Kenes Group Contacts: 

Meeting Organizer
Kenes Group
Rue François-Versonnex 7
1207 Geneva, Switzerland
Tel:  +41 22 908 0488
Fax:  +41 22 906 9140

Venue Address
Bucharest International Conference Centre
Palatul Parlamentului, Intrarea E1, Calea 13 Septembrie 1-3, București 050563
Bucharest, Romania

Link with exact location to Google maps

Exhibition Manager
Diyana Yosifova
Tel: +41 22 908 0488 Ext: 258
E-mail: dyosifova@kenes.com

Industry Symposia Coordinator
Oana Giurgiu
E-mail: ogiurgiu@kenes.com

Industry Liaison & Sales
Nikol Karabelova
Tel: +41 22 908 0488 Ext. 293
E-mail: nkarabelova@kenes.com

Registration Specialist
Angel Todorov
E-mail: reg_espid25@kenes.com

Hotel Accommodation
Milena Nedyalkova
Tel: +41 22 908 0488 Ext. 344
E-mail: mnedyalkova@kenes.com
https://hotels.kenes.com/congress/ESPID25

Official Contractors:

Electricity* / Booth Cleaning / Graphics & Signage / Additional Booth Fittings / Plants & Flower Decorations / Furniture Rental

360 Revolution Webshop (pass code: ESPID2025)

*Exclusive service

Deadline: 01 May 2025

Orders placed before 01 May have a 25% discount. All items are subject to availability at the time of order.

Questions & support
For questions related to the Webshop and any subsequent orders for your booth, please send an email to contact@mybooth.info.

Catering

JW Marriott
Ms Daniela Paraschiv
E-mail: daniela.paraschiv@marriott.com
Tel: +40 21.403.1102
Catering is exclusive to the venue

Freight Handling & Customs Clearance Agent

Merkur Expo Logistics

Mr Gernot Iven
E-mail: Gernot.Iven@merkur-expo.com
Mobile: +49 (0) 170 222 9525
Merkur is the exclusive handler inside the venue.

For shipping instructions and tariff please click here.

Hostesses & Temporary Staff Hire (hostesses, baristas, waiters, etc.)

TBA

Action Item	Deadline	Contact Person
Hotel reservation for Staff	As soon as possible	https://hotels.kenes.com/congress/ESPID25 For enquiries, please contact Ms Milena Nedyalkova mnedyalkova@kenes.com
Company logo and profile	As soon as possible and no later than Sunday, 27 April	Via Kenes Exhibitors Portal https://exhibitorportal.kenes.com
Text for Fascia (Applicable for Shell Scheme booths only)	Sunday, 27 April
Booth design for approval (Applicable for ‘Space Only’ booths)	Monday, 21 April
Lead Retrieval Wireless Barcode Reader Order (Badge scanner Application)	Monday, 12 May Onsite rate will be applied for order received after this deadline
Exhibitor Badge Registration and Additional Badge Order	Sunday, 11 May
*Electrical Power for All Booths Daily Booth Cleaning Furniture Rental Graphics/Signage Telecommunications and AV Equip. (Screens, Laptop, Desktop) Plants & Flowers Decoration	Thursday, 01 May Orders placed before 01 May have a 25% discount. Stock upon availability.	360 Revolution Webshop Pass code: ESPID2025 For further questions, please contact send an email to contact@mybooth.info
Hostesses & Temporary Staff Hire (Baristas, Waiters, etc.)	Please contact directly the Agency	TBA
*Dedicated Wi-Fi / Internet	Thursday, 01 May	Diyana Yosifova dyosifova@kenes.com
Delivery Information
Deadline for pre-advice of your shipment to the warehouse	12 May 2025	Merkur Expo Logistics Gernot Iven Gernot.Iven@merkur-expo.com
Deadline for arriving to Germany advance warehouse	16 May 2025
Exhibition goods – Direct Deliveries to Meeting Venue	Subject to pre-registration no later than 14 May 2025 NB! Please note there should be a person from your side to receive your Deliveries.

“K-Lead” Application – Badge Scanner Application

Exhibitor Badges

All exhibitors are required to be registered and will receive a badge displaying the exhibiting company name.

Please note that the Exhibitor badges will be personalized i.e. they will include the name of the badge holder as well as the country and company name.

Please submit the list of individual names via the Exhibitors Portal no later than 11 May.

Exhibitor badges will be given as per your contract.

Two exhibitor badges will be given for the first 9 sqm booked and one additional badge for each 9 sqm after.

Any additional exhibitor’s badges will be charged an exhibitor registration fee of €180.

Companies can purchase a maximum number of exhibitor registrations as follows:

✓ Stands of up to 60sqm – 15 exhibitor registrations

✓ Stands larger than 60sqm – 25 exhibitor registrations

The Exhibitors badges allow access to the exhibition area, refreshments, and Welcome Reception.

