Exhibitor's agreement

By renting a booth at the EGU General Assembly 2020, the exhibitor accepts the following terms & conditions.

  • The exhibitor agrees that the material to be exhibited will not be delivered to the conference venue later than Wednesday, 29 April 2020 (the deadline for air freight to arrive at Vienna Airport is Monday, 27 April 2020). Any exhibitor information (logo and description) must be provided to Copernicus Meetings immediately upon booking. Any individual fascia board designs must be provided by 22 January 2020 at the very latest.
  • The exhibitor will not dismantle the display before Friday, 8 May 2020, 13:00. The EGU reserves the right to impose a penalty fee on those exhibitors who dismantle their booth before Friday, 13:00, and to exclude those exhibitors from possible booth rentals at future EGU General Assemblies.
  • Cancellations can only be refunded in the case of written notification prior to 31 January 2020. A cancellation fee of €100 will be deducted. No refunds will be made after this date.
  • The invoice for exhibition space rental must be paid within 14 days after receipt of the invoice. Otherwise, the rental will be cancelled.
  • Proof of insurance must be provided upon request. Exhibitors are requested to have a rider on their current insurance policy to cover loss of, theft of, or damage to their exhibit or other personal property while it is located at or is in transit to or from the Austria Center Vienna.
  • The exhibitor shall indemnify the Austria Center Vienna, SYMA, Copernicus GmbH, and the EGU against, rendering them and their representatives innocent, complaints, suits, or liabilities resulting from negligence of the exhibitor in connection with the exhibit's use of display space.
  • The Austria Center Vienna, SYMA, Copernicus GmbH, and the EGU are not liable for loss, damage, or theft, through any cause, of goods, hand-carried items, exhibits, or other materials owned, rented, or leased by the exhibitor.
  • Personal effects, promotional material, and other small, easily removable valuable items should not be left unattended.
  • In no event are the Austria Center Vienna, SYMA, Copernicus GmbH, and the EGU liable for incidental, consequential, special, indirect or punitive damages for any harm arising from or related to the use of exhibit space under the contract agreement.
  • No nails, screws, or other fixtures may be drilled into any part of the premises, including the floors. Nor may any part of the premises be damaged or disfigured in any way. Should any damage occur, the exhibitor will be invoiced for repair charges incurred.
  • Exhibits in the rented booth space must be set up so as to not disturb neighbouring booths acoustically or visually and to avoid the creation of any obstruction within the booths or aisles. This also applies to presentations and demonstrations by the exhibitor and the gathering of participants at the booth.
  • The EGU reserves the right to reject exhibitors. In such a case, a respective rejection notification will be sent in a timely manner.

Exhibitor's commitment to a Green EGU

EGU calls on exhibitors to do their part in minimizing the environmental footprint of the EGU General Assembly and achieving more sustainability of the conference. Exhibiting companies and organizations therefore accept the following:

  • To follow the guidelines for a Green EGU in terms of travelling to/from and within Vienna, booking accommodation, avoiding waste, and utilizing multi-use materials.
  • To separate waste generated at the booth according to the requirements of the waste management system of the event and the waste must be disposed accordingly.
  • If serving customers at the booth, to not use disposable tableware and serve beverages from reusable bottles.
  • If offering a tasting of exhibited products, to use reusable tableware. If this is not possible, the products can be served in small single-use tasting tableware, if it is either made of cardboard, or made of biodegradable plastic (European standard EN 13432; compostability mark) or in an edible waffle cup.
  • To avoid the distribution of give-aways that cause large amounts of waste or environmentally harmful waste (e.g. products with any kind of batteries).
  • In general, to bring the distribution of any give-aways or printed materials to an absolute minimum.
  • Materials used, which are the responsibility of the exhibitor (own booth constructions, roll-ups, decorations, flooring), must be reusable and must be reused.
  • If exhibitors use their own booth construction, to avoid the use of PVC, foster the use of reusable material, and use only LED lights.

In addition to the above-mentioned obligatory criteria, EGU highly recommends considering the following optional criteria:

  • To reduce the provision of any print types.
  • To refrain from any give-aways or to not pack non-food products individually. Such give-aways must be made from environmentally-friendly material or natural material such as local wood or natural fibers and are sealed with an established environmental label.