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ICT 2013 - Exhibition Guide

This is a guide on how to apply and what to expect when exhibiting at ICT 2013 in Vilnius.

Before applying:

  • Applicants should ensure that they have the required resources in terms of personnel, equipment and finance to participate in the exhibition;
  • Participants in current programs managed by the European Commission's Directorate General for Communications, Networks, Content and Technology could consult their funding authority before submitting an application in case of doubt of eligibility of re-funding.

 

What the European Commission provides to the successful applicants:

  • The space allocated to the exhibit. The standard size of a booth for a R&D project is between 6 and 9 square meters. In some cases this can be divided into smaller units. In exceptional cases a double stand can be allocated but it must be stated clearly in the 'very specific requirements' field in the proposal form;  
  • An information stand will be smaller than the exhibition stand;
  • Walls and construction elements;
  • Furniture (1 brochure rack, 1 cupboard with lock, 1 demonstration table and minimum 2 chairs);
  • Technical arrangements and infrastructure (1 LAN connection, Wi-Fi access, electrical power, lighting,...);
  • One poster identifying the project/company;
  • Free admissions to the conference, including lunches and receptions;

 

What the European Commission does NOT provide:

  • Supplementary Internet capacity (such as private secure Wi-Fi);
  • Equipment costs (e.g. PCs, rental of specific equipment if needed) -  you have to bring your own equipment;
  • Transportation costs for equipment;
  • Travel and accommodation costs for personnel. Please note that:
    • Stands must be staffed continuously during the three days of the exhibition;
    • You should also allow time to setup the stand beforehand and to dismantle the stand afterwards;
  • Insurance costs;
  • Any other costs associated with the stand.

 

Who can exhibit? 

  • Advanced research projects;
  • Research, technology and innovation projects with high-tech prototype demonstrators;
  • Companies demonstrating innovative products less than 2 year on the market;
  • Information stands about ICT-related activities without technology prototypes.

The exhibition will include a further two areas, which are not covered by the present call for proposals:

  • The Lithuanian National Pavilion:
    • Exhibitors for the Lithuanian National Pavilion are selected independently of this call selection process. However, exhibitors in this area could complete the exhibition form to provide details of the exhibit for publication. 
  • The European Commission stand.

 

How to apply online?

Step 1: Create an events profile if you do not have one.  If you are not sure whether you have an events profile or not, use the password reset page to recover your details;

Step 2: Once you have created your events profile log-in to the website and select 'Create a new Exhibition proposal';

Step 3: Enter the details of your exhibition proposal in the online form. You may work on your proposal in draft form as long as you wish, before finally submitting it;

Step 4: Preview your proposal and then 'submit' it when complete. You can edit your proposal even after you have submitted it up to the closing date. You must submit your proposal before the closing date - 7 June at 16h00. Otherwise, your proposal will not be eligible and will not be evaluated.

The Commission reserves the right to change any of the above without prior notification.