Exhibition and Sponsoring

Early-bird offer and provisional content

If you book an exhibition package before 1 March 2027, we offer you a free Silver Advertisement Package, valued at €1500.

The floor plans are still subject to change. If you book a booth package, you will be the first to pick among the available spots in case your booked spot has to be (re)moved.

Exhibition

Note that any 9 m² space can be booked to fit a poster space (4 m²) instead.

The preliminary opening times of the EPSC2027 exhibition are as follows.

• Monday, 20 September, to Thursday, 23 September 2027: daily from 09:00 to 18:00.
• Friday, 24 September 2027: 09:00–13:00.

There are several exhibition packages (see also photos of the available exhibition spaces to gain an initial impression of the atmosphere).

Exhibitor Guide (incl. furniture and catering order form)

Each exhibition option comes with access to the conference Wi-Fi and includes the following furniture and equipment.

• Booth space (9 m²): Shell structure with sycamore-coloured back walls measuring 2.5 m in height with LED lights. Each booth includes one table, two chairs, one electricity outlet (3 kW), and a company name sign.
• Exhibition space (9 m²): Space without shell structure. Each space includes one table, two chairs, and one electricity outlet (3 KW).
• Poster space (4 m²): Space without shell structure. The included furniture is one high table and two stools. Ideal for displaying a roll-up standee. Note that any of the 9 m² spaces on the floor plan can be booked as a 4 m² poster space.

Additional furniture and signage: Ordered directly from Toulouse Congress by sending the order form in the EPSC2027 Exhibitor Guide to Florence Chatellier (fchatellier@toulousecongres.com).

Exhibitor staff registrations allow access to all conference areas (including sessions); however, exhibitor staff registrations cannot be exchanged with different staff members during the conference.

Set-up: Exhibitors are expected to set up their display on Sunday, 19 September 2027, 13:00–15:30. If anything needs to be adhered to a booth wall, exhibitors may use only tape or putty that they provide - the congress center nor Copernicus will provide the material. The exhibitor must ensure that the furniture is not damaged by attaching the tape/putty.

Dismantling: Exhibitors are expected to take down their display on Friday, 24 September 2027, 13:00–17:30. Anything that was adhered to a booth wall needs to be removed before breakdown. Any damaged walls and/or rented furniture and equipment will be invoiced per damaged item.

Shipping: Please send your goods directly to the Centre de Congrès Pierre Baudis at the address below. It is essential that packages are clearly marked for EPSC2027. The Centre de Congrès Pierre Baudis can receive packages from 17 September 2027 at the earliest. Please contact the Copernicus Meetings department to enquire about the costs. For large quantities and shipments before 17 September 2027, please use the storage and delivery options offered by Clamageran (Exhibitor Guide, page 10).

Centre de Congrès Pierre Baudis
11 Esp. Compans Caffarelli
31000 Toulouse
France

Sponsoring

In addition, several sponsoring options are offered at EPSC2027, either together with an exhibitor space or as a standalone package.

Sponsorships involving digital signage will be made available by the end of 2026. Please reach out to epsc@copernicus.org if you wish to submit an expression of interest before the sponsorship packages are made available. Details on the different digital signage options are listed here, whereas some options may become unavailable if used for EPSC2027 way-finding signage:

Digital Signage (preliminary)

Expression of interest

The booking form is not yet available. In the meantime, organizations interested in exhibition booths or sponsoring opportunities are invited to express their interest via the Europlanet website.

Express your interest

Further information on the booking process will be provided once booking opens.

The order deadline for exhibition space is 30 July 2027 13:00 CEST.

Terms & conditions

By renting exhibition space or booking sponsorship at EPSC2027, the exhibitor/sponsor accepts the following terms & conditions.

• Any information (logo and description) to be included in the official conference website must be provided to Copernicus GmbH via the order form.
• Cancellations can only be refunded if written notification is received before 14 August 2027. A cancellation fee of €250 will be deducted. No refunds will be made after this date.
• The invoice must be paid within 14 days after receipt of the invoice. Otherwise, the order will be cancelled.
• Proof of insurance must be provided upon request. Exhibitors are requested to have a rider on their current insurance policy to cover loss of, theft of, or damage to their exhibit or other personal property while it is located at or is in transit to or from the conference venue.
• The exhibitor shall indemnify the Centre de Congrès Pierre Baudis, Copernicus GmbH, and Europlanet AISBL, rendering them and their representatives innocent, against complaints, suits, or liabilities resulting from negligence of the exhibitor in connection with the exhibit's use of display space.
• The Centre de Congrès Pierre Baudis, Copernicus GmbH, and Europlanet AISBL are not liable for loss, damage, or theft, through any cause, of goods, hand-carried items, exhibits, or other materials owned, rented, or leased by the exhibitor.
• Personal effects, promotional material, and other small, easily removable valuable items should not be left unattended.
• In no event are the Centre de Congrès Pierre Baudis, Copernicus GmbH, and Europlanet AISBL liable for incidental, consequential, special, indirect, or punitive damages for any harm arising from or related to the use of exhibit space under the contract agreement.
• No nails, screws, or other fixtures may be drilled into any part of the premises, including the floors. Nor may any part of the premises be damaged or disfigured in any way. Should any damage occur, the exhibitor will be invoiced for repair charges incurred.
• Exhibits in the rented exhibition space must be set up to not disturb neighbouring exhibition spaces acoustically or visually and to avoid the creation of any obstruction within the spaces or aisles. This also applies to presentations and demonstrations by the exhibitor and the gathering of participants at the exhibition space.
• The Europlanet AISBL reserves the right to reject exhibitors/sponsors. In such a case, a respective rejection notification will be sent in a timely manner.
• To avoid the spread of infections and to guarantee a safe conference for all participants, all exhibitors and their staff must agree to strictly follow the hygiene code of EPSC2027 and the rules stated at the time as issued by the Centre de Congrès Pierre Baudis, the Europlanet AISBL, and Copernicus GmbH. These regulations and the hygiene code might be adjusted several times, including at short notice until just before the conference starts. Under these considerations, onsite participation is risking the exhibitor and their staff. Neither Copernicus GmbH nor the Europlanet AISBL, nor the Centre de Congrès Pierre Baudis, nor any company providing services for the onsite conference can be made liable for any possible infections, resulting damages to the attendee's health, or any subsequent suffering an attendee might experience.
• The contact details of exhibitors and their staff will be recorded for possible contact tracing and must be passed on by Copernicus GmbH to the French authorities in the event of an emergency.
• Possible adjustments to the French requirements for the large event participation and/or the EPSC2027 hygiene concept might lead to a situation where either an exhibitor is forced to cancel their on-site participation or Copernicus GmbH, as event organizer, is forced to cancel it. For such late cancellations due to French travel and/or event regulations, Copernicus GmbH will reimburse the exhibitor's gross rental fee without an additional cancellation fee. Copernicus GmbH and Europlanet AISBL would not be liable for any subsequent claims for any other reimbursements (e.g., travel or accommodation costs of exhibitor staff members).
• Due to the unpredictable circumstances, Europlanet AISBL and Copernicus GmbH may be forced to cancel the on-site part of EPSC2027 at short notice and turn the conference into a virtual one. In such a case, exhibitors will receive reimbursement for the paid space rental fee. However, in this case, Copernicus GmbH and Europlanet AISBL would not be liable for any subsequent claims for any other reimbursements (e.g., travel or accommodation costs of exhibitor staff members).
• All catering must be provided by the Centre de Congrès Pierre Baudis. Refer to the catering order form in the linked Exhibitor Guide.