Additional Exhibitor badges can be ordered online via the Exhibitor Portal*:  https://exhibitorportal.kenes.com For any inquiries related to registration, please contact the Registration Specialist, Angel Todorov at reg_espid25@kenes.com. *Please make sure that your Company Profile has been submitted before placing an order for exhibitor badge. Deadline: 11 May 2025

All personnel are required to wear badges to access the Exhibition. Company representatives not wearing their badges will not be allowed to access the Exhibition. Company name badges are for the use of company personnel for Booth manning purposes and should not be used by companies to bring visitors to the Exhibition. Exhibitor badges will not be mailed in advance and may be collected from the onsite registration desk.

Registration of Stand Personnel

In order to be granted access in the exhibition area each individual will need to wear a name badge. This includes the regular staff from the exhibitor’s company and any hired staff e.g. hostesses, bar and service personnel, etc. For security reasons, stand personnel must wear their name badges at all times.

Each exhibitor is entitled to a number of complimentary exhibitor badges in accordance with the size of the exhibition stand as stated in their contract.

The badge is indicating	Company name, individual name, country
This badge will give you access to	Exhibition area (including access before the official opening hours); Opening Ceremony; Welcome Reception
This badge will not give you access to	Scientific and educational sessions; public transport pass; any offsite events
This badge is for	All representatives and staff of the exhibitor; local staff (hired by an agency eg., hostesses, bar and service personnel, photographer), etc.

As the ESPID Meeting will be held at the Parliament Palace in Bucharest, a governmental building, please be advised of the following entry requirements:

1. Passport/ ID: You must carry your valid passport/ID each time you enter the building.
2. Meeting Badge: Ensure you have your printed meeting badge with you at all times.

Both items will be required to access the venue. Thank you for your cooperation and understanding

Exhibition Floor Plan & List of Exhibitors

The exhibition floor plan has been designed to maximize the exhibitor’s exposure to the delegates.

To access the Exhibition floor plan and see the location of each booth, please click here.

For full list of Exhibitors and Supporters, please click here.

Exhibition Area

The Exhibition is being held in Unirii Hall which is located on the Level P.

Max Build-Up Height

• Maximum build-up height from the ground: 4m
• Exhibitors who have stands higher than the maximum permitted height will not be allowed to set up their stands.
• Shell scheme stand build up is 2.5m

Kindly note:

• Any part facing neighbouring stands that is above 2.5 meters in height needs to be designed with neutral Surfaces (white or grey).
• Structures installed for specific events, exhibition stands including installations, special structures and exhibits as well as advertising displays must be sufficiently stable that they do not pose a threat to public safety and order and, in particular, that they do not endanger life and health. Exhibitors / customers are responsible for ensuring the load-bearing capacity and stability of such structures and may be required to furnish the relevant proof.

Floor

Floor type: marble.

Maximum floor load: 250 kg/mp

Power will be supplied via circuits laid on the floor and protected with cable cross.

Water connection is not available.

Exhibitors are required to have floor cover or carpeted floor within the stand area (note that shell scheme booths already come with carpet).

All floor coverings must be secured and maintained so that they do not cause any hazard.

Mechanical damage or soiling which cannot be removed during the normal cleaning and maintenance of the floor will be repaired at the expense of the person/company causing the damage. The respective exhibitors will be invoiced for any damages caused by them.

Raised Floor/Platform

• Please note that if your booth has a platform/raised floor, you are required to provide a ramp or sloped edging around the entire booth to ensure access for people with disabilities. 
• The platform sides must be closed off and neatly finished. The platform edges must be safe, secured and easily visible to avoid trip hazard. The raised floor should have an outer edge/trim in a matte colour which contrasts with the colour of the aisle and any ramp. Sharp edges and corners should be avoided, potentially through the use of beveled edges. Floor connections should have a smooth transition (no high thresholds).
• If a ramp is placed in the corner of a stand, a protection strip (raised edge) of around 4 cm should be placed in the longitudinal direction.
  For your reference, see below examples of raised floor with sloping edges 

   

Our team will be conducting inspections onsite to ensure all booths comply with this accessibility policy. In the event that a raised platform booth lacks a ramp or sloped edging, we regret to inform you that your booth will not be approved for operation until the access issue is rectified.

Ceiling Hanging / Rigging

Ceiling hanging is not permitted.

Pillars

Pillars branding / covering is not permitted.

To ensure the smooth and efficient installation and dismantling of your Booth, 360 Revolution has been nominated as the official stand contractor for ESPID 2025.

Shell Schemes which have been pre-booked with Kenes include the following:

• Walling – standard shell scheme system, 2.5m-high
• Company name on Fascia board printed in black standard lettering and booth number
• Lighting (1 spot per 3 m² / electricity is not included)
• Furniture (1x table; 2x chairs; 1x small waste bin)
• Carpet

 

  *Image shown is for illustration purposes only

Booth Package does not include:

• Electricity
• Graphics
• Daily booth cleaning

Additional Furniture Rental / Graphics & Signage / Additional Booth Fittings / Plants & Flower Decorations / Electricity / Other supporting services can be ordered directly via the 360 Revolution Webshop by 01 May 2025 in order to take advantage of advance pricing specials.

Pass code for Webshop: ESPID2025

Orders placed before 01 May have a 25% discount. Stock upon availability.

For queries, please send an Email to contact@mybooth.info.

