Exhibition Manual

EAGE Annual 2026 Exhibition Manual

Welcome to the Online Exhibition Manual for the 88th EAGE Annual Conference & Exhibition 2027. We are delighted that you have chosen to exhibit at our event.

This online manual has been created to facilitate your planning and answer any questions you may have regarding the exhibition. You will find valuable information here, including important deadlines, available vendor services, exhibitor registration, and more. Simply use the different tabs below to navigate through the manual.

Please read through this manual carefully, as it contains important deadlines and essential information to help you prepare for the exhibition. Meeting these deadlines will help ensure a smooth and successful participation while avoiding any late or additional fees.

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

RAI - Amsterdam

📍RAI Amsterdam
Europaplein 24
1078 GZ Amsterdam
The Netherlands

 

Exhibition Days Access

The Exhibition will take place in Halls 10, 11, 12.

View Live Floor Plan

EXHIBITION
Buildup & Breakdown Access

Exhibition: Monday 31 May – Thursday 3 June

  • Build-up (Space Only) STAND BUILDERS ONLY
      • Saturday 29 May – 08:00–23:30
      • Sunday 30 May – 08:00–23:30
  • Build-up (Booth Package)
      • Sunday 30 May – 13:00–23:30

Break Down:

Thursday 3 June 2027 – 18:00 until 23:30 (Stand Only + Booth packages)

Friday 4 June  – 08:00-23:30 (Stand Only)

No exhibitor may begin dismantling or removing exhibits before the official closing of the exhibition.

Schedule subject to change.

RAI Amsterdam
Download pdf

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

Merit-EX

Important Notice

Stay safe and avoid Exhibitor scams; EAGE has appointed official suppliers for the EAGE Annual 2026 that are listed under “Official Suppliers” on this website. In case of any doubt, please do not hesitate to contact us.

Contact us

Pre-Exhibition Dates

  • Complete Company profile, and fascia text (BOOTH PACKAGE), via the Exhibitor Portal – 12 April 2027
  • Stand drawing due for approval (SPACE ONLY) – 15 March 2027
  • Other order deadlines coming closer to the event.

Exhibition Schedule

Build-up (Space Only) STAND BUILDERS ONLY

  • Saturday 29 May – 08:00–23:30
  • Sunday 30 May – 08:00–23:30

 

Build-up (Booth Package)

  • Sunday 30 May – 13:00–23:30

 

Early Exhibition Entrance (TBC)

Opening Hours Exhibition 

  • Monday 31 May 2027 – TBC
  • Tuesday 1 June 2027 – TBC
  • Wednesday 2 June 2027 – TBC
  • Thursday 3 June 2027 – TBC
 

Breakdown

  • Thursday 3 June 2027 – 18:00 until 23:30 (Stand Only + Booth packages)
  • Friday 4 June  – 08:00-23:30 (Stand Only)
 

*Time schedule subject to changes

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

Exhibitors are responsible for ensuring that any company engaged in the design or construction of their stand — including their employees, contractors, exhibition staff, temporary workers, or any other relevant third party — complies with all applicable rules and regulations, including current health and safety legislation.

Please read EAGE’s exhibition terms & conditions and P&J Live’s official documents carefully, and adhere to these rules and regulations.

Technical Information

Construction Height

Booth Package stands must be no more than 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 4 meters, including raised floors. Stand walls or decorations cannot exceed a height of 2.5m, unless approval has been sought from the organisers. 

All Space Only stands will be inspected by EAGE on site, and will only be allowed to trade once the organizer is satisfied with the stand.

See more detailed Technical Information for stand builds at the venue: RAI Amsterdam Facility Regulations 

 

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 pre-arranged by the organizer. 

 

Rigging for Suspended Structures

All structures suspended from the ceiling  MUST be installed by trained & authorised RAI staff. EAGE and the RAI reserves the right to refuse any items to be rigged if they are deemed to be unsafe or if insufficient information is provided.

To request quote for this service from the RAI – WEBSHOP LINK!

Please see details on Rigging at the RAI
Regulations: Rigging in the RAI

Height Restrictions

Hall 10 

Hall 11

Hall 12

 

Electricity

All on-site electrical work must be carried out by a qualified, competent person and inspected by the appointed electrical contractor prior to energising. Power will not be switched on until an electrician has completed the wiring and/or testing of the supply during build. 

