Exhibition Technical Manual

Each exhibitor/supporter has received an e-mail with login details to access the Portal.

The Portal enables Supporters and Exhibitors to:

• Submit Company logo and profile
• Order exhibitor badges
• Order Lead retrieval (Badge scanners)
• Submit booth drawing (for “Space Only” booths)
• Submit other deliverables as per contract

To access the Portal, please click here

Important Notes:

• The login details have been sent to the person signing the contract. This person is responsible for passing on the login details to a third party if needed.
• Access to all Portal services will be available only after submission of your company profile and logo.
• Only deliverables as indicated in your contract, should be submitted via the Portal. Items not included in your contract will not be processed.

EXHIBITION TIMETABLE

The timetable is subject to possible changes in accordance with the scientific program.

Important Information

• Empty crates and packaging material must be removed after set-up and no later than Monday, 12 October at 22:00. All aisles must be clear of exhibits and packaging materials to enable cleaning at all times
• Dismantling of the booths before the official closing of the exhibition is not permitted.
• It is the exhibitor’s responsibility to dispose of all materials after dismantling.
• Any equipment, display aid or other material left behind after Thursday, 15 October, at 23:59 will be considered discarded and abandoned.
• Any charges incurred for waste removal will be sent to the exhibitor.
• Construction and dismantling work may only be carried out in compliance with all applicable occupational safety and accident prevention regulation. Exhibitors/ customers and all companies contracted by them must ensure that no other persons present on the site are endangered during construction and dismantling work.

Welcome Reception at The Exhibition Area

You are cordially invited to the Welcome Reception that will take place in the Exhibition Area on Tuesday, 13 October, from 17:30-19:00. Exhibitors are asked to please attend their booths during this time in the Exhibition Area.

Blackout Policy
We kindly requests that all Congress supporters (sponsors, exhibitors, special interest groups and
other stakeholders) respect the WSAVA blackout policy and refrain from holding organized meetings or events during the annual meeting scientific programme.

Exhibitors must receive permission to hold any educational or social event (of any kind) taking place in Warsaw, Poland during the WSAVA Congress dates (October 13–15, 2026).

Exhibition Floor Plan

The floor plan has been designed to maximize the partners’ exposure to the delegates.
For most updated floor plan and list of partners, please click here

List of Exhibitors

Please see all the Exhibitors listed Click here

You can check the congress Interactive agenda here

 Exhibitor Representative Badge

• Each exhibiting company is entitled to free exhibitor badges. The amount of free exhibitor badges is stated in your contract and determined by your booth size.
• Two exhibitor badges will be given for each 9 sqm booked.
• Any additional exhibitors will be charged an exhibitor registration fee of 150 EUR.
• All exhibitors are required to be registered and will receive a badge displaying the personal full name and the exhibiting company name.

Additional badges can be ordered via the Kenes Exhibitors portal.

If you need any assistance, please contact us at:  reg_wsava26@kenes.com

All personnel are required to wear badges to access the Exhibition. Company representatives not wearing their badges will not be allowed to access the Exhibition. Company name badges are for the use of company personnel for Booth manning purposes and should not be used by companies to bring visitors to the Exhibition.

Exhibitor badges will not be mailed in advance and may be collected from the onsite registration area, from 13 October.

K-Lead Application (no device is included)

What is K-Lead App

Lead Retrieval systems are a helpful tool for receiving participants’ contact information when they visit your booth or attend your symposium. The information obtained by lead retrieval system enables Exhibitors and symposium to enhance their database by securing valuable leads for further marketing and communication.

How does it work?

Exhibitors and supporters can download the “K-Lead” app onto their own smart phone or company tablet and transform their device into an instant, easy lead retrieval system and capture participants’ full contact information with a quick scan of their badge (Exact operational guidelines will be shared in due course).

The advantages of the “K-Lead” application:

• Effortless process using registration badge barcode.
• Allows to immediately view the leads information.
• Ability to insert exhibitor’s comments for each lead
• Ability to quickly scan delegates as they enter the session hall by using the “Quick Scan” function
• Application is available for download from Apple store or Google play: “K-Lead App”.

