Download Area
ERS Rules:
- Guidelines for hotels regarding the rental of meeting/hospitality
rooms during the ERS International Congress - Rules and Regulations regarding meetings and events outside of the congress
- Final exhibition floor plan with exhibitor list
RAI Amsterdam:
- Technical Rules and Regulations
- RAI Emergency Instructions
- Mansveld Rigging order form
- HACCP Document for external barista services
- Final traffic and parking information RAI
Schenker Logistics
K.I.T Lead retrieval scanner
General rules / RAI venue specific rules
Attention! The ERS specific rules and regulations listed in this Exhibitor Service Center, especially the construction rules, may vary and be more restrictive than the rules of the venue. Please take this into account when planning your stand and activities!
Here you can find the comprehensive guidelines and regulations of the venue:
Interpretation and enforcement of the rules
As there may be some instances where the interpretation of the guidelines is in dispute, we remind exhibitors that the overall principle for guidelines relating to stand design is to ensure a well-designed and open overall exhibition for the participants and fairness for all exhibitors. The ERS therefore reserves the right to pass an overall judgment on a stand design in favour of this principle.
Exceptions
The ERS leadership / Interplan retains the right to make exceptions to the regulations should a stand concept be deemed to add an extra benefit to the exhibition and to the participants.
General Information / Fire prevention / Construction material
The exhibitors agree to observe all regulations and requirements stipulated in this document and shall not construe them as merely administrative. Also the exhibitors agree to observe all technical and safety regulations and requirements stipulated by the venue where the congress takes place. All relevant information regarding this matter can be requested via Interplan / the venue (available on this Exhibitor Service Center).
The rules and regulations of the venue with regard to safety precautions and fire prevention as well as other public law safety regulations are applicable. Parties not adhering to these regulations after the stand inspection will have to modify the stand construction or will be excluded from the exhibition. Should the contracting party or its authorized representative leave before or during the congress or should both be out of reach, the ERS/PEO shall be authorized to take any measures it may deem expedient for the safety and/or smooth running of the exhibition without having to give prior notice thereof to the contracting party and shall do so on the liability and at the risk and expense of the contracting party.
In accordance with the requirements of the venue, all materials in constructional work, displays, etc. must be effectively fireproof to the regulations of the country where the ERS takes place. Examples are the following classifications: DIN 4102 / B1, the Dutch Technical Code of Edifications, British, M or Euroclass standard.
Fabric ceilings and other decors must be treated with a fire-retardant product. Packing materials, litter and the like must be removed from the exhibition area. The exhibitor must comply with any instructions given by the venue and the ERS/PEO to avoid the risk of fire. Rules governing fire precautions are very stringent, particularly with regard to any covered stands.
Flammable materials may not be used for the construction or assembly of stands. The materials employed must not emit large volumes of smoke.
In the event of an accident as the result of a demonstration, the exhibitor concerned must immediately carry out all necessary measures and accept responsibility for the settlement of all matters concerning the accident. No inflammable substances or sensitive materials with an inflammable or explosive basis may be brought into the exhibition area without prior permission from the ERS/PEO. Use of open flames is prohibited. Fixed lasers are permitted on request but free-working lasers are forbidden. Decorating material and wallpaper that are used by the exhibitor must be fireproof and a written credible proof of this must be presented to the ERS/PEO and/or appropriate authorities on request. Highly inflammable materials shall not be used in the erection, lining and outer or inner decoration of the stands. The use of containers with pressure gas or liquid gas bottles shall be subject to approval by the ERS/PEO and by the appropriate authorities. Police regulations, fire regulations and other official regulations are to be observed at all times, including during the construction and dismantling of the exhibits. Fire extinguishers will not be provided by the venue and must be ordered via the RAI online shop or brought along by the exhibitor.
No excess stock and literature or packing cases may be stored on, around or behind stages and structures.
When required by the regulations, all applied materials must have all relevant certificates, declarations of conformity and installation instructions provided by the manufacturer. Such documents must be available at the stand in case of any control by the authorities in charge and the venue. The venue reserves the right to test a piece of the material.
The exhibitors must comply with any reasonable instructions given by the appropriate authority or the ERS/PEO to avoid the risk of fire.
Exhibitors and decorators must obtain all information relating to the site’s layout and any special features such as the position and the size of any installations and fittings that may be installed there. Such installations must be respected and may include hoses and fire hydrants, junction boxes or wastewater pipes. With regard to installations and fittings, the following general regulations must adhere to the regulations of the venue.
Dangerous exhibits and substances
The exhibitor must conform to the conditions concerning explosives and dangerous combustible materials as laid down by the appropriate authority and other statutory bodies. Any material or exhibit not approved by the appropriate authority or by the PEO must be removed from the building at the request of the PEO.
No exhibits (e.g. steam or compressed air driven machine), working demonstrations (e.g. welder) or special displays, such as lasers, which include a dangerous substance, explosive or items of an objectionable nature, may be brought onto the premises without written consent of the organizers and the venue. Explosive substances are subject to the provisions of the relevant Explosives Act and may not be displayed at the exhibition.
