Exhibition and Sponsoring

EPSC2026 exhibition floor plan

The opening times of the EPSC2026 exhibition are as follows.
Monday, 7 September to Thursday, 10 September 2026: daily from 09:00 to 18:00.
Friday, 11 September 2026: 09:00–13:00.

There are several exhibition packages: exhibition package overview . Each exhibition option comes with access to the conference wifi and includes the following furniture/equipment.

• Exhibition booth: a back wall measuring 2.5 m in height and 2 m in width, consisting of two pillars and two frames, two spotlights, one high table, two stools, an electricity outlet, and a company name board.
• Large exhibition space: a 3 x 2 m space with one high table, two stools, and an electricity outlet.
• Small exhibition space: a 2 x 2 m space with one high table, two stools, and an electricity outlet.
• Large poster space: a free-standing, pre-printed poster, 2 x 0.9 m (height x width), one high table, and one stool.
• Poster space: a free-standing, pre-printed poster, 2 x 0.9 m (height x width).
• Coffee panel: a 1 x 3 m sticker on a glass panel around the coffee area.

Exhibitor staff registrations allow access to all conference areas (including sessions); however, exhibitor staff registrations cannot be exchanged with different staff members during the conference.

Set-up: exhibitors are expected to set up their display on Sunday, 6 September 2026, 13:00–15:30.

Dismantling: exhibitors are expected to take down their display on Friday, 11 September 2026, 13:00–17:30.

Sponsoring

In addition, several sponsoring options are offered at EPSC2026, either together with an exhibitor space or as a stand-alone package.

Booking

Terms & conditions

By renting exhibition space or booking sponsorship at EPSC2026, the exhibitor/sponsor accepts the following terms & conditions.

• Any information (logo and description) to be included in the official conference website must be provided to Copernicus GmbH via the order form.
• Cancellations can only be refunded in the case of written notification prior to 15 July 2026. A cancellation fee of €250 will be deducted. No refunds will be made after this date.
• The invoice must be paid within 14 days after receipt of the invoice. Otherwise, the order will be cancelled.
• Proof of insurance must be provided upon request. Exhibitors are requested 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 Amare, Copernicus GmbH, and Europlanet AISBL, rendering them and their representatives innocent, against complaints, suits, or liabilities resulting from negligence of the exhibitor in connection with the exhibit's use of display space.
• Amare, Copernicus GmbH, and Europlanet AISBL are not liable 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, promotional material, and other small, easily removable valuable items should not be left unattended.
• In no event are Amare, Copernicus GmbH, and Europlanet AISBL liable 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.
• No nails, screws, or other fixtures may be drilled into any part of the premises, including the floors. Nor may any part of the premises be damaged or disfigured in any way. Should any damage occur, the exhibitor will be invoiced for repair charges incurred.
• Exhibits in the rented exhibition space must be set up so as to not disturb neighbouring exhibition spaces acoustically or visually and to avoid the creation of any obstruction within the spaces or aisles. This also applies to presentations and demonstrations by the exhibitor and the gathering of participants at the exhibition space.
• The Europlanet AISBL reserves the right to reject exhibitors/sponsors. In such a case, a respective rejection notification will be sent in a timely manner.
• In order to avoid the spread of infections and to guarantee a safe conference for all participants, all exhibitors and their staff must agree to strictly follow the hygiene code of EPSC2026 and the rules stated at the time as issued by the Dutch authorities, Amare, the Europlanet AISBL, and Copernicus GmbH. These regulations and the hygiene code might be adjusted several times, including at short notice until just before the conference starts. Under these considerations, onsite participation is at the risk of the exhibitor and their staff. Neither Copernicus GmbH nor the Europlanet AISBL, Amare, or any company providing services for the onsite conference can be made liable for any possible infections, resulting damages to the attendee's health, or any subsequent suffering an attendee might experience.
• The contact details of exhibitors and their staff will be recorded for possible contact tracing and must be passed on by Copernicus GmbH to the Dutch authorities in the event of an emergency.
• Possible adjustments to the Dutch requirements for the large event participation and/or the EPSC2026 hygiene concept might lead to a situation where either an exhibitor is forced to cancel their on-site participation or Copernicus GmbH as event organizer is forced to cancel it. For such late cancellations due to Dutch travel and/or event regulations, Copernicus GmbH will reimburse the exhibitor's gross rental fee without an additional cancellation fee. Copernicus GmbH and Europlanet AISBL would not be liable for any subsequent claims for any other reimbursements (e.g. travel or accommodation costs of exhibitor staff members).
• Due to the unpredictable circumstances, Europlanet AISBL and Copernicus GmbH may be forced to cancel the on-site part of EPSC2026 at short notice and turn the conference into a virtual one. In such a case, exhibitors will receive reimbursement for the paid space rental fee. However, in this case, Copernicus GmbH and Europlanet AISBL would not be liable for any subsequent claims for any other reimbursements (e.g. travel or accommodation costs of exhibitor staff members).
• All catering must be provided by Amare.