Sponsoring & Exhibition

Exhibition manual

Welcome to the Online Exhibitors Manual for the 3rd EAGE Global Energy Transition Conference & Exhibition to be held in The Hague, The Netherlands from 7-9 November 2022. We are delighted that you have chosen to exhibit at our event.

Please read this manual carefully and make sure you meet all the deadlines; it can save you and the company the inconvenience and additional expense of late order surcharges. More information will follow in due time.

Please do not hesitate to contact us if you have any questions or require additional information.

Build-up-in-the-exhibition-hall
Booth Information

Booth Package

Included in the Booth Package is:NOT Included in the Booth Package is:
  • White wall panels (height 250 cm) with aluminum frame
  • Basic furniture (1 table and 2 chairs)
  • 1 mains connection, incl. normal electricity consumption
  • Socket outlet
  • A fascia with name board, including black regular lettering on the open sides of the booth, in a standard style
  • Graphics
  • Materials (e.g. scissors, tape, blu tack, pins) needed to build/decorate booths
  • Additional electrical accessories (e.g. adaptors, wire extensions)
  • AV Support
  • Parking space


Fascia

Make sure you fill out your company profile on the Exhibitor Portal. We will use your Company name for your booth’s fascia.

Deadline: 18 October 2022

Gielissen, is our official supplier. Please see order form for additional options for decorating your booth.


Graphics, AV, Furniture upgrade packages

Please use this order form to order from Gielissen.

Deadline: 18 October 2022

Note:

  • It is prohibited to drive screws, nails etc into the shell scheme panels.
  • Your shell scheme stand will be ready for decorating on Monday, 7 November 2022, 07:00.
  • If aisles are blocked or neighboring exhibitors complain, EAGE Events BV reserves the right to interrupt or impose time restrictions on demonstrations etc.


Exhibition Schedule

  • Build-up/Booth set up – 07:00 – 08:00, Monday 07 November 2022
  • Opening Hours Exhibition –08:00 to 18:00, Monday 07 November 2022; 08:00 to 17:00 Tuesday 08 November & Wednesday 09 November 2022
  • Icebreaker Reception – 17:00, Monday 07 November 2022
  • Breakdown – 16:00 – 17:00, Wednesday 09 November 2022
  • *Time schedule subject to changes


Construction and/or Dismantling during Exhibition Period

No constructive and/or dismantling work on stands or interiors will be permitted during the exhibition period from Monday, 07 November 2022, 08:00 to Wednesday 09 November 2022, 16:00

Exhibitors may dismantle their stand between 16:00 to 17:00, Wednesday 09 November 2022. At the end of the dismantling period, the stand space should be left clean and free of adhesive tape.


Construction Height

  • General construction height of shell scheme stands is 2.50 meters
  • No other feature or exhibit elsewhere on the stands may exceed this height.


Booth Management

  • Stands must remain open, with exhibits on display and booth personnel on duty during opening hours;
  • Canvassing in the aisles and public areas of the building and its environment is expressly prohibited;
  • Emergency exits, signs indicating exits and access to rooms housing technical facilities must not be blocked or obstructed in any way by the exhibition booths or exhibits;
  • Fire alarm equipment, hydrants, fire extinguishers and signs indicating such equipment should not be removed or obstructed in any way;
  • No part of any booth exhibit may overhang any aisle or exceed the boundaries of the booth space rented. 
  • All sides of shell scheme booths bordering on aisles are open. 
  • At those sides of the booths no walling is allowed.
Next-Steps to Take

Step 1:

Check your ‘Exhibitors Confirmation’ email. Did not receive it or couldn’t ind it? Contact us at exhibition@eage.org.

Step 2:

Complete your Company’s Profile. Read more about it below.

Step 3:

Submit Fascia Text form via your company profile.

Step 4:

Order all other extra items e.g. furniture, graphics etc. that you need from our supplier by 18 October 2022!


Company’s Profile

All exhibitors have the opportunity to complete their company profile. All details will be immediately visible in the online exhibitors list, so do not wait too long and complete your company profile today.

Your completed company details (contact name, email, and website) will be included in:

The deadline for completing and/or updating your company profile is 3 October 2022. After this date, your changes will only be visible online.


How to Complete your Company’s Profile?

  1. Log in to the Exhibition portal.
  2. Please refer to the ‘Exhibitors Confirmation Email’ from EAGE for your log-in details. If you have any questions, please contact us.
  3. Once you are logged in, click on ‘My Booking’ to complete your profile, upload your logo and corporate brochures.
  4. Click on ‘My Contact Details’ to change these details if needed.


Important Notice

Stay safe and avoid Exhibitor scams; EAGE has appointed official suppliers for the 3rd EAGE Global Energy Transition Conference & Exhibition that are mentioned on the “Services” page on this website. In case of any doubt, please do not hesitate to contact us at exhibition@eage.org.

