Exhibition and Sponsoring

EPSC-DPS2025 exhibition floor plan

The opening times of the EPSC-DPS2025 exhibition are as follows.
Monday, 8 September to Thursday, 11 September 2025: daily from 09:00 to 18:00.
Friday, 12 September 2025: 09:00–13:00.

There are two exhibition options: space and booth. Each exhibition space or booth has a dimension of 2 x 3 metres and comes with two chairs, electricity, access to the conference wifi, and two free exhibitor staff registrations.

• Exhibition space: Includes one poster board (122 x 193 cm, width x height), one table.
• Exhibition booth: Includes shells scheme structure, aluminium frame, white partition (wall height of 2.48 m including aluminium profile), fascia on open sides, 1-2 pc fascia print. In addition, the exhibition booth includes spotlights (3 pcs Arm-spotlight led 21w), carpet, electricity outlet 7A / 240V.

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

Set-up: exhibitors are expected to set up their display on Sunday, 7 September 2025, 13:00–15:30.

Dismantling: exhibitors are expected to take down their display on Friday, 12 September 2025, 13:00–17:30.

Supplier contacts

To order additional furniture and equipment for your exhibition booth, please contact our supplier, WS-Expogroup Oy LTD:

Download catalogue

WS-Expogroup Oy LTD
wsexpogroup@wsexpogroup.fi
wsexpogroup.fi

Please refrain from direct shipments to Finlandia Hall and refer to our suggested Forwarding Company instead:

Sponsoring

In addition, several sponsoring options are offered at EPSC-DPS2025, either together with an exhibitor space or as stand-alone package.

Booking

Book your booth(s) or sponsoring

Please note that a respective Copernicus Office user ID is necessary for the booking. If you do not have a Copernicus Office user ID yet, please create an account.

After having received your order, we will issue an invoice (linked to your Copernicus Office user ID) with payment instructions. You are asked to settle this invoice within 14 days by either credit card or bank transfer.

The order deadline for exhibition space is 15 July 2025, 13:00 CEST.

Terms & conditions

By renting exhibition space or booking sponsorship at EPSC-DPS2025, the exhibitor/sponsor accepts the following terms & conditions.

• Exhibitor guidelines of Finlandia Hall.
• 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 in the case of written notification prior to 15 of July 2025. 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 Finlandia Hall, 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.
• Finlandia Hall, 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 Finlandia Hall, 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 so as 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.
• In order 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 EPSC-DPS2025 and the rules stated at the time as issued by the Finnish authorities, Finlandia Hall, 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 at the risk of the exhibitor and their staff. Neither Copernicus GmbH nor the Europlanet AISBL, Finlandia Hall, or 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 Finnish authorities in the event of an emergency.
• Possible adjustments to the Finnish requirements for the large event participation and/or the EPSC-DPS2025 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 Finnish 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 EPSC-DPS2025 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 Finlandia Restaurant. Finlandia Restaurant has an exclusivity to all Finlandia Hall catering. All event catering, including exhibition stand catering, must be agreed with restaurant sales office. Please note that all event set-up and dismantling staff catering must be ordered prior the event. Telephone: +358 9 404 500 (Mon-Fri 09:00-16:00) E-mail: ravintola@finlandiatalo.fi