Fascia Sign

*Maximum of 21 characters (including spaces) may be written on your fascia (valid for 9 sqm booths). Please submit lettering for fascia via the Exhibitor’s Portal by Sunday, 27 April.

You can submit your design/Fascia on the Exhibitors’ Portal: https://exhibitorportal.kenes.com

Each exhibitor will be contacted with login details to access the Exhibitor’s Portal.

If the text for your fascia is not received by this date, we will provide you with a fascia title as per your application form.

If you wish to print your logo on the board, instead of your company name or in addition to the name, this can be ordered at additional cost via the Official Contractor 360 Revolution.

Technical Information and Regulations for Shell Schemes Booths

• All basic shell scheme booth will be designed and built by 360 Revolution – the official stand contractor.
• Exhibitors are not allowed to make any alterations to the structure of the booths or remove any integral parts from the booths. Exhibitors wishing to remove or change the location of any standard equipment within the booth should indicate clearly on the location plan and forward it together with clear instructions to the official stand contractor and the Exhibition Manager before Sunday, 27 April.
• No free-standing stand-fitting or display(s) may exceed a height of 2.5m or extend beyond the boundaries of your booth. This includes company names, advertising materials, flags and logos provided by the exhibitor.
• It is not allowed under any circumstances to cut, nail or drill into or through the walls, fascia, floor, or ceiling.
• Please do not use any adhesive products that may leave marks or cause damage to the panels and booth structure. Booth must be returned in the same condition in which it was received. Any damage to booth structure will be invoiced to the exhibitor.
• It is possible to use fishing line (nylon) to hang pictures etc.
• An exhibitor occupying a booth at the corner can request to close the additional side(s). If the official stand contractor and the Exhibition Manager is not being notified in writing before Sunday, 14 April it will be assumed that the exhibitor will have opening on the additional side(s).
• A back wall of a booth (any booth type) cannot be used by other exhibitors.
• Shell scheme booths will be provided with a blue carpet. If an exhibitor wishes to change the colour of the carpet in the booth, additional cost may be incurred. Please contact 360 Revolution Webshop – the official stand contractor. The exhibitor will be invoiced by 360 Revolution.
• Excess stock, literature or packing cases may not be stored on, around or behind booths, unless contained within a lockable storeroom.
• Exhibitors requiring additional equipment may contact 360 Revolution – the official stand contractor – as per published deadlines (see section “Deadlines & Key dates”).
• Electrical switchboards have to be reachable and the Exhibitor has to switch off the Booth light at the end of the day.

Exhibitors using independent contractors are required to submit the following for the organizer approval:

1. A scaled drawing (scaled 1:200 DWG), including elevation views of the proposed Booth to be built and Position of your booth on the floorplan with orientation;
2. Electrical connections – a list of all appliances and location of each utility within the booth;
3. The name and contact details of the construction company.

Please submit the files through the Kenes Exhibitor’s Portal: https://exhibitorportal.kenes.com

Each exhibitor will be contacted with login details to access the Exhibitor’s Portal.

Deadline: Monday, 21 April

• Maximum build-up height from the ground: 4 m
• Ceiling Rigging is not permitted.
• Any part facing neighbouring stands that is above 2.50 m in height needs to be designed with neutral surfaces (white or grey).
• All exhibits are to be displayed to avoid blocking aisles, obstructing adjoining stands, or damaging the premises.

The exhibition will take place in a prestigious hall with marble floors, and we aim to maintain an elegant and visually open environment. To achieve this, exhibitors must adhere to the following strict guidelines:

1. See-Through & Visibility: Booth designs must incorporate sufficient transparency to ensure clear views of the surrounding exhibition area. Fully enclosed sidewalls or designs that significantly obstruct visibility will not be approved.
2.  Island Booth Accessibility: Island booths must remain partially open on all accessible sides to maintain a welcoming atmosphere. Walls along aisles must not exceed one-fourth (1/4) of the booth’s total side-to-side length.
3.  Strict Approval Process: Booth designs that block or limit visibility to surrounding areas will be subject to strict review and may not be approved. Any request for exemption from these guidelines must be submitted in writing to the Exhibition Manager for consideration.

• Construction finish must be perfect in all the stand’s visible areas, including rear sides.
• Raised Floor/Platform: 
  • Please note that if your booth has a platform/raised floor, you are required to provide a ramp or sloped edging around the entire booth to ensure access for people with disabilities. 
  • The platform sides must be closed off and neatly finished. The platform edges must be safe, secured and easily visible to avoid trip hazard. The raised floor should have an outer edge/trim in a matte colour which contrasts with the colour of the aisle and any ramp. Sharp edges and corners should be avoided, potentially through the use of beveled edges. Floor connections should have a smooth transition (no high thresholds).
  • If a ramp is placed in the corner of a stand, a protection strip (raised edge) of around 4 cm should be placed in the longitudinal direction.
    For your reference, see below examples of raised floor with sloping edges    

    Our team will be conducting inspections onsite to ensure all booths comply with this accessibility policy. In the event that a raised platform booth lacks a ramp or sloped edging, we regret to inform you that your booth will not be approved for operation until the access issue is rectified.

