Exhibition Manual
Exhibition Manual
General Information
When and where is the 37th European Congress of Pathology taking place?
The 37th European Congress of Pathology is taking place from 6 – 10 September at the Austria Center Vienna (ACV) located in Bruno-Kreisky-Platz 1 in 1220 Vienna, Austria.
Where will the exhibition take place?
The technical exhibition will take place in Halls X4 and X5 of the Austria Center Vienna (ACV).
How can I access the floorplans for the exhibiton?
The official floor plans for the 37th European Congress of Pathology can be accessed via the below links.
A list of exhibitors with stand numbers is also available.
In case you are experiencing issues finding your space, please get in touch with the ESP Events Team at congress@esp-pathology.org.
What are the exhibition hours?
Saturday, 6 September 2025
20:00 – 22:00
Networking Reception
(It is recommended for all exhibitors to have their booths manned during the Networking Reception, which will take place in the exhibition area).Sunday, 7 September 2025
09:00 – 17:15
Exhibition OpenMonday, 8 September 2025
09:00 – 17:15
Exhibition OpenTuesday, 9 September 2025
09:00 – 15:30
Exhibition Open
Where can I find the exhibition help desk?
During set-up and exhibition opening hours the exhibition help desk will be located in the registration area of the Austria Center Vienna (ACV).
Who is the official logistics contractor for the 37th ECP?
DHL Trade Fairs & Events UK Limited has been appointed as the official logistics contractor for this event. As such, it is the only company providing:
- Handling
- Storage
- Customs clearance
There will be a strict handling schedule in place to ensure that all goods are handled to or from stands within a set time frame. Exhibitors and stand builders will need to apply to DHL for unloading slots prior to the event.
Important: Delays will occur for anyone attempting to deliver without a timeslot.
Where can I find the contact details of DHL Trade Fairs & Events UK Limited?
The contact details for the main representative at DHL Trade Fairs & Events UK Limited is listed below:
Contact Person: Mrs. Lucy Ireland
Address:
Unit 17 & 9,
2nd Exhibition Avenue,
N.E.C. Birmingham,
B40 1 PJ, United Kingdom
Phone: +44 7866 312 970
Fax: +44 121 782 4680
Email: lucy@dhl-exh.com
How can I get to the unloading area of the ACV when arriving with a truck?
Please see below an overview map for the ACV premises. You can access the ACV area either from the A22 or from Wagramer Straße.
More information is available on the following website.
What are the parking arrangements for trucks and vehicles?
For vehicles higher than 2 meters:
Parking spaces are available at Parking Lot West (located next to Gate 1) on a first-come, first-served basis until further notice.
Important:
- Parking spaces cannot be reserved and may be occupied at any time.
- Trucks must always be parked in the most space-saving manner.
- The contact details of the drivers (such as name and phone number) must be displayed on the front shield of the vehicle.
For vehicles lower than 2 meters (cars and other vehicles): Please use the Austria Center Vienna’s parking garages.
What are the night-time noise regulations?
It is imperative that all contractual partners, exhibitors, and other suppliers strictly comply with the night-time noise regulations.
Noise restrictions apply generally between 10:00 PM and 6:00 AM.
Outdoor loading activities on the Austria Center Vienna (ACV) premises must be completed before 10:00 PM or after 6:00 AM.
For more information on lorry driving bans, please refer to the following link: Lorry driving and overtaking bans.
What is the official currency of the congress?
The official congress currency is Euro (EUR).
What are the General Exhibition Conditions and Safety Rules?
All bookings via the application forms are legally binding. Companies must accept Appendix 1 – ECP Industry Guidelines and Appendix 2 – ECP Terms and Conditions as well as the Privacy Policy during the booking process.
We refer to the Technical Guidelines and General Information of the Exhibition Manual of the Austria Center Vienna (ACV) which can be accessed here: Exhibition Manual ACV.
What type of flooring is used in the exhibition hall?