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

Space Only stands do NOT have any electrical supplies included. Any required electricity must be ordered from the RAI via their WEBSHOP

NOTE:

  • Electrical cables must not be run under carpet or up stand fitting support posts. Cables on the floor which may be walked on must be protected by conduit or with protective ramping (tape is not acceptable). 
  • Participants are not permitted to switch a neighbouring stand’s power on and/or off. 
  • Electrical and water supplies run from the ground.
  • Electrical cables must not be run under carpet.

Maintenance

Maintenance is ONLY permitted in the Early Exhibition Entrance period. Schedule TBC.

No work will be permitted during the opening hours of the exhibition.

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.

For any other inquiries, please contact us.

Health, Safety, and Environment

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. For further details, please contact exhibitioncatering@pandjlive.com – by 8th of May 2026.
  • Canvassing in the aisles and public areas of the building and its environment is expressly prohibited.
  • P&J Live offer visitors a complimentary wi-fi service. To connect, select P&J Live Free WiFi network. This service is suitable for light browsing only. If you require a dedicated bandwidth, please visit the P&J Live Webshop.
  • Exhibitors must apply equality in their approach to the attendants according to nationality, academic position, or any other factor is against the event policy.
  • If you intend to play recorded background music on your stand during the course of the exhibition, you are required by law to obtain music licences. These can be obtained by contacting Phonographic Performance Ltd (PPL) and Performing Rights Society (PRS) directly.
  • All live animals are prohibited, with the exception of guide dogs and service animals.
  • Companies may not sell food items at their booths. If you wish to carry out food and drink sampling on your stand, please complete and return the Food & Drink Declaration and Checklist forms to exhibitioncatering@pandjlive.com, by Friday 8th May 2026. Food hygiene regulations must be adhered to and are also available in the eGuide. 
  • 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 construction and/or dismantling work on stands or interiors will be permitted during the exhibition period from 17:30, Mon 8th June – 18:00 Thur 11th June.

Exhibitors may dismantle their stand between 18:00 – 22:00 on Thur 11th June and 08:00 – 19:00 Fri 12th June (SPACE ONLY). 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

EAGE requires all exhibitors, contractors, and staff involved in the build-up, show days, and breakdown to comply with all health, safety, and environmental regulations. Everyone must take responsibility for their own safety and the safety of others who may be affected by their work.

It is essential that everyone involved in the buildup/breakdown are fully aware of their responsibilities and that all work must comply with the rules and regulations as set out in the RAI Regulations – Safe working practices manual. 

EVERYONE IS REQUIRED TO WEAR APPROPRIATE PPE DURING BUILD-UP AND BREAKDOWN.

This includes, as applicable:

  • safety footwear;
  • high-visibility clothing;
  • safety helmet;
  • protective eyewear;
  • fall protection; and
  • other PPE appropriate to the work.

The Parties themselves are responsible for bringing approved personal protective equipment with them. Safety helmets and boots can also be bought in the Webshop or obtained from the RAI Hospitality Crew Centre.

 

Emergency

In an emergency:

  1. Put your own safety first.
  2. Follow instructions from RAI security and emergency services.
  3. Stay calm.
  4. Use the designated emergency exits.
  5. Do not obstruct emergency responders.
  6. Report accidents or unsafe conditions immediately.

 

RAI First Aid & Emergency:
 +31 (0)20 549 12 34

 

Insurance

Each exhibitor exhibits at his own risk.

EAGE and the RAI do not accept any responsibility for damage to, or loss of, any properties caused by Exhibitors or Contractors. Exhibitors must ensure all necessary insurance cover for damage to their own goods and for possible liability in respect of injury to third parties or damage to third-party property, including the property of the venue. Public liability insurance is also required to the minimum value of £5 million and copies must be available at the event. 

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 RAI Amsterdam.

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 Control

Exhibitors and contractors are obliged by law to reduce the risk of hearing damage to employees to the lowest level reasonably practicable. Hearing protection is required for staff working at noise levels in excess of 75 dB (A). 

Exhibitors must ensure that neighbouring stands are not obstructed or disturbed by the use of audio and audio visual equipment, working machinery or other presentations. 

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

 

Promotional materials

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.

 

Security

Security is provided within the exhibition hall during build, open period and breakdown, however, EAGE and the RAI accepts no responsibility for any loss or damage to personal belongings or equipment and advise that exhibitors and their contractors are adequately covered. 

