Sponsorship & Exhibition
Manual

⇒ 15 August 2024

  • Discount price deadline for additional exhibition booth equipment / furniture
  • Deadline for ordering graphics for exhibition booths
  • Own booth-constructions – submit booth plan
  • Promotional slides during breaks and email blast basic – submit contents
  • Advertisement in congress app – agree on day of display
  • Email blast premium – agree on distribution date
  • Badge lanyards, note pads, pens and reusable cups for water dispensers – submit preview

 

⇒ 29 August 2024

  • Advertisement in congress app – submit contents
  • Promotion during breaks – submit contents

 

⇒ 3 September 2024

  • Arrival of air freight at Copenhagen airport
  • Arrival of couriers at GEODIS advance warehouse

 

⇒ 4 September 2024

  • Arrival of road freight at GEODIS advance warehouse

 

⇒ one week prior mailing date

  • email blast premium – submit contents

For the industry partners listing on the congress homepage and in the congress app, the company profile and logo that have been uploaded with the industry partner application will be used.

Meeting facilities are available on-site at the congress venue. Meeting rooms will be provided on a “first come, first served”-basis (upon availability) during the regular congress opening hours. On request, technical and catering services can be offered (additional charges apply).

If you would like to rent a meeting room, please contact the congress organiser in written form specifying your request:

  • Type of meeting
  • Preferred date and time
  • Room size and set-up
  • Expected number of participants
  • Technical and catering requirements
  • Name and contact details of the contact person running the meeting on-site


Please note that access to these meetings is restricted to registered delegates / exhibitor representatives and is not open to external visitors.

Each industry partner package includes a certain number of complimentary congress registrations.

The complimentary congress registrations for industry partners include:

  • Access to scientific sessions (except CECs), exhibition, catering and poster area
  • Refreshments during the official congress breaks
  • Light lunch during the official congress lunch breaks on Monday and Tuesday (no lunch breaks on Sunday and Wednesday)

Additional booth representatives may be registered at the reduced fee of 200 € per person, giving access to the exhibition, catering and poster area only. Kindly note that registrations at the booth representative rate are not entitled to be linked to abstract submissions.

Information on the number of complimentary registrations included in the package, the registration process and the unique registration link per industry partner are included in the industry partner agreement that has been sent to the contact person listed in line with each application via email.

The registration link will re-direct to the initially submitted online application form. Steps one and two may be skipped as they simply summarise the data submitted during the application to be an industry partner. Step three allows the registration of delegates in line with the industry partner package.

Registered delegates can pick up their name badges at the registration counter in the congress venue upon arrival.

Industry partners may arrange shipments of goods through any forwarder of their choice. However, all on-site handling can only be performed by the preferred freight forwarder for the congress venue and all shipments must be delivered to their advance warehouse.

GEODIS is the preferred freight forwarder and onsite handling contractor for Tivoli Hotel & Congress Center. To arrange deliveries and / or storage for the congress, please contact GEODIS directly (and before arranging your shipment):

⇒ email:  THCC.europe.dk@geodis.com

⇒ phone: +45 36998193

⇒ web: https://geodis.com/dk/en

⇒ address: GEODIS , Oliefabriksvej 29-43, 2770 Kastrup, Denmark

GEODIS guidelines for EUROTOX 2024

All shipments received in the advance warehouse will be delivered to the corresponding booth in the exhibition area and will be returned to the warehouse after the congress. GEODIS gladly assists with return freight and / or pick-ups.

All goods need to be shipped on a “freight prepaid” basis. Make sure to clearly state the congress name and booth number on all packages so they can be allocated correctly.

Airfreight to Copenhagen airport and couriers to the advance warehouse should arrive no later than three working days before requested delivery to the congress venue. Road freight should arrive to the advance warehouse no later than two working days prior to requested delivery to the congress venue.

Deliveries made to the congress venue directly can only be arranged during the official set-up times (see “Exhibition Area & Times” section above) of the congress. Advanced deliveries will be turned away as no storage facilities are available at the congress venue.

Kindly note that ordering, prices and invoicing for deliveries and storage need to be directly managed with GEODIS. The EUROTOX 2024 congress organisation is not involved and cannot be held liable for anything related to this process. The congress venue also takes no responsibility for receiving, storing or pick-up of goods and will not sign for customs clearance.

Please note that the congress venue nor the congress organisation cannot provide storage areas during the congress. We recommend to arrange storage and deliveries with a courier.

GEODIS is the preferred freight forwarder and onsite handling contractor for Tivoli Hotel & Congress Center. To arrange deliveries and / or storage for the congress, please contact GEODIS directly:

⇒ email:  THCC.europe.dk@geodis.com

⇒ phone: +45 36998193

⇒ web: https://geodis.com/dk/en

⇒ address: GEODIS , Oliefabriksvej 29-43, 2770 Kastrup, Denmark

Please find further details in the “Shipments (Delivery / Pick-Up)” section above.