  • If you receive an offer to purchase EAGE’s delegate list, note that this is a scam as we do not sell our delegate list;
  • If you are contacted by any hotel agency, note that we do not work with a booking agent for this event;
  • If you receive a document with our name or name of our event(s) listed which offers advertising space on the Fair Guide website or in their directories, please do not sign the form unless you have carefully read and understood the terms contained in the small print. We have no association with this company, nor have we authorized them to use our name or trademark.
Rules & Regulations

Build-up & Break down Schedule

Build-up07:00 – 08:00Monday, 07 November 2022
Break down16:00 – 17:00 Wednesday, 09 November 2022


Electricity

The installation of electrical work by any person other than Gielissen and/or staff of The Hague Conference Center is expressly prohibited. No person other than a member of the contractor’s staff may alter or otherwise interfere with electrical installations. All wiring must comply with regulations as defined by The Hague Conference Center.

Participants are not permitted to switch a neighboring stand’s power on and/or off. 

Health, Safety & Environment

In case of emergency please use the (emergency) exits to leave the building.

  • Always put your own safety first
  • Always follow the instructions given by emergency services
  • Stay calm and refrain from panic


Security

The exhibition area is a secured area and only accessible with valid accreditation. EAGE expressly declines responsibility for any loss or damage that may befall the person or property of any exhibitor from any cause whatsoever.


Insurance

Each exhibitor exhibits at his own risk. 

EAGE and The Hague Conference Center, do not accept any responsibility for damage to, or loss of, any properties caused by Exhibitors or Contractors. Exhibitors are especially warned that all exhibits are the sole responsibility of the Company/Individual to whom they belong. Exhibitors must effect their own insurance against all risks. The strongest possible precautions against opportunist theft should be taken at all times.

EAGE is not responsible for any loss sustained by exhibitors from fire, theft, damage, or any other cause, or for personal injury or loss to or by any person employed by the exhibitor or any third party.

Exhibitors shall have no claim whatsoever against: 

  • EAGE and other committees / The Hague Conference Center.
  • EAGE will not be liable for any financial loss incurred by the exhibitors resulting from cancellation or curtailment of the exhibition for any reason whatsoever.


Noise Level

Exhibitors must not obstruct or disturb neighboring stands when showing slides, films, or videos, playing music, running machinery, or giving demonstrations. Laser shows are prohibited.

It is not permitted for exhibit staff to hand out any brochures, leaflets, commercial information, gifts or any other material in the aisles, or any other part of the premises, except for the exhibitors’ own stand.


Non-Smoking

Smoking inside the event venue is prohibited.

Services & Facilities

Cleaning

A basic booth cleaning service before the opening of the exhibition is included in the price of participation and will be provided automatically. 

Please take note of the following:

Exhibitors are responsible for arranging the disposal of their waste during build-up, break down, and during the opening hours of the exhibition. This includes plastic that needs cutting away after build-up. 

Any refuse left after build-up will be charged to the exhibitor.


Fascia Text

Fascia text will be taken from your company profile.


Freight

More information coming soon.


AV Equipment & Furniture

If you would like to purchase AV Equipment and/or additional furniture, this is possible through Gielissen. Please us this order form.


Graphics

  • The supplier Gielissen can print your graphics; logos on the fascia, printed wall panels or a full backdrop that will make your booth stand out.
  • Follow the instruction on this order form for your graphics.
  • Please keep in mind the deadline for submitting the graphic order form/files: 18 October 2022.


Waste Collection

Exhibitors are responsible for arranging the disposal of their waste during build-up, break down and during the opening hours of the exhibition. This includes plastic that needs cutting away after build-up. 

Any refuse left after build-up will be charged to the exhibitor.

Registration

Exhibitor Registration

Everyone attending the 3rd EAGE Global Energy Transition Conference & Exhibition must be registered; we offer you two different ways:


Voucher Registration

Complimentary registrations included in your Booth Package:

  • Display Package (6 m2) Includes 1 full conference registration 
  • Display Package (9 m2) Includes 2 full conference registrations


For Voucher Registration please email the names of persons to be registered to exhibition@eage.org or to your account manager.

Please note that all exhibitors MUST register. 


Regular Registration

If you have used all your vouchers and want to register more people, please use the regular registration channel.

Important Notice

Stay safe and avoid Exhibitor scams; EAGE has appointed official suppliers for the 3rd EAGE Global Energy Transition Conference & Exhibition that is mentioned on the “Services” page on this website. In case of any doubt, please do not hesitate to contact us.

  • If you receive an offer to purchase EAGE’s delegate list, note that this is a scam as we do not sell our delegate list; 
  • If you are contacted by any hotel agency, note that we do not work with a booking agent for this event;
  • If you receive a document with our name or name of our event(s) listed which offers advertising space on the Fair Guide website or in their directories, please do not sign the form unless you have carefully read and understood the terms contained in the small print. We have no association with this company, nor have we authorized them to use our name or trademark. 

Message will be send to exhibition@eage.org

Message will be send to europe@eage.org

Message will be send to students@eage.org

Message will be send to grants@eage.org

Message will be send to corporaterelations@eage.org

Message will be send to registration@eage.org

Message will be send to abstracts@eage.org