Hall X4:
The floor is covered with asphalt and a grey sealing on top.Hall X5:
The floor is mainly made of wooden boards. It is recommended that exhibition spaces in this hall are carpeted, as the wooden surface can be sensitive.
Important Notes:
The tape used to fix carpet must be fully removable.
If non-removable tape is used or tape leaves traces, additional cleaning costs will be incurred.
What are the Statutory Rules and Regulations?
The sponsoring/exhibiting company is solely responsible for ensuring that all activities related to the use of the designated exhibit space, the content of any industry-sponsored symposium, advertising activities, and the overall admissibility of planned activities at the congress comply with all applicable laws and regulations in the jurisdiction where the congress is held.
It is agreed that ESP has no obligation to inform the sponsoring/exhibiting company of such legal provisions.
Badges
How many free exhibitor badges am I entitled to?
Exhibitors will receive free exhibitor badges for staff members based on their booth space:
6 sqm: 2 free exhibitor badges + 1 optional additional badge*
7 – 18 sqm: 3 free exhibitor badges + 2 optional additional badges*
19 – 30 sqm: 5 free exhibitor badges + 5 optional additional badges*
31 – 50 sqm: 6 free exhibitor badges + 9 optional additional badges*
> 50 sqm: 10 free exhibitor badges + 15 optional additional badges*
For Sponsors:
Premium, Major, and Main Sponsors will receive free exhibitor badges based on their sponsorship level (not booth size), upon request:
Premium Sponsor: 20 free exhibitor badges
Major Sponsor: 15 free exhibitor badges
Main Sponsor: 10 free exhibitor badges
Badge Collection:
Exhibitor badges can be picked up at the entrance area of the Austria Center Vienna (ACV) from 6 September 2025, starting at 7:00 AM.
To Request Badges:
Please email the Registration Office at ecp.registration@mondial-congress.com by 6 August 2025, including the requested number of badges. You will then receive an Excel sheet to fill in the names of the badgeholders.
Important Notes:
Badges cannot be transferred.
An exhibitor badge does not include participation in the scientific programme. If you would like to attend the scientific sessions, please refer to the Congress Registration section.
*Optional Additional Badges:
Extra exhibitor badges (as listed) can be ordered at EUR 180,00 per badge.
More exhibitor badges can be ordered at EUR 600,00 per badge.
These badges provide access to the exhibition, lunch, and coffee breaks, which will be provided in the exhibition area.
How many free congress registrations am I entitled to?
Sponsors and exhibitors are entitled to free congress registrations based on their exhibition space. This is valid only for full-paying exhibitors with a minimum of 19 sqm.
19 – 30 sqm: 1 free congress registration
31 – 49 sqm: 2 free congress registrations
> 50 sqm: 3 free congress registrations
Additional Registrations:
Persons wishing to participate in the scientific programme can register online at the applicable fees via the below button.
The registration counter for congress participants will be located at the entrance area of the Austria Center Vienna (ACV).
What are working passes and how do I get them?
During set-up and dismantling, working passes will be provided for your booth builders.
Pass Details:
The working passes are not personalized.
They are free of charge.
Valid only during set-up and dismantling times.
To request the required number of working passes, please email the ESP Events Team at congress@esp-pathology.org by 6 August 2025.
Collection Details:
Working passes can be picked up at the entrance area of the ACV from 5 September 2025, starting at 7:00 AM.
Sponsoring
How can I order additional sponsorship options?
For further information on additional sponsorship options (inserts, advertisements) please contact Sarah Berger at s.berger@esp-pathology.org.
Hotel
Who is the official housing agency, and how can I book my accommodation?
The official housing agency for ECP 2025 is MONDIAL CONGRESS & EVENTS, which offers a wide range of hotel accommodation for both groups and individuals.
MONDIAL CONGRESS & EVENTS has secured various hotel allotments, catering to all preferences and budgets, including options close to the congress venue Austria Center Vienna (ACV), in the city center, or with good access by public transportation.
To make a reservation, please visit: Hotel Accommodation – 37th European Congress of Pathology.