Stand construction rules
Stand rules in general
Please make sure to read the following pages thoroughly before preparing your stand construction and activities. We also ask you to forward this information to your stand builder, since these rules may affect the feasibility of your concept.
The ERS and/or the PEO reserve the right to insist upon the necessary changes in such stands or exhibits if health and safety regulations, technical requirements or preservation of the best possible overall image of the exhibition, as judged by the ERS and/or the PEO, should so require. If such changes are not made as required, the ERS and/or the PEO have the right to cancel stand construction and/or dismantle the stand before or during the exhibition, and/or to close it down during exhibition hours and/or to remove it at the expense of the exhibitor, who will forfeit all sums paid by way of deposit, rental or otherwise.
No exhibitor shall erect any sign, stand, wall or obstruction, which, in the opinion of the ERS/PEO, overshadows an adjoining exhibitor.
Exhibitors are responsible for the safety of their products, display and stand. In designing the stand, good judgment and consideration of neighbouring exhibitors should be the primary objectives.
The design of free-build stands must maintain and enhance the professional atmosphere of the congress. No part of any exhibition stand may be suspended from the ceiling or attached to any part of the building, except for lightweight structures (i.e. lighting, signage or rigging if necessary).
The side and back walls of all stands should be finished completely from the bottom to the top on the outside as well as on the inside.
Exhibitors are not allowed to display exhibits that obstruct the light, impede or affect the displays of neighboring exhibitors in an unreasonable way.
No structure of any exhibition or stand may extend on any side beyond the limits of the stand boundaries. No signs may project beyond the walls of the stand and each exhibitor must avoid hindering the view or entrance way of neighboring stands.
Exhibitors will not be allowed to project images on to the gangways, ceilings, walls or space that are not part of their stand.
Special care must be taken to avoid lights or spotlights that are annoying to visitors or neighbouring stands. The ERS and the PEO reserve the right to issue further instructions concerning the design of stands.
Sustainability of your stand design and activities
The ERS plans their Congress in such a way that it has the lowest possible impact on the environment whilst meeting essential educational needs in respiratory medicine. This should be also reflected in the design of the stands and other industry activities during the congress. The ERS will monitor and award these initiatives. Please check comprehensive information here.
Rear and separation walls / Condition of wall sides facing neighboring stands
Rear- and separation walls:
- We kindly ask you to bear in mind that every exhibitor is obliged to build a separation and rear/side wall at the sides facing the neighboring stands. In case an exhibitor should not comply with this rule, the organizer will erect the lacking walls onsite and charge the costs for the walls to the exhibitor.
- The sides of the wall facing the standneighbor must be completely (from bottom to top) white and clean with no visible signage, cabling etc. no matter whether the neighbor builds a wall on his side or not.
Ramps / Platforms – disabled access to the stand
Steps and ramps must not intrude on public walkways, the corners of the platforms must be rounded or protected and the perimeter must be closed off. The corners of the platforms located at the intersection of walkways must be protected to ensure they do not cause visitors to trip up.
Stands with access platform or walkway higher than 19 mm must have at least one ramp.
Minimum width of the ramp: 1200 mm
The slope has to be uniform, up to 1:12 and completely within the stand.
Level landings must be provided at the top and the bottom of the ramp and at every intermediate level where an exit door can be opened onto them.
Attention! Utility power outlets in the floor and fuse boxes at the columns (if existing) have to remain accessible at all times.
Stand ceilings/roofs
The stand covering material must be canvas (cloth) and fireproof so that in a fire situation, the smoke can find its way upwards through it in order to reach the fire detection equipment located on the hall ceilings and the water from the sprinkling system can drop through the fabric. Wood ceilings must have holes in order to allow smoke to pass through them!
In case you plan to cover your stand, please make sure to check with the venue regarding the retired fabric necessary for water sprinkler installations to allow water to drop through the mesh.
All suspended fittings and apparatus (e.g. lights, TVs, sound clusters and speakers, displays rigs etc.) shall be fitted with secondary safety wires / chains and brackets. Details of layouts and weights of suspended fittings and apparatus are to be supplied to the venue exhibitor service and shall not exceed the max. load capacity for the suspension of such items from the roof. Suspension plans must be handed in 30 days before the first official set-up day.
Check further details in the download area at the top of this page.
Interplan cannot guarantee the feasibility of your hanging rigging structure. Please check this directly the venue rigging team, rigging@mx.nl.
Visibility from above
The exhibition is partly visible from above from the walkway at first floor around hall 1. We recommend to cover your storage and kitchen rooms with fabric.
Laser, gas and compressed air
If the exhibitor will apply laser, gas or compressed air, he can order this via the venue online shop and will be responsible for getting all official allowances and certificates.
