If you have a question or query about exhibiting at ECOC Exhibition 2019, we may have answered if in our FAQs below.

For all exhibitor bookings please contact our sales team at sales@ecocexhibition.com.

If you have a query about visiting the show, please view our Visitor FAQs which may be able to help.

General information for exhibitors

  • What are the build-up and breakdown times?
  • Where can I download a contractor badge?
  • What are the key deadlines for the show?
  • How do I register for staff passes?
  • Where is the form for contractor badges?
  • When will I get my exhibitor badge?
  • Where can I find information on shipping, handling and courier deliveries?
  • Are there any places to buy food and drinks?
  • How can we arrange catering for our stand?
  • Where is the Organisers Office onsite?
  • Where is the cloakroom located?
  • Where are the service desks located?
  • Is there free WIFI at the venue?
  • Where is the Press Office located?
  • Where can I find transport information?
  • Where is the ECOC Exhibition being held next year?

 

Your exhibition space

  • What is the difference between a Shell Scheme and Space Only?
  • What is my stand number?
  • Can I change the position of my stand?
  • When are stand plans due?
  • Can I display graphics on my stand?
  • What is the maximum height I can build my stand to?
  • What are the dimensions of the Shell Scheme panels?
  • How do I get access to the halls with the products I want to display on my stand?
  • I am a Shell Scheme Exhibitor; how can I affix graphics etc. to my walling?
  • How do I order furniture for my stand?

 

Exhibitor Manual

  • Who are the official contractors for the show?
  • I have been to the show before, do I still need to read the exhibitor manual?
  • Are there any show suppliers you could recommend?
  • How do I update my exhibitor profile on the website?
  • How do I order extra furniture or electrical services?
  • What security do you provide to keep the products on my stand secure?

 

Promotion, advertising and data capture

  • How can I update my company profile?
  • What do I do if the details on my profile are incorrect?
  • How do I update my exhibitor programme in the show guide?
  • Is it too late to become an event sponsor?
  • Are there any complimentary marketing activities we can get involved in?
  • How do I order a lead scanner?

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General information for exhibitors

What is the address of the venue this year?

The ECOC Exhibition 2019 is being held at the RDS in Dublin, Ireland. The address is: RDS (The Royal Dublin Society), Merrion Road, Ballsbridge, Dublin 4. The Loc8 Code is NN5-95-LB7.

Please note this is NOT a postal address. Please refer to Handling of Exhibits for all shipments / deliveries.

What are the build-up and breakdown times?

Build up

  • Friday 20 September – 0800 – 2200  space only stands – Official contractor badges must be worn at all times
  • Saturday 21 September – 0800 – 2200  space only stands – Official contractor badges must be worn at all times
  • Sunday 22 September – 0800 – 2100 space only and shell scheme – Official contractor badges or exhibitor badges to be worn at all times

Build up through the night is NOT possible

These times must be adhered to.

Please note:  On Sunday 22nd September the aisles must be clear by 1400 hrs, building of your stand can commence until 2100hrs but only within the perimeter of your stand.

Breakdown

  • Wednesday 25 September: 
    1600 – 1630 – official contractor GT Exhibitions to commence return of empties
    1630 – 0000 – Loading doors open for all other contractor/empties
  • Thursday 26 September – 0800 – 1500

Please ensure that contractors are issued with contractor badges for breakdown.

 

Where can I download a contractor badge?

Contractor badges for build up and breakdown for all contractors/exhibitors will need to be downloaded or requested before the event to access the halls.  For security reasons these badges must be worn at all times in the hall and will be required our staff to gain access into the hall.  NB: Exhibitor Badges can be used to access the halls on Sunday 22nd September.

DOWNLOAD A CONTRACTOR BADGE

 

What are the key deadlines for the show?

We have a full checklist of all deadlines relating to your stand, these can be found under the Order Forms section.

 

 

How do I register for staff badges?

Every exhibitor is entitled to unlimited staff passes during show opening hours, you can register your staff for exhibition passes online at https://nexus.circdata-solutions.co.uk/FusionExhibit/ecoc19/login . You will need to log in to be able to add your staff details and should have received your log-in details via email. If you have any problems accessing your account or have forgotten your log-in details please contact the operations team

Please note badges must then be collected onsite at the registration desk during the build-up of the event. Please note exhibitor passes are not valid during build-up and breakdown, please complete the form for contractor passes – these will be collectable onsite.

 

When will I get my exhibitor badge?

Exhibitor badges can be ordered before the exhibition online.  A unique URL will be emailed to you from the registration company Circdata where you can create your own unique username and password.  Please note badges must then be collected onsite at the registration desk during the build-up of the event.

 

Where can I find information on shipping, handling and courier deliveries?

Our Official Contractor for delivery, lifting of exhibits and customs clearance is GT Exhibitions. Full details can be found on the Handling of Exhibits page.

 

Are there any places to buy food and drinks?

Catering points are located within the RDS for drinks and snacks.

How can we arrange catering for our stand?

Exhibitors can place their stand catering through the official catering company. Your catering order will be delivered to your stand at the day and time of your choice. Exhibitors are strongly advised to take advantage of the stand catering facility to meet their requirements during exhibition open hours to avoid queues at the restaurant & cafes within the venue.

Please note that it is not possible to bring your own catering into the RDS – this includes water, wine, coffee machines etc.

 

Where is the Organisers Office onsite?

The Organisers Desk & Sales Office will be located in the foyer section of Hall 1 . The office will be open from 0800 hours Friday 20th September, please come and see us with any queries that you may have.
If you have any questions you can call or email us:

T:  00 353 1 6689878 / E:  operations team

 

Where is the cloakroom located?

There are cloakroom facilities at the RDS.  There will be a minimal charge for this service. The cloakroom can be found in Hall 4.

 

Where are the service desks located?

The service desks can be found at the front of Hall 1, near the Organisers Office.

 

Is there free WIFI at the venue?

Yes, free WIFI is available in the exhibition hall. Further details including the network name and password will be included in the Exhibition Show Guide, which you can collect onsite.

Where is the Press Office located?

The Press Office is located in the corner of Hall 1, close to the entrance to Hall 3.

 

Where can I find transport information?

Full venue details and transport information can be found on the When and Where page.

 

Where is the ECOC Exhibition being held next year?

In 2020, the ECOC event travels to Brussels, Belgium and takes place from 21-23 September 2020. We have also confirmed event dates up until 2022, the details can be found on the Future Dates page.

 

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Your exhibition space

What is the difference between a Shell Scheme and Space Only?

Space only – marking on the floor. You build your own stand within this space and are responsible for floor coverings and dividing walls as a minimum.

Shell Scheme – Carpet, walling and fascia displaying company name and stand number.

 

What is my stand number?

Once you have logged into your Account, you can find your Stand number on the ‘Stand details’ page under the Reservations, Cancellations and Contract menu.

Alternatively, you can search for your company on the Exhibitor A-Z.

 

How do I register for stand personnel passes?

Every exhibitor is entitled to unlimited staff passes during show opening hours, you can register your staff for exhibition passes online at https://nexus.circdata-solutions.co.uk/FusionExhibit/ecoc19/login . You will need to log in to be able to add your staff details and should have received your log-in details via email. If you have any problems accessing your account or have forgotten your log-in details please contact the operations team

Please note badges must then be collected onsite at the registration desk during the build-up of the event. Please note exhibitor passes are not valid during build-up and breakdown, please complete the form for contractor passes – these will be collectable onsite.

Where is the form for contractor badges?

Contractor badges for build up and breakdown for all contractors/exhibitors will need to be downloaded or requested before the event to access the halls.  For security reasons these badges must be worn at all times in the hall and will be required our staff to gain access into the hall.  NB: Exhibitor Badges can be used to access the halls on Sunday 22nd September.

Does my exhibition badge give me access to the Conference?

No, if you wish to attend the conference you will need to visit the conference website to purchase a ticket: https://www.ecoc2019.org/registration.html 

Can I change the position of my stand?

If for any reason you would like to reposition your stand or location please contact the sales team on +44 (0)1732 752127 or email sales@ecocexhibition.com. Please note that the exhibition hall is now 95% sold so alternative positions for your stand will be limited.

 

When are stand plans due?