If you are a victim of theft please report it immediately to the RAI Operational Staff and the EAGE.

 

Smoking, Alcohol & Drugs

Smoking is prohibited by law in the RAI buildings. RAI has extended this ban to electronic cigarettes (e-cigarettes), so that their use in the RAI buildings is also prohibited. The ban extends to the underground car parks. Smoking outdoors on the RAI site is permitted in the vicinity of the designated areas, which are indicated by the smoking symbol. Smokers are expected not to smoke near entrances and exits and must deposit cigarette stubs in ashtrays

The use of e-cigarettes/vaping devices is strictly prohibited at venue.

The consumption of alcohol is not permitted during build-up and breakdown. 

The consumption of drugs is strictly not permitted at the venue. The venue has a strict drugs and alcohol policy which allows them to offer eject from site any contractor suspected of being under the influence of drugs or alcohol. 

 

Storage

Storage is not permitted behind stands or in void areas of the hall for fire safety reasons. 

Pre-Exhibition Dates

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, including interiors, must be fully completed before inspection. This includes painting, signage, and overall setup. Booths must be clean, well-maintained, and free from obstructions or rubbish, with all exhibits properly in place. During opening hours, each booth must remain open and have its exhibits on display.

EAGE Conferences B.V. reserves the right to reassign or dispose of a stand space without further notice if the exhibitor fails to make the required payments on time.

For catering information, please refer to the Official Suppliers section.

Booth Package

Included in the Booth package is:

  • White-walled panels (height 2.5m) with aluminium frame;
  • Electrical connection (1 kw each) with two sockets;
  • A fascia with name board, including black regular lettering on the open sides of the booth, in a standard style;
  • Carpet
  • Furniture is not included. 


Note:

  • Please complete your booth fascia text and company details via the Exhibitor Portal before 12 April 2027.
  • 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 30 May 13:00. Exhibitors with Booth Packages are allowed to enter and decorate their stands from 13:00.
  • If aisles are blocked or neighbouring exhibitors complain, EAGE Conferences B.V. reserves the right to interrupt or impose time restrictions on demonstrations etc.

Space Only Exhibitors

Space Only exhibitors (i.e those that do not take the booth package) will be supplied with space on the Exhibition floor ONLY. No walls, fascia boards, electric hook up, or carpet will be supplied.

All exhibitors having booked as “SPACE ONLY” MUST submit stand design approval to exhibition@eage.org

Approvals 15 March 2027.

Please submit:

  • A clear, dimensioned sketch and scaled floor plan in metres, or
  • A 3D model together with a scaled drawing.
  • The name and address of the stand-building contractor must be included.

Important: Stand construction is not permitted until the design has been submitted and approved.

All stand designs will be checked on 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 neighbours.
  • 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
  • The maximum build height at P&J Live is 4m for space only constructions. Please refer to the Stand Plans section for further details.
  • 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.

To submit the necessary documents for stand drawing approval email designs and documents to: exhibition@eage.org 

In the subject line please include “RAI 2027 [Space/Booth number][company name] Stand drawing approval”.

Walls and/or exhibits over 2.5m in height with unfinished backs or sides that are visible to neighbouring 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 P&J Live 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

Please refer to the RULES & REGULATIONS section for dismantling rules and times.

 

Stand builders:

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

Grpahics, Carpet, Electricity, AV, Internet, Catering, Staff, etc.

RAI Webshop – Exhibitor Services

RAI Amsterdam provides a wide range of additional exhibitor services and products through the RAI Webshop. Exhibitors and stand contractors can use the webshop to order the services and equipment required for their stand before and during the event.

Services available through the RAI Webshop may include:

  • Stand services and equipment – furniture, additional stand fittings and other stand requirements.
  • Electrical services – power connections, additional sockets and electrical requirements.
  • Rigging services – suspended structures, banners, lighting and other overhead items, subject to RAI approval.
  • Waste management – waste containers, bags and additional waste collection services.
  • Branding and signage – graphics, branding materials and other visual requirements.
  • Water and other technical services – where required and available for the stand.
  • Parking – parking spaces and parking-related services for exhibitors and stand staff.
  • Other exhibitor services – additional technical, logistical and venue-related services as offered by RAI.

 

Exhibitors are responsible for ordering the services they require within the applicable deadlines. Certain technical services, including electricity and rigging, must be provided or installed by RAI-appointed suppliers and may require technical information or approval in advance.