* The organizers and the Venue must be informed if the booth has a platform (when submitting the drawings for approval), as well as the scheduled set-up (day and time). Without this information the Official Contractor will not be able to provide the requested service(s) and the prepayment will not be refunded. Before placing the platform, the exhibitor/stand builder must confirm that service(s) provided by the Official Contractor (electricity, cables, Internet, etc.) are in the right place. Access to the service points are compulsory when a platform is installed (keep those points accessible!). Once the platform is installed, no new services that need to go under it will be accepted.

• Advertising on the boundary with other stands is prohibited.
• Multilevel structures are not permitted.
• Arches, bridges, or similar constructions connecting two or more Booths are not permitted.
• All structural back walls of neighbouring booths must be properly decorated. Back Walls (reversed side) over 2.50 m in height must be finished in white: no wiring, no graphics, no logo. Advertising on the boundary with other booths is prohibited.
• A back wall of a booth (including shell booths) cannot be used by other exhibitors.
• For the safety of all attendees and exhibitors, all temporary structures, exhibition stands, installations, special exhibits, and advertising displays must be designed and constructed to ensure their stability and prevent any risk to public safety or harm to life or health.
• Special care must be taken to ensure that the visitors will be inside the booth and not standing in the aisle. For example:
  • Screens or any kind of equipment to be shown or demonstrated may not be placed directly on the edge of the stand contracted in order to ensure that the visitor viewing the screens/equipment will be inside the booth and not blocking aisle traffic.
  • Any counter, desk etc. or device (i-pads, touch screens etc.) which attract visitors may not be placed immediately at the borders of the booth facing the aisles (there should be a reasonable distance from the edge of the booth)
  • Coffee bars or other F&B-stations must be inside the booth area to ensure that the visitors are standing and queuing up inside the booth area and not standing in the aisle.

 Kindly note:

• The organizers will not approve booths that do not comply with the accepted standards until the necessary changes have been made.
• Work cannot commence until the booth drawings are approved by the organizers.
• The used spaces must be returned to the Venue completely clear of all items and the Exhibition areas restored to their original state.
• If you wish to make a site visit in the planning process to assure a smooth and well planned set up, please contact the Exhibition Manager for further coordination. Please contact Diyana Yosifova at dyosifova@kenes.com

Power will be supplied via circuits laid on the floor and protected with cable cross.

All electrical sockets are earthed.

The exhibitor is responsible for calculating the power necessary for the elements to be connected, together with the request for the necessary voltage. Damage caused to the main or to specific points by these connections is the sole responsibility of the exhibitors.

Only earthed or double‐insulated equipment may be connected.

Equipment not meeting these requirements may be immediately disconnected by the venue with no right of recourse or compensation for the exhibitor.

The exhibitor may order one or more electrical connection points. Connection may only be made to the designated connection point. The exhibitor may connect their own equipment if the connection is CEE‐type plugs or Schoko sockets. If current ratings greater than 63 A are involved, competent personnel designated by the venue shall carry out the connection.

The venue reserves the right to at any time inspect connected equipment. Should the equipment fail to meet the applicable safety regulations, the venue reserves the right to immediately disconnect such equipment with no right of recourse or compensation for the exhibitor.

No installations may be made to or in an energized facility.

The connections to the junction boxes will done everyday in the presence of an authorized electrician. No power supply remains connected overnight if not supervised.

Exhibitors shall switch off their lighting at the end of the day.

In the event of damage or faults to an electrical connection or installation, the exhibitor shall immediately contact the organiser and/or venue representatives.

All electrical set up must be approved by the organiser and the links to the general mains can only be made by same services. Neither the organiser nor the venue will be responsible for connecting to the mains apparatus that do not correspond to the information provided, and the exhibitors must name the person responsible for the stand’s electric installation project. Damage caused to the mains or to the specific point by these connections is the sole responsibility of the exhibitors. It is essential that exhibitors give the power needed in the booth.

For ordering electricity, please refer to the 360 Revolution Webshop (pass code: ESPID2025).

Booth Cleaning

The organiser will arrange for general cleaning of the exhibition premises prior to the opening of the exhibition and daily prior to opening thereafter (excluding exhibit booths and displays).

Daily cleaning of the booths can be ordered via the 360 Revolution Webshop (pass code: ESPID2025).

Internet & Wi-Fi

Please be advised the Private Wi-Fi network installations in the stand are not allowed. The Venue and the organizers reserve the right to discontinue any activity which interfere with the hall Wi-Fi coverage.

Complimentary Wi-Fi will be provided by the Meeting during official Meeting days at most areas. This public Wi-Fi connection is limited for basic web browsing or checking emails.

Should you have any internet-based feature / device / activity at your stand (for example: product demonstrations), we strongly recommend ordering a dedicated internet connection for your stand to guarantee a consistent internet connection inclusive of technical support.

Kindly specify what kind of internet-based activities are planned, how much Bandwidth will be required for your stand and whether wireless or wired connection (or both) is required.

Note regarding technical support: we will ensure that the service you purchased is functioning as it should, however we cannot troubleshoot or repair issues with client-provided equipment.