Technical outlets in the floor and columns on the booked exhibition space
Exhibitors should be aware that construction of stands at certain venues may be affected by the positioning of service outlets. In the event that a service outlet has to be shared by a neighboring stand exhibitors are advised to build raised floors. Exhibitors will be advised of such a situation prior to entering a contract, there is no discount offered in such instances.
At the RAI in the exhibition hall there are floor openings every 6m that can be covered but need to be accessible on request.
There are no columns on the exhibition floor.
Sustainability
The ERS plans their Congress in such a way that it has the lowest possible impact on the environment whilst meeting essential educational needs in respiratory medicine. This should be also reflected in the design of the stands and other industry activities during the congress. The ERS will monitor and award these initiatives. Please check comprehensive information here.
Please hand in this form to alexandre.delage@ersnet.org.
Construction heights
Construction height (please check also the transparency principle / rules at the next menu point)
1) 2,5m:
For side and back walls connecting to another stand directly on the stand perimeter. This is to ensure that neighbouring booths are not overshadowed and to comply with standard sizes or other types of a stand. Exhibitors working with raised floors should contact the ERS/PEO for more specific advice.
2) 4,5m:
For constructions as hanging banners (deeper than 1m), signage, towers, walls, branded or color coded riggings that are not used for technical supply only but are visually a part of the stand design etc. inside the stand with a min. distance of 50cm to the stand border is 4.50m top edge (including branded rigging) measured from the floor of the exhibition hall.
3) 6m:
Max. height for unbranded riggings that are visually not part of the overall stand design concept and used for technical supply only (e.g. lighting).
4) Any sight axis blocking elements higher 1,50m shall not block (also in combination with other elements of that height) more than 70% of the view from one side of a stand to the other (exemptions are separation or rear walls towards the neighbors that may be 2,50m high).
Banners that hang all around the rigging with a closed surface may have a depth of max. 1,20 m. These banners may hang directly over the edge of the booked exhibition space with a max. height of 4.50m top edge. This is to allow a large enough gap between the walls on the stand and the rigging banners hanging over the stand with the goal to provide free view through the stand onto the other side and not having a massive block over the stand blocking the view.
Click on image to enlarge!
Specific stand sites
Click on images below to enlarge visuals for construction heights
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Construction plans must be submitted for approval to o.heinke@interplan.de as soon as possible and by June 13, 2025 at the latest.
Transparency rules
Free view through the exhibition / Transparency principle
The main and overall objectives of the following rules are to create a comfortable and open exhibition space for participants and exhibitors alike. We aim to encourage the most effective use of island spaces and this means keeping the view through the exhibition as free as possible, not overshadowing or obscuring the view of neighbouring stands and keeping open sided stands as accessible to exhibition traffic as possible. Exhibitors wishing to have closed walls should consider a corner or peninsular sites rather than the island option.
- No more than 30% of an open side shall be constructed with walls or any other sight axis blocking elements higher 1,50m if built directly on the stand perimeter or 40% if 50cm away from the perimeter
- The visibility through the stand from one open side to the other shall not be blocked more than 70% with sight axis blocking elements higher 1,50m
Please see the illustrations below to explain these transparency rules:
Transparency rules – Stand design
Click on following images to enlarge!
Example 1:
Example 2:
Specific stand sites
Click on images below to enlarge visuals for construction heights
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Construction plans must be submitted for approval to o.heinke@interplan.de as soon as possible and by June 13, 2025 at the latest.
In-line (stand in the middle of two stands, one side open to the public)
Corner site (stand at the end of a stand row, two sides open to the public)
The maximum height of the side and back walls facing neighboring stands is 2.50m (including a platform). Height extension for constructions inside the stand up to 4.50m may be permitted. The open sides have to remain as unconstructed as possible. Please read the specific rules regarding transparency principle and building at stand borders / open sides. Banners / logos / graphics facing neighboring stand that could be perceived as part of the neighbor stand are not permitted.
Peninsula (stand with three sides open to the public and one side bordering the neighboring stand)
According to international custom, peninsula stands must be built as openly as possible on three sides. The maximum height of the back wall facing the neighboring stand is 2.50m (including platform). Height extension for constructions inside the stands up to 4.50m may be permitted. Please read the specific rules regarding the transparency principle and building at stand borders / open sides.
Island (stand with four sides open to the public)
According to international custom, island stands must be built as openly as possible on four sides. Height extension for constructions inside the stands up to 4.50m may be permitted. Please read the specific rules regarding the transparency principle and building at stand borders / open sides.
Banners that hang all around the rigging with a closed surface may have a depth of max. 1,20 m. These banners may hang directly over the edge of the booked exhibition space with a max. height of 4.50m top edge. This is to allow a large enough gap between the walls on the stand and the rigging banners hanging over the stand with the goal to provide free view through the stand onto the other side and not having a massive block over the stand blocking the view.
Branding of surfaces facing neighbouring stands
Any kind of visible surface positioned close (<1,5m) to the neighboring stand that could be perceived as part of the design of or impair the design of the neighbor’s stand shall not be branded. Advertising media, logos etc. must be positioned at least 1,5m from the border with the neighboring stand.
