Frequently Asked Questions

Stand bookings

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. Stands will be available to book on the exhibitor portal until 14 September, if you would like to book a stand after this date please contact us. Please note that different stand fees will apply the later that you book your place, see the EAIE Terms and Conditions for details.

Can we book a stand size which is not available on the floorplan? 

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.   

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). 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. You can choose various options: space only, basic shell scheme or premium stand package.

How can I book a stand with the premium package?

The premium package is a new option we offer this year, it is essentially an easier and upgraded solution for shell scheme as it is an all-inclusive package with graphics. With premium you will get the same stand base as shell scheme (walls, wastepaper basket, spotlights, power socket, carpet and stand ID sign) as well as seamless wall graphics, upgraded furniture and the possibility to apply artwork on your counter and fascia board. To book a stand in the premium package please contact EAIE and indicate in your email the stand you would like to purchase.  

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

Can we choose our stand location?

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. 

Can I reserve the stand and book it later?

Please be aware that when you put a stand in your cart, it is still available for other exhibitors to book. Subject to availability, EAIE can make a reservation on the stand (put it in option) for exhibitors for a limited amount of time. Please contact EAIE for more information.  

When do I receive the invoice?

The invoice will be sent to the company email which is registered in your account directly after you place an order. You can also find your invoice in the ‘Invoice’ section of the Exhibitor portal after you placed an order. 

How can I pay the invoice for my stand?

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

Where can I view my booking?

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

How can I make changes to my booking?

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

Where can I purchase additional items for my stand?

Additional stand items can be purchased directly via the Shop in the Exhibitor Portal. The shop will close on 10 September, requests after this date can only be made via EA Exhibitions.

Accessing the Exhibitor Portal

What is the Toddoo Exhibitor Portal?

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. 

How do I log in to the Exhibitor Portal?

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.

I have an account, but forgot my password

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.

Where can I change my organisation’s information in the Exhibitor Portal?

You can change your organisation information in the exhibitor portal in your account information. Please click on the person icon on the top right corner of the portal and click on ‘Edit’. On the edit page you will be able to change your company information and (billing) address.  

My organisation in the EU does not have the VAT number, how can I book a stand?

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.

I’m experiencing an issue with (accessing) the exhibitor portal, how can I get support?

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.

Onsite & 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 EA exhibitions for further information as different rules and regulations may apply.  

When will we receive the Exhibitor Manual?

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 available in the Exhibitor portal in the ‘Download’ section and is regularly updated to show the most-up-to-date information. 

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

You will be able to set up your stand on Tuesday, 26 September 2023 between 14:00 and 17:30 (all halls must be vacated by 17:30) 

What are the exhibition opening hours?

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

Will there be internet in the exhibition hall?

There will be a general limited free wireless Internet at the EAIE Exhibition. This network will only be suitable for simple actions, such as checking e-mails, but not for downloading big amounts of data, streaming or showing online presentations.  

There will be the opportunity to order an individual wired Internet connection, eg for downloading information or presentations through the exhibitor 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. 

Do I need to take out any additional insurance?

The EAIE has a Public Liability insurance, providing coverage for exhibitors (Third party liability). This is included in the stand booking fee. This coverage is limited to Third Party Liability only, meaning bodily injuries and/or property damage caused by a registered exhibitor to a Third party.  

Exhibitors are solely responsible for their own goods & properties, both private and/or their employer(s). EAIE is not responsible and cannot be held liable for any loss, damage, or theft of your own belongings such as laptops, briefcases, purses etc. Personal items are not insured by any EAIE insurance. The obligatory fire & theft insurance mentioned in the terms & conditions is something EAIE highly recommends to take out, but will not be checked and/or made compulsory. We advise to take out such insurance via your local insurance broker and/or check coverage on your existing insurance(s). 

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.  

How many exhibitor registrations are included in the stand?

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.  

How can I register for the conference? 

All main stand contacts received the registration instructions and fee waiver codes and reduced exhibitor codes by email. All participants, including exhibitors, can register via our website. Each registration is individual and needs to be completed from an individual EAIE account. If the participant doesn’t have an EAIE account yet, they can create it within a couple of minutes here.  

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.  

Can I get a list of the participant’s contacts?  

You can find and contact conference participants through the event's virtual platform.