Cost

Cost per license – 750 EUR (4% credit card charges fees, excluding VAT if applicable) device is not included – Order deadline is Monday, 28 September

How to place an order?

To order “K-Lead” Application, please access the Exhibitor’s Portal https://exhibitorportal.kenes.com

Login details to the Portal have already been sent to the primary contact listed in our system upon signing the sponsorship agreement.

Unlock the Power of K-Lead Plus: 

• Automated Follow-up Emails: Immediately after scanning, send personalized emails to every lead. Make every connection count without lifting a finger! 

• Tailored Email Customization: Craft the perfect message with customizable subject lines, email content, and signatures. Attach PDFs to add a polished, personal touch that stands out. 

• Timely Engagement: Say goodbye to the hassle of manual follow-ups. K-Lead Plus handles it by sending tailored emails right after each scan, keeping your brand top of mind. 

• Trackable Insights: Monitor how your emails perform with engagement metrics. Learn what works and refine your strategies for maximum impact, ensuring you’re always improving. 

• Compatibility: K-Lead Plus requires at least one K-Lead license purchased. 

Cost for K-Lead Plus: EUR 350

Key Notes for K-Lead and K-Lead Plus: 

• Device Not Included: The application must be installed on your personal or company device (tablet/smartphone). 

• Reliable Data: Participant badge barcodes carry contact details as provided by registrants or their agencies. Note: Group registration may contain generalized information. 

• Content Responsibility: Information content is managed by the registrant or their agency, not Kenes Group or the Organizing Committee. 

• Easy Reservation: Secure your Wireless Barcode Reader by returning the completed credit card form. 

• GDPR Compliance: We’ve updated our privacy policy in compliance with GDPR. Your personal data won’t be shared without consent. Presenting your badge for scanning implies consent to share your details. 

• By purchasing the K-Lead and the K-Lead Plus, Exhibitors and Sponsors agree to Data Processing Agreement

How to order K-Lead and K-Lead Plus? 

Please access the Exhibitor’s Portal https://exhibitorportal.kenes.com  

Venue
Warszawskie Centrum EXPO XXI 
Ignacego Prądzyńskiego 12/14, 01-222 Warszawa, Poland 
Tel: +48 22 256 7100
Website

Exhibition Area: Hall 1 and Hall 4, Ground level

For most updated floor plan and list of partners, please click here

Floor type: Granit, Gray

Hall 1 Technical Details please click here

Hall 4 Technical Details please click here

Access to EXPO XXI by Public Transport click here

Electricity, Water, and Internet Connections

Both exhibition halls are equipped with a system of utility channels distributed evenly and running parallel to the longer side of the halls. These channels are used to provide access to electrical and utility services and are equipped with:

• Electrical connections
• Water supply and drainage
• Telephone and internet connections

It is important to verify your utility requirements with us in advance, as the location of the channels may vary depending on the position of your booth and your specific service needs.

Protection of the Exhibition Hall
Exhibitors and stand builders are responsible for ensuring that the exhibition hall floor and facilities are left in the same condition in which they were found.

Any damage to the floor, walls, facilities, or venue infrastructure, as well as any soiling that cannot be removed through normal cleaning procedures, will be charged to the exhibitor or stand builder responsible.

Raised Floor / Platform 

• Please note that if your booth has a platform with height that exceeds 4.5cm, a ramp must be provided to ensure accessibility for persons with disabilities.
• The platform sides must be closed and finished neatly.
• The platform edges must be safe, secured and easily visible.
• Exhibitors must notify the organizer and the venue if they intend to install a raised floor or platform within their booth space (when submitting booth drawings for approval). This notification is essential as services such as electricity, Internet, etc. are mostly provided through floor-based cabling. Raised floor or platform installation must be scheduled after the completion of relevant cabling work. Once the floor is installed, we will NOT accept any additional service requests that require placement beneath the raised floor.