Building at the stand border / open side
1) When designing the stand, please ensure that all fixtures / touch screens, reception desks, display cases etc. are constructed at least 50cm from the perimeter of the stand space. This is to ensure that participants viewing your materials, devices, products, displays etc. can stand on your booth rather than in the walkway. The max. height of any fixture or fitting at the edge of the stand is 2.50m (this 50 cm rule applies to stands of 20sqm or more only).
2) Walls or any other construction shall not close an entire open side and remain as open as possible. The max. percentage an open side may be covered by any solid construction is 30% of its length if built at the very border of the space and max. 2.50m high or 40% of its length if higher 2.50m (max. 4.50m) inside the stand (min. distance to the border 50cm).
3) Exhibitors wishing to build storage rooms to the edge of a booth that requires covering more space at open sides than allowable in rule 2) should consider a peninsula or corner stand in order to build the storage at the backend that borders to the neighbouring stand.
4) Open sides must remain at least 60% unconstructed. This rule does not apply to lower fixtures and elements such as reception desks, flat screens, posters etc. but to solid walls higher 1,5m that restrict the view through the stand and block access to the participants.
Open side rule regarding dividing walls separating medical from commercial areas
For walls dividing stands only for purposes of separating medical areas from commercial areas and/or contraindications – walls can be built to 3m in height and can extend to 4.50m for no more than 60% of the length of the wall.
Rear and separation walls / Conditions of visible parts of the construction (back walls, banners etc. facing neighbouring stands)
Rear- and separation walls:
- We kindly ask you to bear in mind that every exhibitor is obliged to build a separation and rear/side wall at the sides facing the neighboring stands. In case an exhibitor should not comply with this rule, the organizer will erect the lacking walls onsite and charge the costs for the walls to the exhibitor.
- All parts of side or back walls that could be visible from neighboring stands must be completely (from bottom to top) white and clean with no visible signage, cabling etc.
Visibility of your stand from the top from the balcony
There is walkway around the exhibition hall 1 at first floor. Booths placed close to the walkway can be viewed from the top. In those cases we recommend to cover your storage, meeting rooms, kitchens with branded fabric.
Stand project approval procedure
Stand approval procedure
All companies have to hand in their stand project designs for approval.
If you have a shell scheme package or order one via the RAI online shop and you are not building anything within the rented space yourself, you do not need to hand in anything. If that is the case please send a brief note to Oliver Heinke, o.heinke@interplan.de.
All stand projects have to be submitted to the o.heinke@interplan.de for approval by June 13, 2025 at the latest. Exhibitors will not be permitted to construct booths without approved designs. If a booth is constructed outside of the specifications of the approved designs, ERS/PEO will insist on modifications to the design or undertake any measures it deems are needed to impede the use of the exhibition booth.
Please send your stand designs to Oliver Heinke, o.heinke@interplan.de
The detailed scaled drawings should show:
- Plan views of the stand
- Elevations and stand measures
- Width and positions of gangways within the stand
- Floor and roof loading
- Specifications of materials used
We do check your designs with respect to the ERS construction rules explained in this area. Please make sure to study the venue rules and regulations also very thoroughly before designing your stand.
During set-up, Interplan will be present and monitor the compliance with the approved stand projects and demand modifications if deemed necessary.
All suspended fittings and apparatus (e.g. lights, TVs, sound clusters and speakers, displays rigs etc.) shall be fitted with secondary safety wires/chains and brackets. Details of layouts and weights of suspended fittings and apparatus are to be supplied to the Mansveld rigging service and shall not exceed the max. load capacity for the suspension of such items from the roof. Suspension plans must be handed in 30 days before the first official set-up day.
Check further details in the download area at the top of this page.
Interplan cannot guarantee the feasibility of your hanging rigging structure. Please check this directly with RAI rigging partner Mansveld Expotech, rigging@mx.nl
Sustainability of your stand design and activities
The ERS plans their Congress in such a way that it has the lowest possible impact on the environment whilst meeting essential educational needs in respiratory medicine. This should be also reflected in the design of the stands and other industry activities during the congress. The ERS will monitor and award these initiatives. Please check comprehensive information here.
The ERS leadership retains the right to make exception to the regulations should a stand concept be deemed to add an extra benefit to the exhibition and to the participants.
Fire protection / Stand material
Fire prevention / Construction material
Please check the detailed venue specific regulations in the download area at the top of this page.
Safety Rules and Regulations
ERS Security Rules
To ensure a safe build-up and breakdown, the following precautions need to be taken into account (this list is illustrative and not exhaustive):
For safety reasons, all stand builders must wear the correct equipment, this applies for set-up, dismantling and any site-visit:
- Protection helmet, safety shoes and high visibility jackets, safety gear can also be purchased and rented at the RAI exhibitor service
- Safety lines, when working at height
- Reinforced and closed shoes at all times during the exhibition set-up and dismantling (this is even more important whilst using power tools)
- Smoking, drug-taking and the consumption of alcohol are prohibited
- The emergency exits should always be kept free of obstructions. The emergency exits should be used only in emergencies.
