General information for Exhibitors

Opening hours

Monday, 9 September 2019, 12:00–18:00
Tuesday, 10 September – Thursday, 12 September 2019, 09:00–18:00

The set-up of the booths can only start Monday, 08:00–12:00.

Exhibition location

The exhibition and poster area of the EMS Annual Meeting 2019 are located in the Sportshall of the conference building. The lecture rooms are located around this area. Preliminary floor plan.

Booths and booking

Each 6 sqm booth consists of white panels, a front fascia board (at the long side of the booth), 1 rectangular table (80x120 cm), 2 chairs, 2 spotlights, and 1 electric supply with 3 sockets. The price is €2,400 net (also including two free conference registrations).

Booking

If you would like to book a booth or space, please fill out our exhibition order form and return the form to ems2019@copernicus.org. Please also send your logo as a vector file (.eps or .svg format) and your organization description with a max. of 200 words in the booking email.

Please note that a respective Copernicus Office user ID is necessary for the booking. If you do not have a Copernicus Office user ID yet, please create an account.

After having received your filled-out order sheet, we will issue an invoice (linked to your Copernicus Office user ID) with payment instructions. You are asked to settle this invoice within 14 days by either credit card or bank transfer.

The order deadline for an exhibition booth is 30 June 2019.

Order form

Additional orders

A/S Holmud is the stand builder for the EMS2019. Please see their information sheet to order any additional equipment (e.g. additional furniture) for your booth. Additional equipment must be ordered directly at A/S Holmud and will be billed by them.

Copernicus GmbH must be informed about any changes in the booth set-up as these might be subject to an additional confirmation by the corresponding DTU authorities.

Delivery information

Delivery address
Information about the delivery address and time will be published in due time.

Advertisements

Advertisements can be booked for inclusion in the EMS2019 programme book. The price is €800 net. Advertisements will be printed in colour. Hence, photographs and images must be submitted as .jpg, .gif or .png files with a resolution of at least 300 dpi, while all line art (line/vector graphs) must be submitted as .eps (encapsulated postscript) files to ems2019@copernicus.org. The programme book will be printed in A5 format. Detailed sizes for advertisements will be provided upon request. Please be aware that only a limited number of programme books will be printed, but the book will be available for download.

After having placed your advertisement order via the order form, please send your camera-ready artwork file to be included in the programme book to Copernicus Meetings by 30 June 2019 at the latest. Please note that only camera-ready artwork files can be accepted.

Terms & conditions

  • Orders must be made by sending the filled-out exhibition order form to ems2019@copernicus.org; otherwise, they will not be processed.
  • Payments will only be refunded if the notice of cancellation is received, in writing, by ems2019@copernicus.org before 1 July 2019. A cancellation fee of €250 will be deducted. No refunds will be made after this date.
  • The invoice for exhibition space rental must be paid within 14 days after receipt of the invoice. Otherwise, the rental will be cancelled.
  • Proof of insurance must be provided upon request. Exhibitors are to have a rider on their current insurance policy to cover loss of, theft of or damage to their exhibit or other personal property while it is located at or is in transit to or from the conference venue.
  • The exhibitor shall indemnify the DTU, A/S Holmud, Copernicus GmbH, and the EMS against, and hold it and its representatives harmless from, complaints, suits, or liabilities resulting from negligence of the exhibitor in connection with the exhibit's use of display space.
  • The DTU, A/S Holmud, Copernicus GmbH, and the EMS shall have no liability for loss, damage or theft, through any cause, of goods, hand-carried items, exhibits, or other materials owned, rented, or leased by the exhibitor.
  • Personal effects, souvenir handouts, and other small, easily removed valuable items should not be left unattended.
  • In no event shall the DTU, A/S Holmud, Copernicus GmbH, and the EMS have any liability for incidental, consequential, special, indirect, or punitive damages for any harm arising from, or related to, the use of exhibit space under the contract agreement.
  • The organizer reserves the right to reject exhibitors. In such a case, a respective rejection notification will be sent in a timely manner.
  • The organizer of the exhibition is Copernicus GmbH.

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