We request that all Space Only Plans be sent to us the Organisers via email no later than the 2nd July 2019. All plans must be approved by the Safety Officer. We ask that all dimensions are shown. Stand material certifications will be requested and cannot be older than 5 years. Any stands that submit their designs after this date could be subjected to a fine.

 

Can I display graphics on my stand?

Absolutely! Our preferred supplier is Mulini who can design additional shell scheme options for exhibitors. For further information, telephone Mathy on +44 (0) 1406 371 319 or email them at: ecocexhibition@mulinidisplays.com

Please note:
Direct fixing using double sided sticky pads or Velcro is not permitted.  Should this be your intended method of fixing then masking tape needs to be applied first.  Fixing by staple or pinning into the wall panels is strictly forbidden.  The cost to clean or replace damaged panels will be passed onto the exhibitor. Heavier exhibits may be supported with a proper fixation system available as an optional extra but nothing may be screwed, nailed or pinned, stapled or glued to the face of the panels.

At the end of the show you must remove all tape, velcro etc, from your shell scheme walls. If you fail to do this, or damage the panels in any way, you will be charged.

 

What is the maximum height I can build my stand to?

The maximum build varies in each hall:

  • Hall 1 – 6 Metres – there is a balcony on the perimeter of the hall, reduced height 3.5m
  • Hall 2 – 6 Metres
  • Hall 3 – 4 Metres
  • Hall 4 – 5 Metres – any stand with a pillar in has a maximum build height of 4.5m’s.
  • Pavillion – 3 Metres

Shell Scheme stands are 2.5m high.

Exhibitors occupying a space only site should submit their plans no later than 2nd July 2019.  All plans must detail sizes, stand dimensions including the height and overall construction etc, for a “stand design check” by the organisers.  All space only stands must complete a risk assessment form for either complex or simple design and contain material certification.

If any plans are received after this date we the organisers reserve the right to change the space to a shell scheme stand construction, which will result in an additional cost to you the exhibitor.

More details can be found on the Stand Construction Space Only and Stand Construction Shell Scheme pages.

 

What are the dimensions of the Shell Scheme panels?

Each panel is 2.5m high x 990mm centre to centre of each pole, the visual size of panels 2340mm high x 950mm wide. Lacquered aluminium structure with white melamine panels.

 

How do I get access to the halls with the products I want to display on my stand?

All exhibitors/contractors need to display a Vehicle ID Pass in the windscreen of their vehicle so that traffic marshals can direct them to the nearest Vehicle Entry door to their stand. This can be downloaded and printed via the Manual. You will also need to register your vehicle at the Traffic Office to get your time slot to finish unloading by. For more details, please see the manual.

I am a Shell Scheme Exhibitor; how can I affix graphics etc. to my walling?

Direct fixing using double sided sticky pads or Velcro is not permitted.  Should this be your intended method of fixing then masking tape needs to be applied first.  Fixing by staple or pinning into the wall panels is strictly forbidden.  The cost to clean or replace damaged panels will be passed onto the exhibitor. Heavier exhibits may be supported with a proper fixation system available as an optional extra but nothing may be screwed, nailed or pinned, stapled or glued to the face of the panels.
At the end of the show you must remove all tape, velcro etc from your shell scheme walls, if you fail to do so, or damage the panels in any way you will be charged for this.

 

How do I order furniture for my stand?

Furniture is available at an extra cost to the exhibitor and can be ordered through our Official Contractor GES
Please note:  Furniture must be ordered before the event or you will experience problems ordering particular items on site as the stock will be very limited once at the venue.
GES
T:    +44 (0) 2476 380 000
E:    order@ges.com

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Exhibitor Manual


The exhibitor manual will provide you with everything you need to know about exhibiting at the show. You can find information about set up, break down, booking your electricity, fascia board, lighting etc. This information can be found in the Exhibitor Services section of the website.

 

Who are the official contractors for the show?

A full list of company names and contact details is located on the Contractors for Service page, under Exhibitor Services, and contains full contact details and order forms where applicable.

 

I have been to the show before, do I still need to read the exhibitor manual?

Yes, as the event moved to a new venue each year, the rules and regulation can vary from year to year. There are also a number of compulsory forms which you must complete prior to your arrival on site for each show.

 

Are there any show suppliers you could recommend?