The Venue and the organizers must be informed in advance when the stand has a platform as well as the scheduled set-up day and time due to internet foundation.

Please submit your request for internet connection in advance, by email to the Exhibition Manager Diyana Yosifova at dyosifova@kenes.com.

Deadline: 01 May 2025

Security

Please do not leave any bags, boxes, suitcases, or any type of product unattended at any time, whether inside or outside the exhibition area.

Neither the Venue nor the Organiser can accept responsibility for the security of the stands and their contents. The Venue as well as the Organiser are not liable for any possible loss, theft and/or damage occurred during the rental period of any private property or goods. Exhibitors are fully responsible for the security of their stand and equipment.

Stand security is upon request, please contact the Exhibition Manager Diyana Yosifova at dyosifova@kenes.com.

In-Booth Catering

JW Marriott exclusively offers food, beverage and catering services.

Supporters who wish to order any food and beverages for their booth are welcome to do so directly with JW Marriott. Kindly contact Ms. Daniela Paraschiv at: daniela.paraschiv@marriott.com

Deadline: Monday, 28 April (After this date, late fee applies)

Important: 

• JW Marriott exclusively offers food, beverage and catering services.
• Absolutely no food or beverage from outside the venue is allowed into the premises without prior written approval from the organiser. This includes bottled water and all types of catering equipment such as coffee makers, juicers, popcorn machines, etc.
• JW Marriott reserves itself the right to add a charge for the entry of any F&B products not supplied by the venue (authorization is necessary from the venue).
• The exhibitor must consider the space available in the booth to store and display the requested deliveries.

Hostesses & Temporary Staff Hire

TBA

Waste Removal

TBA

Storage

Short-term storage of materials left over after assembly (empty boxes, crates, cases, palettes etc.) should be coordinated with Merkur team (payable service).

Under no circumstances may packing materials of any kind be left in the aisles, on the booths, around or behind the booths.

Please contact Merkur with information on sizes and number of parcels, size and storage period. Contact: Gernot Iven at Gernot.Iven@merkur-expo.com.

Shipments sent directly to the venue prior to the set-up period, will be refused by the venue.
Once the event & dismantling are over, the Venue shall not be held responsible for the safekeeping and/or storage of any items left in the building.

Important Logistics Information

Access to the Exhibition hall during Setup and Dismantling will be through Gate from entrance E1.

The trucks should have a printed paper with the ESPID logo with them.

Please note that MERKUR Expo Logistics GmbH is the exclusive agent for move in and move out.

To facilitate access, our logistics partner, Merkur Expo Logistics, will construct an unloading ramp to bypass the staircase. For security and insurance reasons, only Merkur Expo Logistics is authorized to use this ramp.

All incoming and outgoing consignments, stand construction materials, and other exhibition-related items must be transported via this ramp.

Important Guidelines:

• Due to space limitations, unloading and deliveries will follow a scheduled move-in process.
• Stand builders and other suppliers must coordinate with Merkur Expo Logistics in advance to schedule deliveries.
• Small consignments and parcels should be sent exclusively via the ESPID consolidation truck to ensure smooth handling.
• All packages entering the venue will be subject to inspection. To avoid delays, please ensure boxes are well-organized and that a representative is onsite to oversee the inspection and move-in process.

Package Restrictions:

• Maximum weight per piece: 500 kg
• Maximum dimensions per piece: 1.80m / 2.50m
  

For any questions or further assistance, please contact Merkur Expo Logistics at any time.

All vehicles must arrive at a pre-appointed time for unloading.

Please request your preferred unloading time slots by 14 May, by sending the “ESPID25 Order Form Direct Deliveries” to Merkur Expo.

Please dispatch your trucks arriving according to the pre-arranged time of arrival.

Due to the limited space of the venue and the tight time schedule all unloading operations are strictly operated by Merkur Expo only. Trucks have to leave the unloading area immediately after unloading is finished.

Shipping address for direct deliveries by truck (No Courier shipments to this address!):

Bucharest International Conference Centre, located in the Palace of the Parliament / Gate from entrance E (trucks should have a printed paper with the ESPID logo with them).

Trucks arriving after the loading time must face waiting time until the next free timeslot is available. In general waiting time may occur for which Merkur cannot be held responsible.

Zona A Authorization

In Bucharest city centre, there is a strict driving ban on all trucks with more than 5 tonnes MTMA. Access is restricted to the hours of 20:00 to 07:00 and is subject to a Zone A Authorization issued by the municipality of Bucharest.

Merkur Expo Logistics can assist you in applying for authorisation for your vehicles on request.

Access for Deliveries

The delivery and removal of materials and goods for the exhibition booths is allowed only by the official freight forwarder.

Important note: companies which are bringing their own goods should contact the official freight forwarder to coordinate their arrival and the use of the loading bay and the service entrance.

Please be advised that neither the Organizers nor the Venue can accept deliveries on an exhibitor’s behalf and arrangements must be made for a stand/company representative to be available when deliveries are made.

Accommodation

Kenes International is offering exhibitors specially reduced rates for various hotels around the Meeting venue.

Information, pictures, location and rates are available on the hotel accommodation page: https://hotels.kenes.com/congress/ESPID25 or email us to: booking@kenes.com

You may also book a room online through the above link.

