Exhibition Manual

Pre-Exhibition Dates

• Complete Company profile and fascia text via the Exhibitor Portal (BOOTH PACKAGE ONLY) – 4 May 2023
• Stand drawing due for approval (SPACE ONLY) – 15 April 2023
• STANDout web shop orders due by 04 May 2023.

Exhibition Schedule

• Build-up (Space Only) – Friday 2 June 2023 to Sunday 4 June 2023, 08:00 – 22:00; Monday 5 June 2023, 08:00 – 13:00
• Build-up (Booth Package) – Sunday 4 June 2023, 13:00 – 22:00; Monday 5 June 2023, 08:00 – 13:00
• Early Exhibition Entrance – Monday 5 June 2023, 17:00 – 18:00; Tuesday 6 June to Thursday 8 June 2023, 08:00 – 08:30
• Opening Hours Exhibition – Monday 5 June 2023, 18:00 – 20:00; Tuesday 6 June and Wednesday 7 June 2023, 08:30 – 18:00, Thursday 8 June 2023, 08:30 – 17:00
• Networking Reception – Monday 5 June 2023, 18:00 – 20:00
• Breakdown –
  • Thursday 8 June 2023, 17:00 – 22:00 (booth package & space only);
    • 17:00-18:00 Aisle access is NOT possible due to carpet removal. Minor disassembly at stand ONLY allowed.
  • Friday 9 June 2023, 08:00 – 22:00 (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 Reed Messe Wien GmbH’s official documents carefully, you must adhere to these rules and regulations.

You can find Reed Messe Wien GmbH’s Technical Guideline and Civil Engineer Information in the Downloads tab of this site. 

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 8 March 2023. Keep an eye out for emails from the Exhibition team with more information.

Civil Engineer Information

For safety purposes, all structures which 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 congress organizer. For further information please refer to the “Civil Engineer Information” under the Downloads tab on this page.

Rigging for Suspended Structures

All structures suspended from the ceiling, that require suspension points MUST be installed by the authorized partner of Reed Messe Wien GmbH. The authorized partner for this is STANDout GmbH. (See page 18 of Messe Wien GmbH’s Technical Guidelines and Reed Messe Wien GmbH’s Civil Engineer Information for Exhibitors, under the Downloads tab for more information.)

To request this service from STANDout, visit their event-webshop and select “suspension service” under Categories to view the order form. Ensure you allow adequate time to register with their event-webshop, and for their technical department to process your request.

Electricity

The installation of electrical work by any person other than Reed Messe Wien GmbH and/or Standout GmbH 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 Reed Messe Wien GmbH.

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

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

Note: Stand builder is allowed to wire their electrical installations. The main power connection to a booth is provided by the venue. Only the venue is allowed to provide and install the main power connections.

Carpet/Flooring

The exhibition hall features mastic asphalt flooring and carpeting is not included in the standard exhibition package. The aisles of the exhibition will also be left uncarpeted.

Exhibitors may cover their floor space with panels, carpets, linoleum, raised platforms, etc. Floor painting is 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. 

Carpet, floor coverings, and adhesive tape (for surface protection) can be ordered with the booth supplier STANDout via their online web shop 

Build up/Break down

• No registration is needed for contractors to access during the build-up and break down periods only. All contractors will be provided with, and are required to wear a “Maintenance” badge at all times.
• A valid badge is required for maintenance and access during early exhibition entrance and exhibition opening hours. Contact the EAGE Exhibition Team for this badge.
• Removal of exhibits before 17:00 on Thursday 8 June 2023 is strictly prohibited.
• **Between 19:30 and 20:30, break down of the exhibition will begin with the removal of the aisle carpets and safety cables on rigging points. 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 20:30.

*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 opening 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 08:00 – 08:30. 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 and follow the instructions given or call the Congress Center Hall Manager of Hall B at +43 676 8232 7002.  

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 is: 

Lorenz Böhler Hospital (Unfallkrankenhaus Lorenz Böhler)

Donaueschingenstrasse 13

1200 Wien

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 Reed Messe Wien GmbH, 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 Reed Messe Wien GmbH.