We have a number of recommended suppliers for different aspects of the exhibition. You can find our full list of official and recommended contractors here.

Please always check your supplier’s credentials. We do not take any responsibility for any issues that may arise.

 

How do I update my exhibitor profile on the website?

You can update your company profile and contact information at any time on the website. All you need to do is log into your account

 

How do I order extra furniture or electrical services?

Furniture is available at an extra cost to the exhibitor and can be ordered through GES ORDER FURNITURE ONLINE
All electrical installations, including ‘mains only’ must be installed by our Official Electrical Contractor Bill Moule & Sons (T:  +44 1992 636331 E:  orders@billmoule.co.uk)
Full details can be found on the Stand Construction Space Only and Stand Construction Shell Scheme pages.

 

What security do you provide to keep the products on my stand secure?

Twenty-four hour security will be provided throughout the tenancy.  However, the organiser expressly declines responsibility for any loss or damage which may befall the person or property of the exhibitor. The exhibitor must take responsibility for the security of all items in their stand and personal items.  Show Management & Security personnel will try to guard against theft and damage, but the ultimate burden falls on the exhibitor.

Although the organisers take every precaution to ensure that every risk is minimised it is recommended that exhibitors take the following action:

  • Make sure you arrive prior to the official opening time and do not leave your stand at night before visitors leave the centre.
  • Business tools such as laptop computers, recorders, calculators and give away items are the things most often stolen. They should be guarded and stored safely at night.
  • Thieves will also take personal items such as purses, mobile phones, suit coats and toolboxes. Do not leave personal items unprotected in your booth.
  • Alternatively, items can be removed from the building.  Pass out authorisation can be obtained from the organisers office.
  • Please note that the build-up and dismantling days are vulnerable periods.  Companies are recommended to never leave their stand unattended and to take all valuable and portable items with them as soon as the exhibition closes.
  • Please ensure that any incident involving the loss of property is reported promptly to the Organisers Office. Failure to do so could result in refusal by insurance companies to meet your claim.
  • Lost property can be collected from the organisers office during the event.  However, after the event, all items will be given to the venue.
  • Consider covering your exhibit with some sort of cloth at the close of each day.  The psychological deterrent makes it more difficult for people to handle merchandise or take photographs of your products. Criminals often look for the easy target first. You can hire your own security guard for your stand at your cost.

We urge all exhibitors to have insurance for all personal items & business equipment (in the event of theft or damage), accident insurance and public Liability to cover visitors to the stand.

 

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Promotion, advertising and data capture

How can I update my company profile?

Log into your account to check your free company profile is up to date or enhance your profile by upgrading to a highlighted entry (contact sales@ecocexhibition.com for more details).

UPDATE YOUR COMPANY PROFILE NOW

 

What do I do if the details on my profile are incorrect?

You can amend any content that you have uploaded on your web profile at any time. If other information such as your company name, address, telephone, fax, stand number, web URL is incorrect, please fill out the ‘Change of contact details’ form in the exhibitor zone.

 

How do I update my exhibitor programme in the show guide?

Your online company profile will be the profile that is used in the Show Guide. The deadline to update your exhibitor profile for the show guide is Friday 26th July 2019. You can make any changes to your current profile until this time, by logging into Your Account

 

Is it too late to become an event sponsor?

We have a range of sponsorship opportunities still remaining for 2019. Our 2019 ECOC Exhibition Sponsorship brochure contains full details on all of our packages, but we understand that you may have specific requirements, so if there are additional opportunities you would like to discuss, please contact us on sales@ecocexhibition.com.

DOWNLOAD THE SPONSORSHIP BROCHURE

Are there any complimentary marketing activities we can get involved in?

The event is fully supported by a comprehensive marketing, advertising, PR and social media campaign and our dedicated marketing team can help you promote your presence at ECOC Exhibition with a number of different marketing opportunities, all free of charge.

MARKETING OPPORTUNITIES

 

How do I order a lead scanner?

If you would like to order a lead scanner device for your stand, please log in to your account https://nexus.circdata-solutions.co.uk/FusionExhibit/ecoc19/login

You should have received your log-in details via email, but if you have any problems accessing your account or have forgotten your log-in details please contact the operations team

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