For group booking (10 rooms and more) please contact Ms. Milena Nedyalkova. Email: mnedyalkova@kenes.com. Different payment and cancellation conditions apply.

Rules and Regulations

Binding for all exhibitors and their subcontractors

Animals
It is not permitted to bring animals into the the Venue.

Build-Up & Dismantling Period

• During the period of build-up and dismantling, it is prohibited to consume alcoholic beverages in the working area as well as to perform work under the influence of alcohol, drugs or any other type of substances that could alter the perception of risk.
• The Exhibitors and contractors are required to wear the necessary personal protective equipment (PPE) such as protective helmets, eye protection, and hand protection required by the specific work activity, with special attention to the safety shoes/boots inside the facilities for your own safety.
• The use of cutting machines, welding machines, sanders and a spray gun is strictly forbidden.

 Health & Safety

• It is the responsibility of the booth holder to ensure the health, safety and welfare of all employees, contractors and visitors as far as is reasonably practicable throughout the event.
• It is recommended that the booth holders appoint a supervisor for the booth, with the specific responsibility for ensuring the health & safety of their staff and stand builders. It is advisable that a Risk Assessment is completed for the booth and submitted to the organizers.

Children
No person under the age of 18 years can be admitted to the Exhibition, either during build‐up, opening days or breakdown. This rule also applies to Exhibitors’ children and must be strictly enforced to comply with the safety regulations of the exhibition.

Compressed Gases
Use of compressed gases is not allowed.

Damage to the Building
Boring, screwing, nailing, or the use of paint, glue, adhesive stickers, fixtures of any kind or anything that can damage the structural elements of the building (floor, walls, ceiling, pillars…) are not allowed. In case of damage of the facilities, the cost of repair or replacement will be charged to the exhibitor.

Disposal of Material
It is obligatory to collect and dispose of all material during the build-up or dismantling of the event.
When the dismantling period is over, the exhibitor loses any right to claim losses or damage to property left behind. Any costs incurred in removing this property will be charged to the exhibitor.

Fire Regulations

• Booth material and fittings must be non-flammable or impregnated with fire-retardant chemicals. (at least DIN4102 B1 or EN13501-1 A2/B/C -s3 d2)
• As a general rule, easily inflammable synthetic substances, foam polyester, and no fireproof straw and reeds are prohibited.
• Storage paint liquids, gas or other inflammable substances in the booth space is forbidden.
• The use/storage of inflammable substances is forbidden (liquids, gas or other). For any doubt for these substances contact the organizers or the Venue.

Fire Insurance (compulsory)
Exhibitors must be insured against fire.

Smoke
It is not permitted the operation of any machine in the exhibition that emanate fumes, gases or steam, or any item or device that generates or contains flame.

Heavy Weight Element / Large Machinery
In case the exhibitor/stand builder brings large machinery, any kind of heavy weight element or structure inside the exhibition area it is mandatory that the Venue will be provided with a detailed project describing the unload procedure inside the exhibition area

Hanging of Posters, Banners etc.
Hanging of posters, banners or decals, stickers, or similar items, on the walls, floors, ceilings, or pillars within or outside the installations of the Venue are not allowed.

Insurance (compulsory)

• Exhibitors are required to take out appropriate Insurance. Third part liability insurance is obligatory. It remains the Exhibitors full responsibility to insure themselves appropriately.
• Neither the organizers nor the Venue, their representatives or agents will be held responsible for any loss or damage to exhibitor’s property. Exhibitors must take precautions to protect their property against pilferage.
• The organizers do not provide insurance for exhibitors and their property. The exhibitor is responsible for his property and person and for the property and persons of his employees through full and comprehensive insurance and shall hold harmless the organizers for any and all damage claims arising from theft and those perils usually covered by a fire and extended-coverage policy. Therefore, you are obliged to have a public liability insurance that covers all injuries to persons and damages that might cover in connection with the exhibition.
• Exhibitors are personally liable for all expenses incurred by the organizers or by third parties in regard to technical services provide.
• We also recommend that you have additional coverage against loss or damage to exhibition material during transport and during exhibition times. Please make arrangements for insurance coverage through your company’s insurer.

Liability

• Exhibitors are responsible for all property damage as well as any loss or injury caused by their property, agents or employees. Companies will indemnify the organizers against all claims and expenses arising from any damages.
• If for any reason whatsoever the Exhibition needs to be abandoned, postponed, or altered in any way, either in whole or part, or if the organizers find it necessary to change the dates of the Exhibition, the organizers shall not be liable for any expenditures, damages or loss incurred in connection with the Exhibition.
• The organizers shall further not be liable for any loss which the Exhibition or Exhibition contractors may incur due to the intervention of any authority which prevents or restricts the use of the Venue or any part thereof in any manner whatsoever.

Sound equipment and Music
In general, the use of sound equipment/music in booths is permitted as long as the noise level does not disrupt the activities of neighbouring exhibitors.

Speakers and other sound devices should be positioned to direct sound inward (to be contained within the booth) rather than outward (toward aisles and other exhibitor booths).

