Exhibition Manual

Pre-Exhibition Dates

• Complete Company profile, and fascia text (BOOTH PACKAGE ONLY), via the Exhibitor Portal – 15 April 2025
• Stand drawing due for approval (SPACE ONLY) – 11 March 2025
• MEETT/Toulouse Events web shop orders are due by 12 May 2025.

Exhibition Schedule

• Build-up (Space Only) STAND BUILDERS ONLY – Friday 30 May 2025 to Sunday 1 June 2025, 08:00 – 22:00; Monday 2 June 2025, 08:00 – 13:00
• Build-up (Booth Package) – Sunday 1 June 2025, 13:00 – 22:00; Monday 2 June 2025, 08:00 – 13:00
• Early Exhibition Entrance – Monday 2 June 2025, 17:30 – 18:00; Tuesday 3 June to Thursday 5 June 2025, 08:30 – 08:45
• Opening Hours Exhibition – Monday 2 June 2025, 18:00 – 20:00; Tuesday 3 June 08:45 – 18:20, Wednesday 4 June 2025, 08:45 – 17:30, Thursday 5 June 2025, 08:45 – 18:20
• Networking Reception – Monday 2 June 2025, 18:00 – 20:00
• Afternoon Drinks – Tuesday, 17:00-18:00
• Breakdown –
  • Thursday 5 June 2025, 18:20 – 22:00 (booth package & space only);
    • 18:00-19:00 Aisle access is NOT possible due to carpet removal. Minor disassembly at stand ONLY allowed.
  • Friday 6 June 2025, 08:00 – 19:00 (space only)

*Time schedule subject to changes

This section contains important information for Booth Package and Space Only stands.

It is the responsibility of the exhibitor to ensure that the company(s) in control of their stand design(s), construction, their employees, exhibition staff, temporary staff, or any relevant third party complies with all rules & regulations including the latest legislation regarding health and safety at work. 

Please read EAGE’s exhibition terms & conditions and MEETT/Toulouse Events official documents carefully, you must adhere to these rules and regulations.

Technical Information

Construction Height

Booth Package stands will be 2.5 meters in height. If a Booth Package stand exceeds 2.5 meters in height, prior approval from EAGE’s Exhibition team is required.

For Space Only the generally approved construction height is 3.5 meters, including raised floors. No other feature or exhibit elsewhere on the stands should exceed this height. Exceptions to this rule are possible provided that the neighbors have no objection, and that organizer permission has been received in writing.

Submission of stand drawing for approval by EAGE’s Exhibition team is no later than 11 March 2025. Keep an eye out for emails from the Exhibition team with more information.

Civil Engineer Information

For safety purposes, all structures that could endanger life and limb if improperly assembled will be inspected by a civil engineer during exhibition set-up. The inspection is prearranged by the organizer.

Rigging for Suspended Structures

All structures suspended from the ceiling  MUST be installed by MEETT/Toulouse Events.

To request this service from MEETT/Toulouse Events, submit the Rigging Request Form found on the Download tab of this manual.

Electricity

The installation of electrical work by any person other than MEETT/Toulouse Events 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 MEETT/Toulouse Events. 

Exhibitors should clearly indicate the position of the required power connections when submitting designs.

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

Note: Stand builders are allowed to do the electrical distribution on the booth/stand, but are NOT allowed to go inside of the electrical box provided by MEETT/Toulouse Events.

Carpet/Flooring

For Space Only: exhibitors may cover their floor space with panels, carpets, raised platforms. Floor painting and linoleum are prohibited. All floor coverings must be secured and maintained so that they do not cause a hazard. Fixing of floor coverings to the hall floor may only be carried out using approved tape. Other forms of fixing to the hall floor, such as cable clips, nails, and bolts are strictly prohibited. When you are building a raised floor please note that a disabled ramp/access is compulsory. 

Review the Flooring Adhesive Requirement document, which can be found under the Downloads tab of this manual.

Build up/Break down

• A valid badge is required for maintenance and access during early exhibition entrance and exhibition opening hours. More information on how to register for this badge coming soon.
• Removal of exhibits before 18:00 on Thursday 5 June 2025 is strictly prohibited.
• **Between 18:00 and 19:00, break down of the exhibition will begin with the removal of the aisle carpets. During this time exhibitors & stand builders will not be allowed to occupy the aisles. The usage of forklifts, trolleys, and loading bays will not be allowed until after 19:00.
• Information on how to register for build-up, breakdown, daily maintenance, and project manager badges will be sent to stand builders. Ensure that your stand builder submits your drawings for more information.

