Frequently Asked Questions

Space and stand bookings

How do I book a stand?

In order to exhibit at the EAIE Exhibition, you must first book a space with the EAIE. Once your space booking is confirmed, you can book a stand package with EA Exhibitions or opt for a Free Build design if your stand is larger than 24 m².   

What stand packages are there?

Exhibitors with 36 m² of space or smaller can book a Standard Shell Scheme or Premium Stand package. Please refer to the exhibitor kit for information on pricing and what is included in each package.  

Exhibitors with 24 m² of space or larger can opt for a Free Build stand, ie they can design and build a custom stand design. Please reach out to EA Exhibitions to request a quote for a sustainable custom design option or select one of the available modular stand design packages in the Exhibitor Portal’s shop. 

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. Space and stand packages will be available to book on the Exhibitor Portal until 25 August, if you would like to book 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 space size which is not available on the floor plan? 

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

What is included in the space booking? 

Depending on the stand size, the cost of an exhibition stand space includes one or more free conference registrations and liability insurance.  

Do you offer space only rates? 

All spaces that you book with EAIE are now space only. After your space is booked, you can book one of the stand packages with EA Exhibitions or opt for a Free Build stand if your stand size is 24 m² or larger. Please see the EAIE Terms and Conditions for details.

Can we choose our stand location? 

Yes, when booking a space 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 space and book it later?

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

How can I pay the invoice for my stand?

The space booking will be invoiced by EAIE and the stand packages will be invoiced by EA Exhibitions.  The payment can be made by wire transfer, the bank details will be indicated on the invoice. Please contact EA Exhibitions directly if you want to pay the stand package invoice by credit card. 

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.  

Accessing the Exhibitor Portal

What is the Toddoo Exhibitor Portal?

Toddoo is the event management server you can use to book your space and stand package and find all the information for participating as an exhibitor at EAIE 2024. In the Exhibitor Portal, you can view available options for booking your space, stand packages, 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?

If you exhibited at the EAIE Rotterdam 2023, your organisation should have an account in Toddoo already. If you need to know the login details or who the main contact person from your organisation is, please contact us for assistance. 

If you do not have an account in Toddoo, please go to the Exhibitor portal and follow the steps to create your account. 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 reach out to us and we will assist with setting up your Toddoo account. 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 Toddoo 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. 

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 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 will be available in the beginning of 2024 in the Exhibitor Portal 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, 17 September 2024 between 14:00 and 17:30 (subject to confirmation)  

What are the exhibition opening hours? 

Wednesday, 18 September 2024 08:30–18:00
Thursday, 19 September 2024 08:30–18:00
Friday 20 September 2024 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 Public Liability insurance, providing coverage for exhibitors (Third-Party Liability). This is included in the space 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 and properties, both private and/or their employer(s). The 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 EAIE highly recommends taking out fire and theft insurance, but it will not be checked and/or made compulsory. We advise taking out such insurance via your local insurance broker and/or checking 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. Registration will open in May 2024.  

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. The reduced exhibitor registrations are no longer included in the booking, and are compensated by increased number of fee waivers included in each space size. 

How can I register for the conference? 

All main stand contacts will receive the registration instructions and fee waiver 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 will be able to find and contact conference participants through the event's virtual platform.