It is difficult to establish decibel level restrictions. If an exhibitor or attendee is standing within ~3 meters of an exhibitor’s booth and cannot carry on a normal voice-level conversation, the noise source is too loud.
Further guidelines:

• Live music is not allowed.
• The organizers reserve the right to require the exhibitor to discontinue any activity, noise, or music that is too loud.
• The organizers reserve the right to require the exhibitor to discontinue any activity, noise, or music that is deemed objectionable.
• Exhibitors are reminded that third party copyrights should not be infringed. The organizers have no copyright responsibility in respect of any exhibiting company.
• Proper dispensation must be obtained and any royalties due, paid prior to the use of materials. Should any copyright dispute arise, the organizers will not be liable for any resulting loss or damages, sustained by any exhibitor or third party.

Security

• Please do not leave any bags, boxes, suitcases, or any type of product unattended at any time, whether inside or outside the exhibition area. The organizers and the Venue cannot accept liability for loss of or damage to private property or goods.
• Neither the Venue nor the organizers can accept responsibility for the security of the booths and their contents. The Venue as well as the organizers are not liable for any possible loss, theft and/or damage occurred during the rental period of any goods. Exhibitors are fully responsible for the security of their booth and equipment.
• Please consider hiring extra security for your booth if needed. This service is upon request.

Personal Transportation Vehicles
Bikes, skates, electric scooter and any personal transport by wheels are not permitted inside the building.

Promotional Activities

• All demonstrations or instructional activities must be confined to the limits of the Exhibition booth.
• Advertising material and signs may not be distributed or displayed outside the exhibitor’s booths.
• Advertising activities must not cause obstructions or disturbances in the gangways or at neighbouring booths.
• The Exhibition Manager reserves the right to require the exhibitor to discontinue any activity, noise, or music that is deemed objectionable.
• Exhibitors are allowed to film on their own booth, staff and material, but all equipment and camera crew must stay within the exhibition booth. Filming of other exhibitors and their materials, Meeting features or any sessions is expressly forbidden unless permission has been given by the exhibitor or the organizer respectively.
• The photographing of booths is not permitted during the setup/breakdown of the exhibition unless  the photographer is hired by the exhibitor to take photographs of his/her own stand and can avoid inclusion of neighboring booths. Photography during the opening times of the exhibition of all aspects of the event is allowable in all instances except in cases where the photographer or photography equipment would cause an obstruction or danger to delegates / staff visiting or working in the exhibition hall.

Blackout Policy
ESPID kindly requests that all Meeting supporters (sponsors, exhibitors, special interest groups and other stakeholders) respect the ESPID blackout policy and refrain from holding organized meetings or events for more than 8 people during the annual meeting scientific programme.

Smoking Policy
The Venue operates a NO SMOKING policy in the whole venue.

Special Effects
Special effects lighting, live music, smoke and laser projection may not be used in the booths.
No permission will be given for projection in the aisles or on the walls of the hall.

Waste Removal

• Exhibitors are responsible for the removal of all refuse/waste from the exhibition area. The used space must be returned completely clear of all items and restored to its original state.
• In case that exhibitors wish to leave any kind of waste material during set-up/dismantling, they should order a waste container in advance.
• Any discarded waste, including promotional material, left behind will be removed at the expense of the exhibitor concerned.

The Venue and the Organizers reserve the right to access inside the booth in order to check the compliance with the venue regulations.

Participation by exhibitors is dependent upon compliance with all rules, regulations and conditions stated herein.

These technical guidelines are contractually binding and are to be followed by the Organizers and exhibitors including the exhibition service and stand construction companies commissioned by them to perform work on site.

CLICK HERE FOR ESPID 2025 SHIPPING INSTRUCTIONS

CLICK HERE FOR IMPORTANT LOGISTICS INFORMATION

Merkur Expo Logistics GmbH has been appointed by Kenes as the sole official freight forwarder, customs broker, and handling agent for ESPID 2025

For safety and time reasons, no other contractor is permitted to bring the lifting platform into the venue and operate it.

The services offered by Merkur Expo Logistics GmbH include:

• Transport, national and international
• Temporary or permanent customs clearances
• Coordination of deliveries, delivery time and slot management
• Unloading, delivery to exhibition-stands, forklifting
• Storage of empty boxes and crates during the event
• On-site assistance and super vision

General Information

Important Dates
Show Dates	26-30 May 2025
Build up	Sunday, 25 May 2025 / 09:00 subject to pre-registration
Backdown	Friday, 30 May 2025 14:30

Shipping instructions

Merkur Contact Details |

Office | Merkur Expo Logistics GmbH | Rheinstraße 2 | DE – 65760 Eschborn

(No acceptance of shipments to this address)

Warehouse | Merkur Expo Logistics GmbH | Im Steinigen Graben 7 | DE – 63571 Gelnhausen

Merkur project Manager Mr Iven Gernot

M.:       +49 (0) 175 5880290

E.:        Gernot Iven: Gernot.Iven@merkur-expo.com

Insurance of Goods

All cargo should be insured from point of origin.

Exhibition Goods and Display Materials

Please note that all materials entering the venue incur a handling charge.

