Your ultimate #EAIE2025 conference checklist

The EAIE Conference App is your on-site companion in Glasgow, designed to help you turn connections into real-life meetings and make navigating the conference as smooth as possible once you arrive.

🧩 Complete your profile and get discovered
A complete profile lets people know who you are. Add a profile picture, share a little about yourself, and update your preferences to get the most out of the app. To appear in the Participant Directory, simply go to Profile and click Manage to make your profile visible. Messaging is available when both participants have enabled this feature.

📆 Schedule one-on-one meetings
Set your availability and let others easily book time with you through the app. Once a meeting is confirmed, it’s automatically added to both schedules, and everyone gets notified right away. No back-and-forth needed, just simple, effortless scheduling.

💬 Explore our participant directory
Looking to connect with other participants? Look up the Participant directory to find fellow participants, speakers, and exhibitors. Use the built-in messaging feature to chat and start key conversations during the event.

🔍Navigate the programme and build your agenda
Find sessions by day, topic, or keyword, and easily add the ones you love to your personalised schedule. Everything syncs across your devices, so your agenda is always up to date wherever you are.

💻 Access the app via other devices
If you’re more likely to use your laptop during the conference days, you’re not limited to your phone. You can also access all app pages on your desktop or laptop in a browser. 

📢 The conference app is launching soon, with exhibitors getting early access to set up their profiles before participants join. Make sure to keep an eye out!

In order to schedule meetings, you will need to complete three steps:

👉 Enable your profile in the Participant directory:

• Click on more and select your icon at the top of the page
• Where it says 'Event Preferences' click the 'Manage' button for EAIE Gothenburg 2025
• Toggle on where it says 'Appear in social directory'

👉 Manage your meeting availability

Your meeting calendar will work similarly to Calendly. You will be able to indicate slots where you have availability throughout the Conference days. 

• Click on 'My meetings'
• Meetings slots are automatically created for 09 - 12 September in half-hour blocks
• If there are slots you would not like to meet, you can click on that slot and mark it as 'unavailable'

👉 Schedule your meetings

• Click 'Schedule a meeting'
• Search for participants with whom you would like to meet
• Find an open slot on their calendar and click 'Schedule Meeting'
• You will need to add a location, which is a free text field and can be edited later if the location changes
• You may add an additional message for the participant
• Click 'Schedule this Meeting' and you're all set! The other participant will receive a notification that you've booked a meeting with them

⚠️ Important: 

• Meetings can only be scheduled 1:1 if you would like to add additional participants to your meeting, you will need to let them know via chat
• You can only schedule meetings with participants who have logged into the app and agreed to be listed in the participant directory

📌TIP: We recommend reaching out to anyone you have booked a meeting with to confirm and make sure they are aware of the details.

After registering for the conference, you can still add extra activities to your booking to make your experience even more rewarding. Whether you want to kickstart your day with a bit of exercise, meet old and new faces at our Opening Reception or gain hands-on guidance on a specific topic, you’re free to choose as many activities as you like—as long as the timings don’t overlap.

• Lunch slots (Wednesday & Thursday – mandatory selection, please check if you have selected your slots, they will be printed on your badge)
• Workshops
• Campus Experiences
• Opening Reception
• Networking Events
• Morning exercises

📍 Location: Svenska Mässan (Mässans Gata/Korsvägen, 412 94).
🚊 Trams 2, 4, 5, 6, and 8 stop at Göteborg Korsvägen, right by the venue.

⚠️ All participants must collect their badges before attending workshops, sessions, or the Opening Reception. Badges cannot be collected on behalf of other participants. Please bring your QR code (sent by email on 01 September).

🔐Your badge is mandatory to access:

• The Opening Reception
• Workshops, Campus Experiences, and Social Outreach
• The conference venue & Exhibition Hall
• EAIE Member Lounges & Community Drop-in Area
• Networking Events (Midsommar & Retro Arcade)
• Morning exercises & yoga

❗The Exhibition Hall, session areas, the EAIE Member Lounge and Catering Hall are closed on Tuesday. Meeting spots are limited.

Here’s what you can do on Tuesday instead:
✔️ Pick up your badge
✔️ Register for a workshop or Campus Experience
✔️ Visit the Community Drop-in Area and attend a Community Talk or Activity
✔️ Attend an EAIE, Erasmus+ or speed networking session
✔️ Register for the Opening Reception

During the Conference, collect stamps for your EAIE Passport and enter a draw to win a free EAIE group membership!

In the conference booklet, you'll find the EAIE Passport page with space for 6 stamps showing the EAIE hotspots at the conference. If you manage to get 4 out of 6 stamps (or more for a higher chance to win), then you can tear off the stamped page and drop it in the box at the EAIE Stand:

• Community Drop-in Area (Level 1, opposite the Networking Area)
• Sustainability Hub (R51)
• EAIE Glasgow 2026 re-book stand (R76)
• Networking Events Midsommar and Retro Arcade (Wednesday and Thursday evening)
• EAIE Stand (R91)

Winner will be announced on social media and via email after the conference.