- Fire extinguishers should always be kept accessible.
- One must conduct hot work (e.g. welding) in a safe area with fire extinguishers close by and should be submitted for approval to the venue.
- Only approved (e.g. CE certified) machines and tools may be used.
- One must stack goods properly.
- One must use qualified staff when performing electrical work
- The Parties themselves are responsible for bringing approved personal protective equipment with them. Safety helmets and boots can also be bought in the Webshop or obtained from the RAI Hospitality Crew Centre.
Click on image to enlarge!
WiFi Policies
The comprehensive ERS Wifi regulations can be downloaded from May 2025.
These rules are relevant to every kind of radio transmission as WiFi networks, Microphones, cameras, light, video and intercom. Please read the policies thoroughly and return a signed confirmation to kristof.kemp@ersnet.org.
It is important to understand that perfect service is impossible to guarantee at all times. There will be times when the level of service will drop as usage increases at certain times such as lunchtime. Nevertheless, by using a central point to manage all networks we can ensure each exhibitor has the best the congress center can provide at all times and the system does not become overloaded.
In the interest of protecting the investment of every exhibitor and ensuring a successful event for all, the venue will be authorized to shut down any network that has not been set up according to the guidelines that will be published later on this year. This year the free participant WiFi will be available in the entire congress center, including the exhibition.
Black out times / ORGANISING MEETINGS AND EVENTS OUTSIDE THE CONGRESS
ORGANISING MEETINGS AND EVENTS OUTSIDE THE CONGRESS
SCIENTIFIC SYMPOSIA AND PROMOTIONAL EVENTS
Check the comprehensive ERS rules here.
The ERS forbids the organisation of scientific symposia outside of the ERS International Congress, at any venue within the host city throughout the entire duration of the Congress as well as 3 days prior to and 3 days after the official opening and closing dates of the Congress, respectively. This rule also applies to ‘Meet the Professor’ type events, all events involving speakers presenting data or case studies, practical workshops and all educational events. Industry Sessions will be held within the Congress on Sunday, Monday and Tuesday.
SOCIAL EVENTS
Companies are permitted to hold breakfasts, lunches, dinners and other social events provided they do not take place during the following times.
The ERS Programme, from Sunday, 28 September to Wednesday, 01 October (08.00–19.30). Additionally, we would like to make you aware that as per the Congress guidelines, no events can be organised as part of the ERS International Congress at the same time as the ERS’s official networking events.
INTERNAL STAFF MEETINGS
The ERS accepts closed meetings taking place outside the Congress centre for the purposes of internal staff briefing. For small, closed meetings, board meetings, discussion groups, clinical findings meetings, meetings with investigators and speaker briefings for symposia, approval from ERS is not required unless the event is for more than 40 individually invited participants. These small meetings can take place during Congress programme. Companies are entitled to host meetings for more than 40 participants for delegates they have funded to attend the Congress. However, these meetings cannot take place during the Congress programme and must not compete with or dilute the value of the content of the ERS International Congress’ scientific programme. Programmes for such meetings must be approved by the ERS Office, please forward them to corporate.relations@ersnet.org
Promotional activities / Presentations / Photography, Filming / Market Research / Use of microphones / Quizzes, Games, Charity initiatives / Company Congress APPs / Food distribution
Promotional activities
For better understanding of below regulations please check the following illustration:
Promotion activities (e.g. quiz show, any sort of presentation etc.) at the stand must be reported to ERS / Interplan in writing. The exhibition organiser reminds you that it is only possible to approve such activities if:
- The activity is staged within the confines of the stand and not at the edge thereof.
- It can be demonstrated that sufficient space is available within the stand to accommodate the expected number of onlookers / participants. For example, speakers or video terminals should be placed in such a way to avoid causing a disturbance in the aisles.
- The distribution of promotional material, as well as other activities to get in contact with the participants outside of the exhibition booth, is not allowed.
- The sound is directed towards the interior of the stand and not directed outside. The noise level at the perimeter of the stand may not exceed 80dB(A). Special sound systems are highly recommended (as a sample please see: www.holosonics.com). The organizer has the right to cut off the sound if the level is unreasonable.
- Animations on the exhibition stand are allowed but must be bound to the space attributed to each company and must remain within the bounds of good taste and ethical practice.
- Activities planned are registered punctually, 3 weeks prior to the event at the latest, and are accompanied by a prices sketch and a detailed description of how the events is to be staged.
Annoyance / Use of microphones
The ERS/PEO reserve the right to stop any activity on the part of any exhibitor that may cause annoyance to other exhibitors or visitors. Business must be conducted only from the exhibitor’s own stand and under no circumstances may this be carried out in a gangway or elsewhere within the exhibition.