For Group Reservations:
If you are requesting accommodation for 9 persons or more, please send your request to: ecp.housing@mondial-congress.com.
For large allotment requests, please submit your requirements as soon as possible. Availability is limited, and offers will be sent based on availability. Rooms will be allocated on a first-come, first-served basis.
Stand & Booth
Is booth approval required?
It is the exhibitor’s responsibility to submit a drawing of the proposed stand construction (including both floor plan and elevation) for approval. This regulation applies to all self-constructed stands except for shell scheme stands.
Please note that constructing walls facing the main aisles is strictly prohibited!
To obtain approval, please contact the responsible ESP Exhibition Manager, Eva-Maria Heinrich, at congress@esp-pathology.org by 31 July 2025.
What are the stand construction guidelines?
Please refer to the General Information on Stand Construction in the Exhibition Manual of the Austria Center Vienna (ACV).
The construction and furnishing of the stand is at the exhibitor’s discretion, but must always adhere to the instructions of the Exhibition Manual and comply with legal regulations regarding safety, permitted furnishings, and overall appearance.
What is the load-bearing capacity?
Load-bearing capacity of the floor is 500kg/sqm in all areas.
What is the maximum permitted height for a booth?
Please adhere to the following height criteria for your stand:
Premium Sponsor: Maximum 6 meter height
Major Sponsor: Maximum 5 meter height
Main Sponsor: Maximum 4 meter height
Other stands: Maximum 3 meter height
If your booth is part of an island display with other exhibitors, please ensure that your back wall is covered to maintain a neutral appearance, especially if your neighboring booth is of a lower height.
To promote an open environment at the exhibition, only one-third of each side of your stand facing an aisle may be enclosed by a wall.
To order stand construction, shell schemes, or packages, please access the webshop of our partner “Standout” via the below button.
Order Deadline: 8 August 2025; after this deadline a surcharge of 25% will be incurred.
Will the booths be cleaned?
General Cleaning:
Aisle cleaning will be arranged daily by the venue, while exhibitors are responsible for proper waste disposal at their stands.
Booth Cleaning:
Stand cleaning must be ordered separately and will incur additional costs, including for carpeted areas.
Individual booth cleaning can be booked via the webshop of our partner “Standout” which can be accessed via the below button.
Order Deadline: 8 August 2025; after this deadline a surcharge of 25% will be incurred.
What does the stand rental include?
The stand rental includes the following:
- Net stand area
- Listing of your company name in the exhibitors’ list in the congress app and on the acknowledgement page on the congress website
- Minimum of 2 free exhibitor name badges
- Lunches and coffee breaks
Note:
Carpet, furnishings, and any stand constructions must be ordered separately through the respective supplier. Please refer to the “Additional Equipment & Services” section on this webpage.
What are the set-up and dismantling times?
Set-Up:
Friday, 5 September 2025: 07:00 – 22:00
Saturday, 6 September 2025: 07:00 – 16:00
Dismantling:
Tuesday, 9 September 2025: 15:30 – 22:00
What are the waste disposal requirements?
Exhibitors are responsible for correct and environmentally conscious waste disposal during the construction, duration, and dismantling of their stands.
Any materials left behind will be disposed of without assessing their value, at the exhibitor’s expense, and this may incur a higher charge.
For more information, please visit: ARA Waste Disposal Information.
Will the booths be marked?
The exhibition space will be measured out and marked with booth numbers for all exhibitors.
In case you are unsure about your stand position on-site, please contact the exhibition help desk in the entrance area of the ACV.
Where can I rent a shell scheme booth?
Please note that shell scheme booths are available only for 6, 9, and 12 sqm sizes. They include walls, carpet, one counter, one bar stool, a trash bin, and electricity.
If you require a shell scheme booth, please access the webshop of our partner “Standout” via the below button.
Order Deadline: 8 August 2025; after this deadline a surcharge of 25% will be incurred.
Additional Equipment & Services
Where can I order computer equipment?