RAI Webshop: Will open closer to the event.

Please check the webshop for the latest range of available services, specifications, prices and ordering deadlines. Services may be subject to RAI approval and availability.

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

Meritex International Ltd
Contact: Rasa
The Coach House, 20 Northernhay Street
Exeter, Devon EX4 3ER 
United Kingdom 

Tel: +44 1392 454 999 
Email: rasa@meritex.co.uk

Rigging

Rigging

Rigging at RAI Amsterdam is subject to RAI approval and must comply with the applicable RAI Rigging Regulations.

  • A rigging plan must be submitted to the RAI Account Manager at least four weeks before the event and the final plan agreed two weeks before the event.
  • Rigging must be carried out by appropriately certified and qualified rigging personnel.
  • All rigging must follow the approved plan and applicable load limits. RAI reserves the right to reject or modify rigging that does not meet its requirements.
  • Exhibitors and stand contractors are responsible for providing sufficient technical information and allowing adequate time for approval.

 

Order rigging services:
RAI Webshop

For detailed requirements, load limits and rigging plans:
RAI Rigging Regulations

Waste Disposal & Recycling

Exhibitors are responsible for the sorting and disposal of all waste generated by their stand during build-up, the exhibition and breakdown. This includes packaging, stand construction materials and plastic removed after stand installation.

Waste disposal is not included in the exhibitor contract. Exhibitors must therefore either:

  • Order waste collection and disposal services through the RAI Webshop, or
  • Remove all waste from the RAI premises themselves at the end of the relevant build-up, exhibition or breakdown period.

If waste collection is ordered through RAI, only RAI-provided waste bags and containers may be used. Waste must be correctly separated and presented for collection in accordance with RAI requirements. Waste left on the stand or at the venue without an arranged collection service may be removed by RAI at the exhibitor’s expense.

Waste containers, bags and other waste management services can be ordered through the RAI Webshop.

For further information, please refer to the RAI Facility Regulations and RAI’s waste management information.

Important: Stands must be handed over clean and free of waste and adhesive tape after breakdown. Any goods, stand materials or waste remaining after the published breakdown period may be removed, stored or disposed of by RAI at the exhibitor’s expense and risk.

Waste requirements and services are subject to the latest RAI regulations and may be updated by RAI.

Freight

All deliveries and unloading MUST be arranged through Meritex International Ltd. Badges are required for unloading and can be arranged with Meritex International Ltd.

All exhibitors must observe the delivery times and ensure deliveries arrive no earlier than Thursday 27 May 2026. Any deliveries that arrive before this date may be refused, or stored at the exhibitor’s expense. 

Deliveries must be addressed as follows: 

COMPANY NAME & STAND NUMBER 
EVENT NAME 
HALL NAME 
P&J Live, 
The Event Complex Aberdeen, 
East Burn Road, 
Stoneywood,
Aberdeen 
AB21 9FX 

EAGE and P&J Live cannot be held responsible for any deliveries which are not addressed correctly. 

Stand Drawing Submission

Space Only exhibitors (i.e those that do not take the booth package) will be supplied with space on the Exhibition floor ONLY. No walls, fascia boards, electric hook up, or carpet will be supplied.

All exhibitors having booked as “SPACE ONLY” MUST submit stand design approval to exhibition@eage.org

Approvals 15 March 2027.

Please submit:

  • A clear, dimensioned sketch and scaled floor plan in metres, or
  • A 3D model together with a scaled drawing.
  • The name and address of the stand-building contractor must be included.

Important: Stand construction is not permitted until the design has been submitted and approved.

All stand designs will be checked on 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 neighbours.
  • 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
  • The maximum build height at P&J Live is 4m for space only constructions. Please refer to the Stand Plans section for further details.
  • 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.

To submit the necessary documents for stand drawing approval email designs and documents to: exhibition@eage.org 

In the subject line please include “RAI 2027 [Space/Booth number][company name] Stand drawing approval”.

Walls and/or exhibits over 2.5m in height with unfinished backs or sides that are visible to neighbouring 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.*

Important Venue Documents

Venue Manuals & Important Forms:

Meritex Freight form:

Additional Downloads:

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 types per 18 sq meters with a minimum of 1 exhibitor plus and 1 exhibition registration per booth (all booth sizes smaller than 18 sq 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.