EAGE Annual 2025 Exhibition Manual
Welcome to the Online Exhibition Manual for the 86th EAGE Conference & Exhibition 2025 which will be held from 2-5 June 2025 in Toulouse, France. We are delighted that you have chosen to exhibit at our event.
This online manual was created to facilitate your planning and answer any questions you have regarding the exhibition. You will find valuable details here such as important deadlines, available vendor services, exhibitor registration, and more, by using the different tabs below to navigate.
Please read through this manual carefully as it lists important deadlines to meet, which will save your company from incurring any late or additional fees. More information will be available soon, please be sure to check back for updates.
Please do not hesitate to contact us if you have any questions or require additional information.
MEETT Toulouse Exhibition & Convention Centre
Concorde Avenue
31840 Aussonne, France
Entrances and Exits of Exhibition Hall on Show Days
The Exhibition will take place in Hall 5, 6, and 7.
To find the closest parking, visit ASFiNAG at asfinag.at for more information on truck parking.
Access to Exhibition Hall During Buildup & Breakdown
The exhibition takes place in Halls 5, 6, 7. Kindly refer to the address and map overview plan for loading/unloading/parking.
All foot traffic during build up (stand builders and contractors only) will be via the exhibitor parking hall entrances. More information coming soon.
All deliveries and unloading MUST be arranged through Meritex International Ltd. Badges are required for unloading and can be arranged with Meritex International Ltd.
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
To find the closest parking, visit ASFiNAG at asfinag.at for more information on truck parking.
Accommodations
We are pleased to announce bnetwork as the official accommodation partner for the 86th EAGE Conference & Exhibition. bnetwork specializes in providing tailored accommodation solutions and has negotiated special rates for attendees of the EAGE Annual 2025 across a wide selection of hotels in Toulouse.
To plan your stay in Toulouse, please visit the dedicated EAGE Annual Hotel Booking Portal provided by bnetwork. Please note that the services of bnetwork are extra services and it is not obligatory to use them.
Given the high demand for hotels and short-term accommodation in Toulouse, we strongly recommend booking your accommodation as early as possible to ensure availability and avoid disappointment.
Important Notice
Stay safe and avoid Exhibitor scams; EAGE has appointed official suppliers for the EAGE Annual 2024 that are listed under “Official Suppliers” on this website. In case of any doubt, please do not hesitate to contact us.
Important Notice
Stay safe and avoid Exhibitor scams; EAGE has appointed official suppliers for the EAGE Annual 2025 that are listed under “Official Suppliers” on this website. In case of any doubt, please do not hesitate to contact us.
Pre-Exhibition Dates
- Complete Company profile and fascia text via the Exhibitor Portal (BOOTH PACKAGE ONLY) – 15 April 2025
- Stand drawing due for approval (SPACE ONLY) – 11 March 2025
- MEETT/Toulouse Events web shop orders are due by TBD.
Exhibition Schedule
- Build-up (Space Only) STAND BUILDERS ONLY – Friday 30 May 2025 to Sunday 1 June 2025, 08:00 – 20:00; Monday 2 June 2025, 08:00 – 13:00
- Build-up (Booth Package) – Sunday 1 June 2025, 13:00 – 20:00; Monday 2 June 2025, 08:00 – 13:00
- Early Exhibition Entrance – Monday 2 June 2025, 17:00 – 17:30; Tuesday 3 June to Thursday 5 June 2025, 08:30 – 09:00
- Opening Hours Exhibition – Monday 2 June 2025, 17:30 – 20:00; Tuesday 3 June 09:00 – 18:00, Wednesday 4 June 2025, 09:00 – 17:00, Thursday 5 June 2025, 09:00 – 18:00
- Networking Reception – Monday 2 June 2025, 18:00 – 20:00
- Afternoon Drinks – Tuesday, Wednesday, Thursday TIME TBD
- Breakdown –
- Thursday 5 June 2025, 18:00 – 20:00 (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 – 14:00 (space only)
- Thursday 5 June 2025, 18:00 – 20:00 (booth package & 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.
- 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.
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.
Webshop Coming Soon
IMPORTANT: Outside catering/food & beverage is prohibited. Ensure that catering is coordinated with MEETT/Toulouse Events.
Email: Coming Soon
Orders are due by TBD. After this date, orders may incur an additional fee. No orders will be accepted after 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.
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)
Additional Downloads:
