Meeting Room booking
During the ERS Congress 2025, a limited number of meeting rooms can be offered to Exhibitors and Sponsors. The rooms will be accessible during the congress opening times (27 September – 1 October 2025).
Please note that some of the meeting rooms will be constructed temporarily for the event and will therefore not be soundproof.
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Book your industry meeting room: 
Please send your completed booking form(s) to n.pfirrmann@interplan.de
Guidelines for Industry meeting rooms and lounges
Rooms may be hired for staff briefings, for meetings with associated professionals, such as speakers/ investigators, and for small closed meetings. Companies may offer light refreshments to those attending such meetings. Activities such as ‘Meet the Professor’-type events / scientific presentations / educational events or any activity that would detract from the ERS scientific programme or compete with other approved sponsored activities, are explicitly forbidden in these rooms.
The meetings must be invitation-only, with a maximum number of attendees depending on the room size. The meetings must not be promoted in any form prior to or during the congress.
- Only a limited number of meeting rooms are available at the congress centre. These rooms can be reserved through Interplan only.
- Meeting rooms can be hired for a minimum of half a day.
- ERS has the right to modify demands as it sees fit to accommodate as many requests as possible.
- Allocation process: All incoming bookings will be collected from March until April and the rooms will be allocated in May 2025. The bookings will be handled on a first-come, first-served basis and according to the booked duration (full congress period bookings will be given priority).
- Room signage will be placed at the entrance of the rented space by the organiser. There should be no other signage or promotional material around the congress centre.
- All persons involved in the operation of meeting rooms must have a valid badge (exhibitor, active participant, press or day pass). All persons requesting access to meeting rooms must be registered either as active participants or as exhibitors. Persons without a badge will not be allowed to enter the room.
- ERS offers meeting rooms to companies requesting them, with a deadline for acceptance or refusal. ERS will assume that no response to the offer constitutes acceptance. Interplan will invoice the company on confirmation. Payment must be made within the given time or the reserved meeting room will be released. Cancellation of meeting rooms once the invoice has been issued will incur a 100% cancellation fee.
- Interplan will only be responsible for booking meeting rooms in the congress centre, arranged in standard boardroom set-up and the included services. Thereafter, the hiring company is responsible for organising individual needs, such as catering, additional furniture or other supplies with the congress centre. Contact information will be sent to companies that confirm room reservations.
- Companies must abide by the regulations stating the maximum amount of people who can be safely accommodated in each rented space.
- The company renting the room is liable for any damages caused by the company or allied third persons.
Location / Overview plan
Click on plan to enlarge!
Opening hours
Access to the meeting rooms will only be given during the booked period. No additional build up or breakdown time is scheduled.
For full day bookings, the following timings apply:
| Saturday, 27 September 2025 | 08:30 – 18:30 |
| Sunday, 28 September 2025 | 08:30 – 18:30 |
| Monday, 29 September 2025 | 08:30 – 18:30 |
| Tuesday, 30 September 2025 | 08:30 – 18:30 |
For half day bookings, the following timings apply:
| Morning slot | Afternoon slot | |
| Saturday, 27 September 2025 | 08:30 – 13:00 | 14:00 – 18:30 |
| Sunday, 28 September 2025 | 08:30 – 13:00 | 14:00 – 18:30 |
| Monday, 29 September 2025 | 08:30 – 13:00 | 14:00 – 18:30 |
| Tuesday, 30 September 2025 | 08:30 – 13:00 | 14:00 – 18:30 |
| Wednesday, 1 October 2025 | 08:30 – 13:00 | / |
Included equipment and services
The following equipment and services are included in the rental fee of the meeting rooms:
- Lockable room
- Tables and chairs in boardroom set-up
- Screen with HDMI port
- 1 paper basket
- 1 coat rack
- 1 multiple socket
- Lighting
- Daily cleaning
Additional orders and changes
Technical information and furniture:
If you require any additional equipment other than what is already included in the meeting room packages, please contact Nicole Pfirrmann from Interplan via n.pfirrmann@interplan.de
Catering:
Please make use of your RAI online shop account for your catering orders. You can also reach out to es@rai.nl and hand in the order form.
Internet / telephone
The general ERS public WiFi is available in all meeting rooms. This service is intended for standard internet usage (surfing, checking emails, etc.).
If you need a conference telephone or a separate dedicated internet connection (wired or WiFi) this can be ordered via the RAI online shop.
Cleaning services
The rental fee includes cleaning once a day every evening. If you wish to book additional cleaning services, please contact Nicole Pfirrmann from Interplan via n.pfirrmann@interplan.de
Organising meetings and events outside the congress
Scientific symposia and promotional events
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:
- 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 Congress at the same time as the ERS’s official networking events (TBC):
- Opening Ceremony – 27 September 2025 (17:00 – 20:30 approx.)
- Congress reception (invitations only) – TBC
Internal staff meetings
The ERS accepts closed meetings taking place outside the Congress centre for the purpose 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.
Meeting rooms & Lounges
Companies wishing to set up a lounge area outside the Congress centre for their guests to relax, work, meet colleagues, take refreshments, etc., are permitted to do so provided the lounges are not used for activities clearly forbidden by the regulations.
When organising events and meetings outside the Congress centre, please ensure that your meeting is approved by ERS. If a company is found to be in breach of the regulations, ERS reserves the right to ask the company to cancel or change the format of the meeting. In the unfortunate event that a company refuses to comply with ERS regulations, the company will be liable for a fine, the sum of which will be at the discretion of ERS. In addition, ERS reserves the right to exclude the company from participation in any future ERS events.
Contact
Interplan AG
Nicole Pfirrmann
Email: n.pfirrmann@interplan.de
Phone: +49 30 921046651