Kindly note that ordering, prices and invoicing for deliveries and storage need to be directly managed with GEODIS. The EUROTOX 2024 congress organisation is not involved and cannot be held liable for anything related to this process.

(Un)Loading Area:

For deliveries made during the set-up, please note that access to the loading bay is only possible from Monday to Friday (6:00 to 16:00), Saturday (8:00 to 13:00) as well as the set-up times on Sunday.

Drivers must access the loading bays via an ancillary road behind the congress venue that leads directly to the (un)loading area. The bays in turn lead directly to the back of the stages. The ancillary road is for (un)loading only, no parking allowed. The area for (un)loading is on ground level and directly connected to the exhibition area. Doors in the (un)loading area are 175 cm wide and 215cm high.

Parking:

The congress venue offers a video-monitored car park which is administrated by APCOA SmartParking. The car park is located between the congress venue and Wakeup Copenhagen Hotel on Kristian Erslevs grade no. 1 and has direct access to the congress venue through the basements.

⇒ price per hour: DKK 55,-

⇒ price per day – more than 7 hours: DKK 235,-

Sponsorship
FAQs

Industry partners with an advertisement in the congress app are kindly requested to send the planned ad until 29 August 2024. Arrangements regarding the display of the advertisements must be made with the congress organisation until 15 August 2024.

  • Basic:

The sponsor is requested to send the text for the push message to the congress organisation. The date and time will finally agreed upon by the sponsor and the congress organisation. The push message content is subject to approval by the congress organisation.

  • Premium:

The sponsor is requested to send the file for the splash screen to the congress organisation. The date and time will finally agreed upon by the sponsor and the congress organisation. The file should be in portrait format (9:16), ideally 1080×1920 px (min. 500px), and either in jpg/png format or a vector graphic. It should include a trimmed edge to make sure contents are not being cut off by different screen sizes of the used mobile devices and not too much text as it is only displayed for 3 to 5 sec. The splash screen content is subject to approval by the congress organisation.

 

The sponsor is requested to send a preview of the lanyards to industry@eurotox-congress.com until 15 August 2024, and to provide approx. 1,700 pieces. The final number of pieces must be confirmed with the congress organisation.

The lanyards must be delivered to congress venue at the sponsor’s own cost by 7 September 2024, the latest. Please clearly state “EUROTOX 2024 – registration desk” on the package so it can be delivered to the correct location.

Please adhere to the instructions for the delivery of material (see “Shipments (Delivery / Pick-Up)” section above).

Industry partners with an email blast are kindly requested to make any arrangements regarding the distribution of the email with the congress organisation until 15 August 2024.

  • Basic:

The sponsor is requested to send a text of max. 100 words to the congress organisation so it can be included in the EUROTOX 2024 final participant mailing along with the sponsor’s logo.

Contents for email blasts basic must be sent to industry@eurotox-congress.com until 15 August 2024.

  • Premium:

The sponsor is requested to send the mailing content in a ready-to-send html format to the congress organisation. The date of mailing needs to be agreed upon with the congress organisation. The mailing is subject to approval by the Scientific Programme Committee (SPC).

Contents for email blasts premium must be sent to industry@eurotox-congress.com at least one week prior to the scheduled mailing date.

The sponsor is requested to send a preview of the note pads and / or pens to industry@eurotox-congress.com until 15 August 2024, and to provide approx. 1,700 pieces. The final number of pieces must be confirmed with the congress organisation.

The note pads and / or pens must be delivered to congress venue at the sponsor’s own cost by 7 September 2024, the latest. Please clearly state “EUROTOX 2024 – registration desk” on the package so it can be delivered to the correct location.

Please adhere to the instructions for the delivery of material (see “Shipments (Delivery / Pick-Up)” section above).

Industry partners with promotion during the breaks are kindly requested to send the planned promotion material until 29 August 2024.

  • Basic:

The sponsor is requested to send a PowerPoint slide (16:9 format) with the static promotional content to the congress organisation.
The slide will be displayed 5 to 10 sec and embedded in the break slides that run in an infinite loop during congress breaks and in between sessions.
The slide content is subject to approval by the congress organisation.

  • Premium:

The sponsor is requested to send the video (16:9 format, max 30 sec.) to the congress organisation.
The video will be embedded in the break slides that run in an infinite loop during congress breaks and in between sessions.
The slide content is subject to approval by the Scientific Programme Committee.

 

The sponsor is requested to send a preview of the reusable cups to industry@eurotox-congress.com until 15 August 2024, and to provide approx. 1,700 pieces. The final number of pieces must be confirmed with the congress organisation.

The reusable cups must be delivered to congress venue at the sponsor’s own cost by 7 September 2024, the latest. Please clearly state “EUROTOX 2024 – registration desk” on the package so it can be delivered to the correct location.

Please adhere to the instructions for the delivery of material (see “Shipments (Delivery / Pick-Up)” section above).