To receive a price quote for handling and to assure arrival of your materials, please be sure to complete the “Pre-advice” form included in the shipping instructions.

Please Note: All advanced shipments and deliveries to the Merkur warehouse, including by courier, must be coordinated with Merkur.

In order to assure receipt of sent materials, Merkur must receive the “Pre-advice” form found in the Shipping Instructions.

Please complete this form and return it to Mr Gernot Iven at: Gernot.Iven@merkur-expo.com

You will then receive confirmation of your material arrival.

Zona A Authorization

In Bucharest city centre, there is a strict driving ban on all trucks with more than 5 tonnes MTMA. Access is restricted to the hours of 20:00 to 07:00 and is subject to a Zone A Authorization issued by the municipality of Bucharest.

Merkur Expo Logistics can assist you in applying for authorisation for your vehicles on request.

Merkur Expo Logistics

Mr Gernot Iven

E-mail: Gernot.Iven@merkur-expo.com

Mobile: +49 (0) 170 222 9525

ESPID 2025 Shipping Instructions: available here

ESPID25 Order Form Warehouse: available here

ESPID25 Order Form Direct Deliveries: available here

ESPID25 Label Exhibition Goods via Germany WH: available here

ESPID 2025 will take place in the Parliament building in Bucharest, which presents significant logistical challenges for all of us.

One key challenge is access to the Exhibition hall. Part of the entry route involves a large staircase leading to a relatively narrow door. At this entrance, all people and items brought in will undergo a security screening.

To facilitate access, our logistics partner, Merkur Expo Logistics, will construct an unloading ramp to bypass the staircase. For security and insurance reasons, only Merkur Expo Logistics is authorized to use this ramp.

All incoming and outgoing consignments, stand construction materials, and other exhibition-related items must be transported via this ramp.

Important Guidelines:

• Due to space limitations, unloading and deliveries will follow a scheduled move-in process.
• Stand builders and other suppliers must coordinate with Merkur Expo Logistics in advance to schedule deliveries.
• Small consignments and parcels should be sent exclusively via the ESPID consolidation truck to ensure smooth handling.
• All packages entering the venue will be subject to inspection. To avoid delays, please ensure boxes are well-organized and that a representative is onsite to oversee the inspection and move-in process.

Package Restrictions:

• Maximum weight per piece: 500 kg
• Maximum dimensions per piece: 1.80m / 2.50m
  

For any questions or further assistance, please contact Merkur Expo Logistics at any time.

ESPID 2025 Detailed Shipping instructions: available here

ESPID25 Order Form Direct Deliveries: available here

Zona A Authorization

In Bucharest city centre, there is a strict driving ban on all trucks with more than 5 tonnes MTMA. Access is restricted to the hours of 20:00 to 07:00 and is subject to a Zone A Authorization issued by the municipality of Bucharest.

Merkur Expo Logistics can assist you in applying for authorisation for your vehicles on request.

Merkur Expo Logistics GmbH

Mr Gernot Iven
E-mail: Gernot.Iven@merkur-expo.com
Mobile: +49 (0) 170 222 9525
Merkur is the exclusive handler inside the venue

Access to the Venue will be granted based on list of names that will be provided to Venue by the organizers.

For this reason, stand builders/contractors/exhibitors must register in advance all of the personnel that are required to be on-site during set-up and dismantling periods.

Passport/ ID : You must carry your valid passport/ID each time you enter the building.

The following information should be submitted to the Exhibition Manager, by email, no later than Friday, 25 April to dyosifova@kenes.com.

Full name
ID / Passport numbers
Telephone number
Name of the contractor/stand builder
Name of the exhibitor / Booth number

Click here to download the template (please fill the green columns).

We’re excited to offer exclusive photography packages to help you capture and showcase your participation at ESPID 2025.

📸 Booth Photography Package
✔️ Showcase your booth in the best light with a dedicated photoshoot.
✔️ Ideal for branding, PR, and post-event marketing.
✔️ up to 30 high-resolution images of your booth from all angles, both with and without attendee interaction.

🎤 Session Photography Package
✔️ Capture the impact of your sponsored session with dynamic, high-quality images of key moments.
✔️ A minimum of 20 high-resolution images featuring speakers, stage, and engaged audience

📸+🎤 Combined Booth & Session Package (Special Offer!)
✔️ Get the full coverage experience with a special discounted package combining booth and session photography.
✔️ up to 30 high-resolution images of your booth from all angles, both with and without attendee interaction.
✔️ A minimum of 20 high-resolution images of your symposium featuring speakers, stage, and engaged audience

💡 Limited availability
To ensure your brand is captured at its best, please book your photography package in advance.

To learn more about pricing and to secure your package, please email the Exhibition manager Diyana Yosifova at dyosifova@kenes.com.

As we, at Kenes Group, seek to inspire sustainable development in our industry, we do our best to organize this event in an environmentally and socially responsible way.

We invite you to actively participate in our sustainability efforts by considering the enclosed Sustainability tips & tricks that you can implement right away.

Let’s work together on enhancing the event experience, meeting the expectations of our audience, and minimizing the wastage of time, resources and expenses!