Frequently Asked Questions

The online booking for the 2023 exhibition is now open.

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, see the EAIE Terms and Conditions for details.

If you wish to book a different stand size, please contact EAIE. Please be advised that this is subject to availability and location on the floorplan. The stand size will be visible on the floorplan if you click on the stand.   

Depending on the stand size, the cost of an exhibition stand includes one or more free conference registrations (fee waivers). 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 the 2023 Exhibition Terms and Conditions. The stand price is visible on the floorplan if you click on the stand. For further information please see the exhibitor entitlements found in the 2023 Exhibition Terms and Conditions. The stand price is visible on the floorplan if you click on the stand. You can choose various options: space only, basic shell scheme or premium stand package.

If you want to book a stand for the EAIE Exhibition in Rotterdam, please visit the website here. Create an account or log in, check the floorplan and click on your preferred stand type.  If it is still available, it will appear with the stand details  and the button ‘Book now’. Click on the button and the booking will be added to your cart. Click on ‘Your Cart’ icon and purchase your booking. You can watch a short tutorial detailing how to book a stand here.

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. This option is available for stands with a minimum size of 18 m². Please see the EAIE Terms and Conditions for details.  

Yes, when booking a stand you can see the location on the floor plan from the beginning and choose among available options. Please note that EAIE reserves the right to change the location of the stand. 

If you wish to book a different stand size, please contact EAIE. Please be advised that space is subject to availability and location on the floor plan.

Subject to availability, EAIE can make a reservation on the stand (put it in option) for exhibitor for a limited amount of time. Please contact EAIE for more information.  

The invoice will be sent to you by email directly after you place an order. We send the invoice to the email which is registered in your account.  

Stand booking payment can be made by wire transfer, the bank details will be indicated on the invoice.

Your booking can be viewed in the exhibitor portal under My Booths.

If you want to make any changes to your booking please contact EAIE.

Toddoo is the event management server you can use to book your stand and find all the information for participating as an exhibitor at EAIE 2023. In the Exhibitor Portal, you can view available options for booking stands, find exhibitor manual and technical information and purchase extra items such as furniture, audio-visual equipment and other items for your stand. 

To log in to the Exhibitor Portal, go to the Exhibitor portal and follow the steps to create your account. Large national/regional pavilions and Gold and Platinum sponsors will receive a personalised link to access their account that is connected to their pre-booked space. Please watch this short video tutorial.

Please use the ‘Forgot Password’ button on the login page. If you already have an account but can’t log in to the Exhibitor portal please email Toddoo support.

You can change your organisation information in the exhibitor portal in your account information. Please click on the little picture on the right upper side of the portal and click on Edit.  At the edit page you are able to change your company information and company address.  

If your organisation is based in the EU and does not have a VAT number, please select “company without the VAT number” in the company type field when creating an account in Toddoo.  If you are having issues with validating your VAT number, please reach out to the Toddoo support team.

When experiencing any trouble with the portal please contact Toddoo support team and describe the issue as specific including screenshots if possible, in the email.

You are welcome to contract an external stand builder. Please contact EA exhibitions for further information as different rules and regulations may apply.  

The Exhibitor Manual is a comprehensive resource for our exhibitors provided by EA Exhibitions. The manual contains information about the exhibition schedule, additional exhibitor services, booth set-up and tear-down, graphic design orders, freight forwarding and much more. The manual is now available in the Exhibitor Portal to all exhibitors and is regularly updated to show the most-up-to date information.  

You will be able to set up your stand on Tuesday, 26 September 2023; the exact times will be confirmed closer to the event.  

Wednesday, 27 September 2023: 08:30–18:00*  
Thursday, 28 September 2023: 08:30–18:00*  
Friday 29 September 2023: 09:00–13:30*

* Subject to final confirmation  

There will be a general limited free wireless internet at the EAIE Exhibition. To optimise the coverage and the speed of the internet connection, the Wi-Fi network will be available on the frequency of 5GHz throughout the exhibition hall, and limited coverage will be available on the frequency of 2.4GHz in several places at the conference venue. This network will only be suitable for checking e-mails, etc, but not for uploading and downloading large amounts of data, streaming or showing online presentations.

There will be the opportunity to order an individual wired internet connection, e.g. 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 all other exhibitors and participants. 

The compulsory public liability insurance for exhibitors is taken out by the EAIE on behalf of the exhibitors and automatically included in your stand. Every exhibitor must be insured against theft and fire, EAIE and EA Exhibitions reserve the right to request a copy of the insurance certificates during installation, exhibition and dismantling. 

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

The amount of free registrations included in the stand depends on the size, please see full list of entitlements per stand in EAIE Exhibition Terms and Conditions. Exhibitors can purchase additional registration at the reduced exhibitor rate of €649 (limited amount per stand, please see entitlements) with a single invoice for all registrations. To purchase additional exhibitor registrations, please email us with the amount, and we will add it to your stand booking in the exhibitor portal.  

The EAIE will provide registration instructions when the online registration opens in late May. 

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

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

No, only paid conference participants can access the exhibition.