?

Exhibitors who have transferred their booking from 2020/2021 and would like to reduce the size of their stand will be charged according to the new 2022 prices applicable at the time of requesting to reduce their stand size. 

Exhibitors who would like to increase their stand size will be charged for the increase according to the 2022 prices applicable at the time when confirming their intent to increase their stand size. 

Do we need to purchase insurance?

Compulsory public liability and specific damages insurance is included in your service fee. Exhibitors must also be insured against theft and fire. ICWE reserves the right to request a copy of the insurance certificates during installation, exhibition and dismantling.

On-site & set up

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 for further information as different rules and regulations may apply.  

When will we receive the Exhibitors’ Handbook?

The Exhibitors’ Handbook is a comprehensive resource for our exhibitors provided by ICWE. The handbook contains information about additional furniture rental, booth set-up and tear-down, graphic design orders, freight forwarding and much more. The manual will be sent out mid-June to all registered exhibitors. 

When can we decorate our shell scheme stand for the exhibition? 

You will be able to set up your stand on Tuesday, 13 September 2022. The exact times will be confirmed closer to the event.  

What are the exhibition opening hours? 

Wednesday, 14 September 2022 08:30–18:00*
Thursday, 15 September 2022 08:30–18:00*
Friday 16 September 2022 09:00–13:30*

* Subject to final confirmation 

Will there be internet in the exhibition hall?

There will be a general limited free wireless internet within the EAIE Exhibition. This network will only be suitable for checking emails etc, but not for up- and downloading large amounts of data or showing online presentations. There will be the opportunity to order an individual wired Internet connection, eg for downloading information or presentations through the exhibitors’ portal. No individual wireless internet networks are to be installed as these interfere with the overall network causing inconvenience to the other exhibitors and participants. 

What are the COVID-19 precautions on-site?

The EAIE and the appointed exhibition organiser ICWE will at all times do everything in its power to comply with the current rules and regulations, and follow measures put in place by the venue and/or local authorities. Information regarding any specific requirements for exhibitors will be shared closer to the event or via the Exhibitors' handbook.

Conference & registration 

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

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

When can I register for the conference? 

Online registration opens on 24 May 2022. We will provide you with registration instructions when registration opens.  

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 for paid events.  

Can I invite guests to visit my exhibition stand? 

No. Only paid conference participants can access the exhibition.