EGU25 - Exhibitor management tool

In addition to the in-person exhibition, EGU25 provides all exhibitors an exhibitor portal, a unique opportunity to promote their products and services on the conference website, as well as on Gather.Town.

Your exhibitor portal

Your exhibitor portal is a dedicated HTML page featuring

Your logo and description;
Your promotional tiles: up to 6 tiles will allow you to display your marketing material in the exhibitor portal;
Business cards of your booth representatives (staff members with free exhibitor registrations).

For each promotional tile you provide a thumbnail image, a target that the thumbnail links to, as well as a short teaser text for the thumbnail. Note that any downloadable files (e.g., *.pdf files, presentations, etc.) must be hosted by the exhibitor as a target link, i.e., you only provide a link to the target file and do not upload the file to the Copernicus system. Alternatively, you can provide YouTube links where a separate thumbnail upload is not needed as it will be added by us. Alternatively to the tiles, you can also design your own HTML page with any functionalities you would like to embed and this HTML page running on your servers will then be embedded as an iFrame

Please remember that your portal will only appear in the list of exhibitors if your corresponding exhibition invoice is paid. Furthermore, the portal needs to be released once by you in the exhibitor management tool.

Your exhibitor management tool

Please access the exhibitor management tool where you can compile your exhibitor portal, provide your fascia board design, and define your booth representatives. While logo, description, and promotional tiles can be adjusted at any time (even during the conference), your booth representatives for the free registrations as well as your fascia board design must be completed before 11 March 2025, 13:00 CET.

Access exhibitor management tool

Your representatives

The exhibitor management tool allows you to define your booth representatives (the number of free registrations depends on your rented number of booths and booth size) in in the section Your representatives. You must enter the first name, last name, affiliation, and individual email address of the respective representative. The free registration will be linked to an existing Copernicus Office user ID based on the entered email address. If there is not yet an existing account linked to the email address, an account will be created automatically but requires a separate verification and approval by the user. Please be aware that already entered free staff registrations cannot be changed to a different staff member.

Your representatives are displayed on your exhibitor portal with their business card if the respective box (Show on Portal) is selected. We encourage all exhibitor representatives to update their profile information and also to consider sharing as much information as possible.

Additional exhibitor staff members must register separately with their own Copernicus Office user ID like regular conference participants. Please see the conference registration page for details. Additional staff members cannot be defined as booth representatives for the exhibitor portal.

Important dates and deadlines

25 February 2025: early bird order deadline (without last-minute surcharge) for equipment and services provided by SYMA
11 March 2025, 13:00 CET: deadline for providing fascia board design and registering exhibitor staff members
11 March 2025: order deadline for equipment and services provided by SYMA and h82
22 April 2025: delivery deadline for air freight to arrive at Vienna Airport (IML)
23 April 2025: delivery deadline for material to arrive at Austria Center Vienna (IML)