The use of microphones/audio-visual equipment is permitted, but the volume must not be such as to cause annoyance to other exhibitors. The ERS/PEO reserve the right to prohibit their use if, in the opinion of the ERS and/or the PEO, any annoyance is being caused. Due to numerous complaints, we ask those using microphones to investigate ways to reduce the impact of their presentation.
Presentations / Demonstrations / Advertising / Publicity
Showing equipment or product demonstrations to ERS participants or guests by exhibitors other than in the stand area is expressly prohibited.
Advertising, promotion, display or distribution of printed advertising material or samples, lettering on hall walls or interviews outside the contracted stand boundaries are forbidden. Those activities are also prohibited within a 500m distance of the venue at all times, apart from advertising booked via ERS.
Any infraction will be systematically terminated and/or any material will be systematically removed by the ERS and/or the PEO.
Companies that are not exhibitors are forbidden to advertise in any way in the exhibition area, in the entrances to the exhibition hall or in the surroundings of the venue.
Audio-visual and other sound and attention-attracting devices will be permitted only in locations in which the visitor viewing will be on the stand and not impeding aisle traffic and of a nature, intensity or volume which, in the opinion of the ERS and/or the PEO, does not interfere with the activities of neighboring exhibitors or cause a nuisance to visitors and/or other exhibitors.
Exhibits or other devices that emit sound, light, smoke, vapor, and/or odor must be operated and controlled so it does not irritate other exhibitors and visitors.
Product and service demonstrations may be conducted by professional presenters or models. However, the ERS and/or the PEO are entitled, without any liability for damages, to terminate these activities immediately, remove and/or prevent the display of any advertising that does not comply with these conditions and/or if the ERS or the PEO decide that a disturbance is being caused.
If this is not undertaken, the ERS and/or the PEO reserve the right to make the necessary arrangements at the expense of the exhibitor. Any advertising used in the venue or related to the congress requires the approval of the ERS.
Following the approval of the advertising activity, companies must obtain all required permits and/or licenses and shall be liable for the payment of all taxes, duties, and charges in relation to this activity. Should a claim with respect to such payment be addressed directly to the ERS headquarters, companies shall fully and completely indemnify the ERS.
Webcasting
Without special approval of the ERS, webcasting is prohibited.
Photography & Video recording
The photographing of booths is not permitted during the set up/breakdown of the exhibition unless the photographer is engaged 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 participants/staff visiting or working in the exhibition hall.
Sponsors should advise photographers to respect restricted areas of the congress center, and activities should be limited to the exhibition area (booth or session rooms in which the sponsor’s activities are taking place.
The key things to avoid are:
- Filming, or perceived filming, of other booths or competitor products/staff.
- Filming from the aisles in the exhibition as this contravenes health and safety guidelines.
- Filming in any areas not mentioned above such as public areas in the Congress centre, walkways, registration, the scientific/educational content of any party including that of ERS and ERS Congress participants.
Sponsors should not engage photographers to take pictures or video of ERS sessions.
To allow access to the film team they should wear exhibitor badges (50€), that can be ordered via the Interplan exhibitor registration.
Quizzes / Games / Prizes and give-aways
Any quizzes should focus on scientific and medical subject matter. In all instances, the correct answers to the quiz must be made clear to the participant participating in the quiz either verbally or in writing. Microphones are discouraged but allowable if the noise levels do not carry unreasonably on to another stand. Inappropriate games and activities are not allowed in the exhibition area, activities must relate directly to scientific and medical practices. Examples of disallowed practices include computer golf games, skiing games, portrait painters or photographers etc.
Free gifts should have a limited value which complies to the national guidelines of the country in which the congress will take place. The gift should be of educational value or be relative to science and medicine.
Market research activities and other exhibitors wishing to conduct market research
The ERS does not allow market research companies to operate in areas of the congress center. Sponsors may employ companies to conduct surveys on their exhibition stands only and not in the aisles and walkways of the exhibition. Videoing of interviews with individuals by video or audio crews is also not permitted in the congress center. It is not permitted for companies to undertake market research related to the ERS, its activities or features of the congress anywhere in the congress center.
The ERS conducts its own independent research into these areas. Results of this research can be obtained via the marketing and corporate relations department.
Charitable initiatives
Charitable initiatives are permitted but should be limited to the exhibition stand. Exhibitors should seek approval from the ERS office to ensure there is no conflict with other initiatives.
Food on the stand
Please refer to the order options in the RAI online shop.
Please note that RAI is the official caterer. It is not allowed to book an external caterer.
Other than at other venues it is also not possible to bring in your own coffee machines and baristas!
Any catering activities planned by the exhibitor must take place in the exhibition area and within the official hours of the exhibition. Sufficient storage and serving space must be planned ahead of time and must be within the rented space. These activities, which must be kept at reasonable levels, cannot take place in the aisles and should take place in a way that does not disturb neighboring stands and the overall appearance of the exhibition.