*Time schedule subject to changes

Maintenance

Strict security rules require that nobody is allowed into the exhibition hall without a valid badge during maintenance and on show days. This applies also to exhibitors and contractors.

Exhibitors who wish to work on their booths before openning hours of the exhibition can do so 30 minutes before opening hours (early exhibition entrance). Preferably, maintenance should be carried out in the morning between 08:30 – 09:00. No work will be permitted during the opening hours of the exhibition. 

For any other inquiries, please contact us.

Health, Safety, and Environment

EAGE expects all involved in the build-up, show days, and breakdown of the exhibition at all levels, to comply with their legal duties. This includes cooperating with us on health and safety matters and taking care of their own health and safety and that of others, whether from within or from outside the company, who may be affected by their actions.

For safety reasons, everyone is required to wear safety shoes, high visibility safety vest, and when applicable hard hat during the build-up and breakdown of the exhibition.

In case of emergency, please contact the nearest security guard or via phone at +33 (0)5 32 53 11 00 or +33(0)7 62 62 47 01.  

In case of emergency 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 prevent panic

First Aid

The nearest hospital(s) is: 

Hôpital PURPAN – Pl. du Dr Joseph Baylac – 31300 Toulouse
Clinique des Cèdres – Route de Mondonville – 31700 Cornebarrieu

First aid is provided by SSIAPs, depending on the level of medical emergency. Call the emergency services (18 or 15). If the person can be moved, he or she will be taken to the infirmary to await rescue.

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 MEETT/Toulouse Events, 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/or MEETT/Toulouse Events.

EAGE will not be liable for any financial loss incurred by the exhibitors resulting from the cancellation or curtailment of the exhibition for any reason whatsoever.

Noise Level

Exhibitors operating sound-producing equipment must keep the sound at a reasonable volume, of which a sound level of 60 decibels or more (measured at the corner of the stand) will not be exceeded, in order to avoid disturbing other exhibitors. Public address systems, laser shows, radio broadcasts, and other devices used solely to attract attention by sound are prohibited. EAGE reserves the right to regulate and/or restrict any sound.

Live music is NOT permitted. The exception to this is during the Icebreaker/Networking Reception with EAGE approval.

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 venue is prohibited. (Also applies during Build-up and Breakdown periods.) 

Booth Management

• Stands must remain open, with exhibits on display and booth personnel on duty during opening hours.
• Food and beverages not ordered from the venue’s catering (or by written permission) are not allowed. Please see the webshop link on the Official Supplier tab to order catering.
• Canvassing in the aisles and public areas of the building and its environment is expressly prohibited.
• Exhibitors must apply equality in their approach to the attendants according to nationality, academic position, or any other factor is against the event policy.
• All live animals are prohibited, with the exception of guide dogs and service animals.
• Companies may not sell food items at their booths. Any drinks dispensed must be served in disposable containers and purely as hospitality to a prospective customer and may not be made available to the passing public.
• The distribution of any food or beverages whether provided for free or for money shall be exclusively provided by the official supplier, MEETT/Toulouse Events. Contact information for MEETT/Toulouse Events Catering can be found under the Official Suppliers tab on this page. Exhibitors are able to bring their own equipment (e.g. coffee machine) but should source supplies (e.g. coffee, milk, etc.) from MEETT/Toulouse Events.
• Exhibit machinery and vehicles with fuel in the tank are not allowed.
• 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. On those sides of the booths, no walling is allowed.

Construction and/or Dismantling During the Exhibition Period

No constructive and/or dismantling work on stands or interiors will be permitted during the exhibition period from 17:30 Monday 2 June 2025 – 18:00 Thursday 5 June 2025.

Exhibitors may dismantle their stand between 18:00 – 20:00 on Thursday 5 June 2025 and Friday 6 June 2025, 08:00 – 14:00. At the end of the dismantling period, the stand space should be left clean and free of adhesive tape. All extra cleaning costs and damages will be charged to the exhibitor.

*Time schedule subject to changes

Please read this page carefully as it contains important information on other rules & regulations that must be followed, and detailed information on:

• “Booth Package” stands
• “Space Only” stands

All booths and booth interiors must be completed, including painting and sign writing, and must be open for inspection, clean and in good order, with surroundings free from obstruction and rubbish, and with exhibits in position. The booth must remain open with exhibits on display during opening hours. EAGE Conferences B.V. retains the right to dispose of an exhibitor’s stand space without further notification or formal notice of default if he has failed to comply in time with his obligation to pay the organizers.