Exhibition
FAQs

All exhibition booths are equipped with:
  • Carpeted space (grey)
  • Octa norm wall panels (side and back walls, corner booths with two open sides)
  • Fascia board with company name (max. 30 letters)*
  • 1 table (120 x 70 cm) and 2 upholstered chairs
  • Electrical connection 3KWh (1 single phase 230V) with 1x 3-way socket**
  • Internet access (free WiFi network at the congress venue)
The officially contracted booth constructor for EUROTOX 2024 is cubicworx GmbH. The exhibition area and ordered shell scheme booths will be set up on 7 September 2024. On 8 September 2024, there will be an exhibitor help desk to support industry partners during the set-up. * The fascia board will be printed with the company name that has been indicated during the submission of the industry partner application. * *If further power supply is needed, please contact industry@eurotox-congress.com

If any own booth construction is planned, the exhibitor is obligated to send a detailed booth drawing (incl. measurements) for approval to industry@eurotox-congress.com by Thursday, 15 August 2024, the latest.

This is to ensure that all exhibition booths meet all regulations with regards to size, location and other restrictions (e.g., fire safety).

The planned set-up time for exhibitor assigned booth constructors is Sunday, 8 September 2024, from 10h00 to 19h00. If your assigned booth constructor requires individual arrangements, please submit the request along with your booth construction plan.

EUROTOX 2024‘s exhibition is scheduled for all four congress days, from Sunday to Wednesday, 8 to 11 September 2024. Exhibition booths are located in the entrance area and nearby the session halls, lining the main delegate traffic routes.

Traditionally, the exhibition area will host the Welcome Reception on Sunday evening as well as all coffee and lunch breaks. Thus, a constant frequentation at the booths will be guaranteed.

Exhibition Times:

  • Set- up:
    • 8 September 2024, 10h00—19h00 (furnish/equip booths)
  • Dismantling:
    • 11 September 2024, 12h00—13h30 (empty booths)
    • 11 September 2024, from 13h30 (dismantling by official booth constructor)
  • Opening Hours:
    • 8 September 2024, 19h00—21h00 (Welcome Reception in exhibition area)
    • 9 September 2024, 09h00—16h30
    • 10 September 2024, 09h00—16h30
    • 11 September 2024, 09h00—12h00

The exhibition area and ordered shell scheme booths will be set up by the official congress booth constructor on 7 September 2024. On 8 September 2024, there will be an exhibitor help desk to support industry partners during the set-up.

 

Exhibition Area Specifications:

⇒ floor: natural stone in foyer area and wooden in meeting rooms (booths will be carpeted according to booth package)

⇒ floor load capacity: 400 kg/m²

⇒ maximum building height: 3 m

⇒ All booth equipment may not exceed the allocated booth space nor booth wall heights.

⇒ Distribution of food and beverage samples must be approved by the congress venue prior to the congress. Catering at the booth must be ordered via the official congress caterer.

⇒ Loudspeakers, similiar devices and any installations or decorations which are offending  to others are permitted.

⇒ Any alterations or damage to rooms, facilities or objects will be charged to the responsible industry partner.

⇒ The exhibition area will be cleaned after set-up. Keeping the booth clean is the responsibility of the industry partner.

There will be an easy solution for lead retrieval at the congress which is offered at no additional costs.

All delegate badges will have a QR code which includes the delegate name, email address, affiliation and country. Kindly note that badges may only be scanned with the delegate’s consent.

One needs a QR code scanner app that allows the scan history to be exported to a .txt and/or .cvs file. After successfully scanning the QR code, the scan history may be exported in the desired file type and further processed.

Below you can find an example QR code to be tested with your scanner app.

EUROTOX Congress Organisation tested this procedure with the QR and Barcode Scanner by Gamma Play.

The officially contracted booth constructor for EUROTOX 2024 is cubicworx GmbH.

They will built the booths according to the industry partner packages (see “Booth Constructions according to Industry Partner Package” section above). Additional equipment, incl. graphics, and furniture for the booth may be ordered online via their web shop: EUROTOX 2024 webshop

Please note, you must create an account in order to view all options and pricing. To create an account, please click on “Sign in” at the top right of the website. From there, you can create a new account, or sign into your existing account.

Discount Price Deadline: 15 August 2024. After that date, standard prices apply.

If you have any questions regarding the webshop and additional orders, please contact the cubicworx team directly:

⇒ email: kongress@cubicworx.de

According to the packages, each booth will be equipped with  basic power supply (3kWh (1 single phase 230V) with a 3-way socket. If further power supply is needed, please contact industry@eurotox-congress.com

Kindly note that ordering, prices and invoicing for any additional furniture and equipment need to be
directly managed with cubicworx GmbH. The EUROTOX 2024 congress organisation is not involved and cannot be held liable for anything related to this process.

Questions or Special Requests?

In case of any questions or special requests, please review our FAQ page or do not hesitate to contact us:

EUROTOX 2024 Congress Organisation

c/o K.I.T. Group GmbH Dresden, DE
Bautzner Str. 117-119
01099 Dresden, Germany

Sponsorship & Exhibition

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