The ERS/PEO reserve the right to cancel/stop such activities should it be deemed necessary, without incurring any responsibility or liability for compensation to the exhibitor. The exhibitor may not sell or prepare food on the exhibition stand.
Adequate disposal/garbage facilities need to be planned by the exhibitor within the rented space.
Additional hospitality functions
The ERS would be grateful for notification of hospitality functions planned by exhibitors during the meeting in order to avoid any duplication in timing and to enable the appropriate briefings to be issued to meeting staff.
Participant catering
No official lunches / refreshments will be provided for participants. Facilities include cafeterias and restaurants at the Messe Wien.
Build-up and dismantling of catering
Coffee, tea, refreshments, light snacks and sandwiches during build-up and dismantling times will be available on a cash-only basis from a bistro bar in the venue. In addition, there are various restaurants around the venue.
Please bear in mind that every person including hostesses/baristas etc. in the exhibition needs to wear an exhibitor badge that can be ordered via Interplan. See registration section here.
Alcohol is strictly prohibited.
Congress app
Sponsors are welcome to develop their own app to support their own activities at the congress for their sponsored participants, visitors to their stands and participants in their own symposia.
Sponsor’s apps should not be publicly promoted during the congress, other than in support of the activities listed above.
Sponsor’s apps must not duplicate, augment or seek to replace any of the functionalities of the official congress app and are not permitted to use or record any content of the ERS congress programme that is not the sponsor’s own.
Scheduled Events on the stand / scientific activities on the stand / meet the expert
Scientific meetings / Meet the expert on the booth
In all instances, exhibitors must allow enough space for participants to take part in activities on the stand of the sponsor. Any stand with activities causing participants to participate from the walkways will be asked to halt the activity.
Rule for stands >100sqm: Lunch sessions on the stand (>100sqm)
For stands >100sqm it is allowed to host an industry session on the stand limited to 15-30 minutes and for max. 20 delegates, see detailed information further down.
Rules outside of lunchtime and for stands <100sqm in general
While demonstration of an exhibitor’s products is perfectly acceptable on the stand, exhibitors are not allowed to organize / advertise scheduled sessions and events such as practical workshops or ‘Meet the Professor’ type sessions at any time (or any other scheduled event) to prevent conflict with the ERS scientific programme and other ERS activities developed for participants.
Social events must not include features that are clearly forbidden outside the congress center, such as scientific presentations or ‘Meet the Professor’ events. When organizing events and meetings outside the congress center, please ensure that your meeting meets with ERS regulations. If a sponsor is found to be in breach of the regulations, the ERS reserves the right to ask the sponsor to cancel or change the format of the meeting.
Should you be interested in organising such an event, please contact corporate.relations@ersnet.org at the ERS in order to obtain the ‘Congress Guidelines for Sponsors and Exhibitors’.
Scheduled events on stand
Providing that a company has a stand of >100 sqm or is organising an industry session, they will be given the opportunity to schedule sessions on their stand from Sunday 28 to Tuesday 30 September 2025 during the official ERS lunch Break. When organising such session, the following guidelines apply:
Schedule | • • | Sunday, Monday, Tuesday Time frame 12.15-13.45 (Lunch Break) |
Format | • | 15-30 minute sessions |
• | Specific pre-defined topics with a short intro followed by Q & A | |
• | Sufficient space must be planned on the stand to host those sessions | |
• | 20 delegates max per session. (no delegates must block the aisle while attending the session) | |
• | The session name must be submitted to ERS and must nct resemble any existing ERS Sessions (Ex Meet the prof, etc.) | |
Content / Topics | • | A mix of pre-determined topics and other topics that can be brought up during the meeting |
• | Poll topics would be from a picklist defined in advance & available for | |
ERS review | ||
• | Topics may be disease or product related | |
Technology / Stand Build | • | Sessions can take place on either medical or commercial stand |
• | You may have a screen with some seating (max 20) | |
Promotion | • | Flyers on the stand and pre-congress |
• | Screens displaying the times and topics for the sessions on the exhibit | |
• | E-mails / Video pre-congress to customers with programme details |
Companies that do not sponsor an industry session or have a stand smaller than 100sqm are not allowed to organise and/or advertise scheduled sessions and events as mentioned above. Demonstrations of an exhibitor’s product remains perfectly acceptable on the stand as long as it is not scheduled.
Company Profiles on ERS Virtual Meeting Platform
A virtual company profile is not automatically included in your booked exhibition space but can be booked extra.
In case of interest contact: Nicolas Luginbuhl, nicolas.luginbuhl@ersnet.org
Sponsors Third Party Congress App
Sponsors are welcome to develop their own app to support their own activities at the congress for their sponsored participants, visitors to their stands and participants in their own symposia.
Sponsor’s apps should not be publicly promoted during the congress, other than in support of the activities listed above.
Sponsor’s apps must not duplicate, augment or seek to replace any of the functionalities of the official congress app and are not permitted to use or record any content of the ERS congress programme that is not the sponsor’s own.