Should you require any computer equipment, please access the webshop of our partner “H82” via the below button.
Order Deadline: 23 August 2025.
Where can I order electrical installations?
Should you require any electrical installation, please access the webshop of our partner “Standout” via the below button.
Order Deadline: 8 August 2025; after this deadline a surcharge of 25% will be incurred.
Where can I order flowers?
Should you require flowers and plants, please access the webshop of our partner “Standout” via the below button.
Order Deadline: 8 August 2025; after this deadline a surcharge of 25% will be incurred.
Where can I order furnishings?
Should you require furniture, please access the webshop of our partner “Standout” via the below button.
Order Deadline: 8 August 2025; after this deadline a surcharge of 25% will be incurred.
Is carpet required for my booth?
The exhibition hall and aisles will be carpeted. If you have not booked a shell scheme, please note that the carpet must be ordered separately.
We highly recommend ordering carpet for your stand. Please access the webshop of our partner “Standout” via the below button.
Order Deadline: 8 August 2025; after this deadline a surcharge of 25% will be incurred.
Where can I order catering?
The exclusive caterer for events and exhibitions at the Austria Center Vienna (ACV) is MOTTO Catering GmbH.
Should you have further questions regarding catering, please contact Astrid Poeckh at a.poeckh@mottogroup.at.
Order Deadline: 26 August 2025.
Where can I hire hostesses?
Should you require hostesses, please access the webpage of our partner “Easy Staff” via the below button.
Should you have further questions regarding hostesses, please contact Lisa Kuhnen at l.kuhnen@easystaff.com
Order Deadline: 20 August 2025. After that date an additional agency hour of 65 EUR will apply – depending on the effort.
Where can I order internet access?
Should you require internet access, please fill in the order form of our partner “H82” which you can download via the below button.
Order Deadline: 23 August 2025
Where can I order security?
To ensure the safety of your materials during the setup phase, ESP will be providing security personnel in both halls during the nights, starting from the first official setup day. This service will be offered at no additional cost to exhibitors.
Where can I order audiovisual equipment?
Should you require AV equipment, please fill in the order form of our partner “H82” which you can download via the below button.
Order Deadline: 23 August 2025
Are hanging and slings permitted?
Hanging and slings are not permitted in Halls X4 and X5.
Is insurance required?
Exhibitors are kindly asked to acquire sufficient insurance, such as public liability insurance, covering all injuries to persons and damages that might occur in connection with the exhibition.
It is also recommended that exhibitors take out additional coverage against loss or damage to exhibition materials during transportation and throughout the exhibition itself.
Austria Center Vienna and ESP shall not be liable for any loss or damage to exhibition materials.
Where can I order a water connection?
If you need water connections, please access the webshop of our partner “Standout” via the below button.
Order Deadline: 8 August 2025; after this deadline a surcharge of 25% will be incurred.
Are social activities allowed during the congress?
Sponsors and exhibitors are not permitted to organize any social or other activities during the official congress hours or during the hours of industry-sponsored symposia that would take attendees away from the congress venue.
Where can I order badge scanning services?
ESP offers the option to purchase a login token for the lead scanning app, ensuring secure real-time communication with our database.
Login Token Pricing:
- EUR 450 + VAT* per token (valid for one device throughout the duration of the congress)
- For access on multiple devices, additional tokens can be purchased at EUR 300 + VAT* each.
- Discounted package rates available:
- EUR 1,500 + VAT* for 5 devices
- EUR 2,500 + VAT* for 10 devices
*Belgian VAT of 21% applies.
App Features:
- After downloading the mobile app from the App Store or Google Play, users will be prompted to enter their login credentials.
- When scanning a delegate’s digital badge via the congress app, users receive the participant’s personal data as stored in our database.
- The app allows users to categorize scanned delegates, add notes, and generate a list of all scanned participants.
- A data export feature is also available.
If you would like to book the Scan App, please send an e-mail with the required number of login tokens to the ESP Events Team at congress@esp-pathology.org.
