Sponsors and Exhibitors Manual

Sponsor and Exhibitor Instructions

All the details you need to ensure flawless preparation

Registration, Accommodation and Visa

My package includes Full Symposium and Expo-Only passes; how do I redeem them?

Redeem your Full Congress and Expo Only passes using the unique codes provided by Klinkhamer | Conferences & Events, issued after your registration package is confirmed. Enter the code in the general registration portal during registration to waive payment. We recommend completing this promptly to stay up-to-date with the latest information for ESPN 2025. For any questions, please contact espn2025@klinkhamergroup.com.

Full symposium pass

Your registration includes access to:

  • Full Scientific Programme
  • Networking opportunities and Welcome Reception
  • Exhibition and Industry Sessions
  • Lunches and Breaks

Expo-Only pass

Your registration includes access to:

  • No excess to Scientific Programme
  • Networking opportunities and Welcome Reception
  • Exhibition and Industry Sessions
  • Lunches and Breaks

How do I book my accommodation?

Take advantage of our special rates at various hotels in Maastricht. To book, please visit the Travel and Accommodation page and follow the booking link provided.

How do I get an invitation letter for a visa to the Netherlands?

If you need a visa to enter the Netherlands, please visit this page.

Exhibition Schedule

The Sponsors and Exhibitors Desk will be situated near the Registration Desk and will be open from set-up until dismantling.

Set up

Using an external booth builder? Please note the official build-up day is scheduled for Friday, June 20, 2025. Stand setup can then continue on Monday, June 23, 2025.
Please ensure all decorations and preparations are complete by 6:00 p.m. on Monday, June 23, 2025., when the welcome reception begins.

Exhibition Opening Hours

  • Monday, June 23: Opens at 6:00 p.m. (welcome reception).
  • Tuesday, June 24: Open from 10:00 a.m. to 7:15 p.m.
  • Wednesday, June 25: Open from 10:00 a.m. to 6:30 p.m.
  • Thursday, June 26: Open from 10:00 a.m. to 1:30 p.m.

Dismantling

  • Thursday, June 26 from 1.30 p.m - 8 p.m.

Exhibition Equipment and Facilities

Booth Construction?

All sponsors who will have to build a booth are required to contact MECC Exhibitor Services for coordination. Through the webshop, you can order your booth and additional facilities.

The ESPN 2025 organization provides each sponsor with:

  • Booth space
  • One electricity point (3.5 kWh)
  • One high table
  • Two high stools
Webshop

Bringing Your Own Booth Construction?

If you plan to bring your own booth construction, please coordinate this directly with MECC Exhibitor Services to arrange the necessary logistics.

From February 20, you can also order additional services and facilities via the exhibitor webshop.

 

MECC Exhibitor Services
es@mecc.nl
+31 (0)43 383 8308

Shipments

How do I ship to and from the venue?

CEVA Showfreight is the official logistics partner of MECC Maastricht. Please note that MECC Maastricht does not accept direct shipments; all materials must be sent to CEVA Showfreight first. For assistance, you can contact CEVA Showfreight directly at:

CEVA Showfreight
T: +31 (0)88 028 31 00
E: mecc@cevalogistics.com

Please note that customs clearance and payment of any relevant duties are your own responsibility.

Storage

The exhibition area includes a limited storage space. If you require storage, please coordinate with CEVA, who will make arrangements directly with MECC on your behalf.

Promotional Items and Deliverables

Symposium Bag Insert

If your package includes a symposium bag insert, please ensure that all items arrive at the CEVA Showfreight warehouse by June 1, 2025.

New deadline between 12 and 19 June 2025.
Inserts can be up to A4 size (210 x 297 mm) and may consist of a flyer or another item that fits comfortably in a standard A4 conference bag. Please inform us in advance to receive approval for the flyer or item you intend to ship.
Amount of pieces to provide (current number - April 2025): 1500 pieces (may rise if registration numbers increase).
For more information about shipments see contact details of CEVA Showfreight above.

Advertisements

*Advertisements delivered after May 1, 2025 will not be included in the programme book.

Full page advertisements

If your package includes an advertisement in the digital programme book, please provide the files according to the following specifications:
  • Dimensions: 170 x 240 mm, portrait
  • Color setting: CMYK
  • Bleed: 3 mm
  • Resolution: 300 dpi
  • Minimum font size: 6 pt
  • Minimum line width: 0,5 pt
  • Please check the file example format for more information
Download template Full page .pfd
Download template Full page .ai
Download template Full page .indd

Half page advertisements

  • Dimensions: 170 x 120 mm, landscape
  • Color setting: CMYK
  • Bleed: 3 mm
  • Resolution: 300 dpi
  • Minimum font size: 6 pt
  • Minimum line width: 0,5 pt
  • Please check the file example format for more information

 

Download template Half page .pdf
Download template Half page .ai
Download template Half page .indd

Wi-Fi

Dedicated network for Exhibitors

MECC offers free Wi-Fi, suitable for basic tasks like emailing and browsing. Please note that it’s not intended for heavy downloading or uploading and may slow down during peak times, as it’s accessible to all attendees. For exhibitors needing a faster connection, a dedicated network has been arranged. The password for this network will be provided upon arrival.