Code of Conduct / Compliance / Ethical code / Medical legal regulations
Industrial relations / Ethical code
It is recommended that all exhibitors, contractors and sub-contractors within the exhibition halls conduct their industrial relations in accordance with good practice. Any person carrying out work contrary to the requirements of the venue and the local authority will be required to stop work immediately and may be directed to leave the exhibition hall and the congress centre.
Code of Conduct
Sponsors and exhibitors are advised to obtain the Code of Conducts for pharmaceutical and medical technique companies as for instance EFPIA or EUCOMED. In addition, the companies have to ensure their own compliance with the relevant country codes and regulations about advertising and any other applicable rules and regulations.
Austrian medical regulations
Please note that it is within your own responsibility to ensure compliance with the Austrian rules and regulations.
The ERS will not control and police compliance.
Please refer to Kristof Kemp, kristof.kemp@ersnet.org to check details regarding the ERS congress status in the country where the ERS takes place.
Smoking policy
As tobacco is the major cause of lung disease, the ERS congress committee thanks all participants and exhibitors for refraining from smoking in the venue, including in the meeting rooms, the exhibition area, poster areas, restrooms, restaurants and cafés and within 250 meters of the entrance area of the venue at all times. Smoking is even not permitted in the exhibition hall during stand build-up and / dismantle.
Tracking & Statistics
All information regarding tracking and statistics you will find on the ERS webpage ersnet.org.
Contact: Alexandre Delage, alexandre.delage@ersnet.org
Rigging / Suspension points / Stand Ceilings
Rigging company:
Mansveld Expotech
rigging@mx.nl
Attention! If you plan a complex project with high weights, many motors and drops we strongly recommend to appoint a structural engineer to make sure your calculations are correct. Please note that during set up an official structural engineer appointed by Interplan will monitor all building and rigging structures and control compliance with the corresponding regulations.
Please check the specific suspension point situation regarding availability, position, and max. load at your stand location with Interplan/the service provider before you start your design work, since not every rigging request can always be realized.
The provision of any fixing points for suspending items etc. from the hall ceiling is on request and not commonly allowed.
Please bear in mind the rules indicating the height restrictions when ordering suspensions.
Interplan cannot guarantee the feasibility of your hanging rigging structure. Please check this directly with the rigging company via rigging@mx.nl
Stand ceiling / Stand covering
Check the detailed regulation of the venue:
The maximum size of a stand ceiling will be 30sqm if not sprinkler/water permeable (2 x 2mm grid). The exhibitor needs INTERPLAN’S permission for stands with a ceiling.
The stand covering material must be canvas (cloth) and fireproof so that in a fire situation the smoke can find its way upwards through it in order to reach the fire detection equipment located on the hall ceilings and the water from the sprinkling system can drop through the fabric. Wood ceilings must have holes in order to allow smoke to pass through them!
Sawing and Sanding rules
Insurance
Exhibitors are reminded of the insurance requirements for public liability and exhibits. The exhibitor shall provide, at request of the organizers, satisfactory evidence that adequate insurance is in force. Exhibitors are responsible for insuring against liability incurred in respect of injury or damage to property of third parties. In addition to this, they should protect their expenditures against abandonment, cancellation or curtailment of the event.
Constructor badge
For security reasons, identification badges supplied to stand personnel and stand builders must be worn at all times (build-up, congress and dismantling). There will be no admission whatsoever to unauthorised personnel.
Access and badges
To keep RAI Amsterdam safe for everyone, the RAI has established several safety rules for visitors. One safety rule is that every visitor (transporter, builder, exhibitor) must be in possession of a valid entry badge.
Obligation to register
Each transporter, stand builder and exhibitor that visits the RAI must be in possession of a valid badge during build-up and breakdown.
The badge can be ordered here.
After registration, you will receive an email with pick up information and barcode. Badges are issued via badge kiosks located at the various entrances of the RAI. In addition to visitor details, the badge also contains a barcode that can be used by the visitor to exit the parking garage free of charge.
Note: Registration for a badge can also be done on site, but may involve a waiting time.
More information
If you have any questions about the build-up and breakdown badges, please contact RAI Security via badgecentre@rai.nl.
Or have a look at our website https://www.rai.nl/en/safe-and-hospitable-events
Registration onsite or in need of Safety shoes or Helmets?
This can be arranged at the Hospitality Crew Centre (HCC)
The floor plan shows you exactly where the HCC is – shoes and helmets come with a charge.
Rules for Sawing and Sanding Work in the Hall
As a general rule, sawing and sanding work should be avoided inside the hall. Wherever possible, workpieces should be delivered pre-fabricated.
If sawing and sanding do need to be carried out, this should only be done using an extraction device to keep the air clean and to prevent sawdust and sanding dust from contaminating the surrounding stands.olor sit amet, consectetur adipiscing elit. Ut elit tellus, luctus nec ullamcorper mattis, pulvinar dapibus leo.