Food and beverages not ordered from the venue’s catering (or by written permission) are not allowed. Please see the webshop link on the Official Supplier tab to order catering.

Booth Package

Included in the Booth package is:

• White-walled panels (height 2.5m) with aluminum frame; 
• One electrical box with at least two sockets;
• A fascia with name board, including black regular lettering on the open sides of the booth, in a standard style;
• Carpet;
• Additional items can be ordered with the booth supplier MEETT/Toulouse Events via their online webshop. 
• Please note that furniture is not included in your stand, this can be ordered via MEETT/Toulouse Events.

Images of example Booth Packages coming soon.

Note:

• Please complete your booth fascia text and company details via the Exhibitor Portal before 15 April 2025. The auto logo in link to the portal can be found in the Exhibitor Confirmation email sent from EAGE Exhibition Team.
• It is prohibited to drive screws, nails, etc. into the shell scheme panels, no wall panel may be damaged.
• Your shell scheme stand will be ready for decorating on Sunday 1 June 2024 at 13:00.
• If aisles are blocked or neighboring exhibitors complain, EAGE Conferences B.V. reserves the right to interrupt or impose time restrictions on demonstrations etc.

Space Only Exhibitors

All exhibitors having booked as “Space Only” MUST submit a copy of the stand design to the EAGE Exhibition Team for evaluation and approval no later than 11 March 2025. Please submit a clear sketch with measurements and a scaled floor plan (in meters), or a model plus a scaled drawing. This information should contain the name and address of the stand building contractor. Failure to provide a stand design for approval will result in the exhibitor not having permission to build.

• All stand designs will be checked by EAGE on, amongst others, the following points:
  • Joint stand walls: when you do not have an island booth you are requested to put in walls to divide your space from your neighbors.
  • 50cm inward rule for walls: walling on the aisle sides is not allowed. Walls need to be at a minimum distance of 50cm from the aisle.
  • Overhang: no part of any booth exhibit may overhang any gangway or exceed the booth boundary space rented
  • Rigging and banners: rigging and banners will be checked on sight lines, height, overhang and size. Banners bigger than 12 square meters need to be approved by the EAGE Exhibition Team. These banners will be evaluated individually
  • Ceiling height is 13 meters. For any stand designs that exceed 2.5 m in height require EAGE Exhibition Team approval. This will be done during the stand design approval process.
  • See 240215 Dimension Hauteur Charpente Halls MEETT for ceiling height information.

To submit the necessary documents for stand drawing approval, please email to exhibition@eage.org. In the subject line please include “TOU 2025 [Space/Booth number][company name] Stand drawing approval“.

Space Only exhibitors (i.e those that do not take the booth package) will be supplied with space on the Exhibition floor ONLY.

Space Only exhibitors (i.e those that do not take the booth package) will NOT be supplied with any walls, fascia boards, electric hook up, or carpet.

Walls and/or exhibits over 2.5m in height with unfinished backs or sides that are visible to neighboring stands must be made presentable and finished in white. Moreover, it is not allowed to use the walls of any adjacent space for any purpose.

Multi-storey stands are not permitted.*

Island stands

These stands have aisles on all sides. No walling is allowed at the aisles. When you design this type of stand please ensure that the view of other stands and of the exhibition as a whole is not obstructed. The approved height is 250 cm, including raised platforms. 

50cm inward rule for walls: walling on the aisle sides is not allowed. Walls need to be at a minimum distance of 50cm from the aisle.

Corner/Peninsula

These peninsula stands have aisles on two or three sides. No walling is allowed at the aisles. When you design this type of stand please ensure that the view of other stands and of the exhibition as a whole is not obstructed. 

50cm inward rule for walls: walling on the aisle sides is not allowed. Walls need to be at a minimum distance of 50cm from the aisle.

In-line stand

These stands only have an aisle on one side. No walling is allowed at the aisles. When you design this type of stand please ensure that the view of other stands and of the exhibition as a whole is not obstructed.

50cm inward rule for walls: walling on the aisle sides is not allowed. Walls need to be at a minimum distance of 50cm from the aisle.

EAGE and MEETT/Toulouse Events reserve the right to stop the building work at any time of any stand that is not fulfilling all rules specified in the rules and regulations.

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 18:00 – 20:00 on 10 June 2025 and from 09:00 – 18:00 on 11-13 June 2025. 

*Schedule subject to change.

Exhibitors may dismantle their stand between 18:00 – 20:00 on Thursday 5 June 2025 and Friday 6 June 2025, 08:00 – 14:00. At the end of the dismantling period, the stand space should be left clean and free of adhesive tape. All extra cleaning costs and damages will be charged to the exhibitor.

*Schedule subject to change.

Stand builders:

For information on how to register for build-up, breakdown, daily maintenance, and project manager badges please contact the Exhibition team at exhibition@eage.org.

Stand Assembly, Graphics, Furniture, Carpet, Electric Mains, AV, Internet, Catering, Host/ess Staff, etc.

For SPACE ONLY electric main connection is NOT included.

Graphics and furniture are NOT included in the BOOTH PACKAGE, you can order this and any other extra items with the booth supplier MEETT/Toulouse Events via their online webshop.

Food and beverages not ordered from the venue’s catering (or by written permission) are not allowed. Please see the webshop link on the Official Supplier tab to order catering.

MEETT/Toulouse Events Webshop

IMPORTANT: Outside catering/food & beverage is prohibited. Ensure that catering is coordinated with MEETT/Toulouse Events.

Email: exhibitors-order-tlse@gl-events.com

Orders are due by 12 May 2025 (Orders placed on site will increase by 30%)

Rigging request closing date: 12 May 2025

Freight & Delivery of Goods

Shipping and handling of your goods require care and attention. EAGE has engaged Meritex International Ltd as the sole and exclusive freight forwarder and site handling agent. 

Meritex International Ltd

Contact: Rasa

The Coach House, 20 Northernhay Street

Exeter, Devon EX4 3ER 

United Kingdom 

Tel: +44 1392 454 999 

Fax: +44 1392 454 998

Email: rasa@meritex.co.uk

For more information on shipping and handling please contact Meritex directly.

Waste Collection

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

Exhibitors and stand builders are required to follow the Recycling Guide (MEETT Required). More information on the venue’s recycling and waste disposal regulations can be found on the Downloads tab of the Exhibition Manual.

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

*This information is subject to change.

Rigging

All structures suspended from the ceiling MUST be installed by MEETT/Toulouse Events.

To request this service from MEETT/Toulouse Events, visit their event webshop. Ensure you allow adequate time to register with their event-webshop, and for their technical department to process your request.

The Rigging Request Form can be found on the Downloads tab of the Exhibition Manual.

Waste Disposal & Recycling

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

Exhibitors and stand builders are required to follow the Recycling Guide (MEETT Required). More information on the venue’s recycling and waste disposal regulations can be found on the Downloads tab of the Exhibition Manual.

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

*This information is subject to change.

Freight

Shipping and handling of your goods requires care and attention. EAGE has engaged Meritex International Ltd as sole and exclusive freight forwarder and site handling agent. 

Meritex International Ltd

Contact: Rasa

The Coach House, 20 Northernhay Street

Exeter, Devon EX4 3ER 

United Kingdom 

Tel: +44 1392 454 999 

Fax: +44 1392 454 998

Email: rasa@meritex.co.uk

For more information on shipping and handling please contact Meritex directly.

Venue Manuals & Important Forms:

MEETT Specifications & Special Clauses

Recycling Guide (MEETT Required)

Recycling Map

Flooring Adhesive Requirement

General Security Instructions

Hall Hight Dimension Guide

Rigging Request Form

Additional Downloads:

Event Logos

Starting in 2024, EAGE has moved from the Exhibitor Voucher and Guest Pass system of previous years to a new system that distributes three types of Exhibitor registration types based on the sqm of your purchased booth package/space only space.

These fixed registration types are not meant to operate as vouchers and as such can not be exchanged or combined to upgrade to another registration type.

The three registration types are:

• • Full Conference & Exhibition:
    • Full Week access to all Technical Programme, Strategic Programme, and Social Programme activities, as well as Exhibition.
  • Exhibitor Plus:
    • Full Week of Exhibition Access
    • Icebreaker Reception
    • Conference Evening
    • Access to Strategic Programme (if applicable)
  • Exhibition Week:
    • Full Week of Exhibition Access
    • Icebreaker Reception

EAGE provides one of each registration type per 18sq meters with a minimum of 1 exhibitor plus and 1 exhibition registration per booth (all booth sizes smaller than 18sq meter receive 1 exhibitor plus and 1 exhibition only registrations) Please contact your account manager if you have any questions about the exact amount of registrations included in your booth or if you wish to learn about acquiring additional registrations.