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.
• 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 of Reed Messe Wien GmbH. Contact information for Gerstner Exhibition & Congress 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 Gerstner Exhibition & Congress Catering.
• 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 18:00 Monday 5 June 2023 – 17:00 Thursday 8 June 2023.

Exhibitors may dismantle their stand between 17:00 – 22:00 on Thursday 8 June 2023 and Friday 9 June 2023, 08:00 – 22:00. 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 verse Stand Only:

• “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.

Booth Package

Included in the Booth package is:

• White-walled panels (height 2.5m) with aluminum frame;
• One spotlight per 3 m²; 
• One power socket;
• One main power connection;
• A fascia with name board, including black regular lettering on the open sides of the booth, in a standard style;
• Carpet;
• Basic booth cleaning
• Additional items can be ordered with the booth supplier STANDout via their online web shop 
• Please note that furniture is not included in your stand, this can be ordered via STANDout

Note:

• Please complete your booth fascia text and company details via the Exhibitor Portal before 1 March 2023.
• 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 Monday 5 June 2023.
• 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

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 8 March 2023. 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.

• Stand design 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 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 building height in Hall B is 7 m. For any stand designs that exceed 3.5 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, please contact us. In the subject line please include “VIE 2023 [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, or carpet.

Walls and/or exhibits with unfinished backs or sides that are visible to neighbouring stands must be made presentable. Moreover, it is not allowed to use 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. 

Corner/Head stands

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. 

Middle 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.

EAGE and Reed Messe Wien GmbH reserves 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 – 21:00 on 5 June 2023 and from 08:00 – 18:30 on 6-8 June 2023. 

*Schedule subject to change.

Exhibitors may dismantle their stand between 17:00 – 22:00 on Thursday 8 June 2023 and Friday 9 June 2022, 08:00 – 20:00. 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 Assembly, Graphics, Furniture, Carpet, Electric Mains

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 STANDout via their online web shop. To access the STANDout webshop you will first need to create an account.

Orders should be received by 4 May 2023.

STANDout – be visible

Messeplatz 1

A-1020 Wien / Vienna

Florian Wacht

T +43 1 72720 6222

E: martin.moser@standout.eu

Audio Visual

AV-EQUIPMENT

STEINERLIVE.COM

Gewerbegebiet 11

A-21000 Stetten-Korneuburg

T +43 2262 733 33 0

F +43 2262 733 33 11

E info@ steinerlive.com

Orders should be received by TBD.

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. Please see the following important documents:

Meritex Worldwide Shipping Instructions

Meritex EAGE 2023 Vienna Tariff

Internet and Communications

K-Businesscom AG

Wienerbergstraße 53 

A-1120 Wien/ Vienna 

Jürgen Ringler

T +43 50 822 88933

F +43 50 822 998 89 33

E messe-wien@k-business.com 

Hotline: +43 50 822 88933

Catering

Gerstner Exhibition & Congress Catering

Messeplatz 1 

A-1020 Wien/ Vienna 

T +43 50 876 2513

F +43 50 876 5522

E ecc@gerstner.at

Orders should be received by 15 May 2023.

Hostess & Security Staff

CAM Security GmbH

T: +43 (0)1 72 99 094

E: messe@cam-security.at 

AM Order Form Security Hostess EAGE

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.

Green Decorations & Flowers

Baum kultur

Bombekgasse 24 

A-1120 Wien/Vienna 

Renate Prskawetz

T +43 1 803 60 47

F +43 1 803 60 48

E office@baumkultur.at

Order form available 1 January 2023.

Orders should be received by 1 March 2023.

*This information is subject to change.

**Additional information coming soon. 

Rigging

All structures suspended from the ceiling, that require suspension points MUST be installed STANDout GmbH.

To request this service from STANDout, visit their event-webshop and select “suspension service” under Categories to view the order form. Ensure you allow adequate time to register with their event-webshop, and for their technical department to process your request.

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.

Reed Messe Wien GmbH’s Technical Guidelines

Reed Messe Wien GmbH’s Civil Engineer Information for Exhibitors