Shell Scheme booth which has been pre-booked with Kenes includes the following:

• Walling – Octanorm system, 970mm X 2480mm high
• Company name on Fascia board printed in standard black & white lettering
• Vertical side fascia with WSAVA logo and booth number on top
• Electricity – 1KW twin electrical outlet (consumption included)
• Spotlights - 2 per booth
• Carpet - Dark Grey
• Furniture package: 1 rectangular table (122cmW X 60cmD X 74cmH), black tablecloth, 2 black chairs
• Small black waste bin

 Booth Package does not include:

• Stand cleaning
• Graphic

Graphic and stand cleaning can be ordered via Total Expo webshop.

For shell scheme booth image click here

For shell scheme and furniture specs click here

Fascia Sign

The standard fascia lettering is black and white. If you would like to print your company logo on the fascia board, in place of or in addition to your company name, or have custom graphics printed on the fascia board, this can be ordered at an additional cost through the official stand contractor.

Important Guidelines for Shell Scheme Booths 

• All basic shell scheme booths will be designed and built by Total Expo– the official stand contractor.
• Exhibitors are not allowed to make any alterations to the structure of the booths or remove any integral parts from the booths. Exhibitors wishing to remove or change the location of any standard equipment within the shell scheme booth should indicate clearly on the location plan and forward it together with clear instructions to the official stand contractor and the Exhibition Manager before Friday, September 11.
• No free-standing stand-fitting or display(s) may exceed a height of 2.5m or extend beyond the boundaries of your booth. This includes company names, advertising materials, flags and logos provided by the exhibitor.
• It is not allowed under any circumstances to cut, nail or drill into or through the walls, facia, floor or ceiling.
• Please do not use any adhesive products that may leave marks or cause damage to the panels and booth structure. Booth must be returned in the same condition in which it was received. Any damage to booth structure will be invoiced to the exhibitor.
• No painting is allowed, no usage of nails or screws.
• Double sided tape can be used to affix lightweight items as long as it does not leave mark or cause damage to the panels and booth structure. Velcro can be used as well (male & female).
• It is possible to use fishing line (nylon) to hang pictures etc.
• A back wall of a booth (any booth type) cannot be used by other exhibitors.
• The shell scheme comes with dark blue carpet. If the exhibitor wishes to have a carpet in a different color, an additional fee will be required. Please contact the official stand contractor for more information.
• Excess stock, literature or packing cases may not be stored on, around or behind booths, unless contained within a lockable storeroom.
• Electrical switchboards have to be reachable, and the Exhibitor has to switch off the booth lights at the end of the day.
• Exhibitors requiring additional equipment may visit the order form and catalogs or contact the official stand contractor – as per published deadlines (see the “Deadlines & Key dates” and “Booth Services” sections for more information).
• To place online orders you will be required to enter to the Total Expo Webshop

Exhibitors with space-only booths are required to submit the following items for approval via the Kenes Exhibitor Portal no later than Monday, 7 September. If your booth includes rigging, the rigging plan must be submitted by Tuesday, 1 September.

Please submit:

• A scaled booth drawing (DWG format, scale 1:200), including elevation views of the proposed stand.
• A list of all electrical appliances requiring power connections.
• Details of any other utility connections required. Please note that such connections are subject to availability and must be confirmed with the Exhibition Manager before submitting the stand design.
• The name and contact details of your stand construction company (stand builder).

Please submit the files through the Kenes Exhibitor’s Portal: Click here

Build‐Up Height

The maximum building height for the top of all elements is as follows;

• Maximum height of structures from the ground: 5 m
• Separation partitions (between stands) – maximum height: 4 m
• Maximum height for rigged banners: 6 m (measured from the floor to the top of the rigged banner)
• Lighting trusses –maximum height: 6.5 m

–  Shell scheme booths build up height is 2.5 meters

Exhibitors who will have booths higher than the maximum permitted height will not be allowed to set-up their booths.

Design Guidelines:

• All exhibits are to be displayed to avoid blocking aisles, obstructing adjoining booths, or damaging the premises. Exhibition material that is placed outside the booth will be removed at the exhibitor’s expense.
• Exhibitors are kindly requested to allow sufficient see-through areas that ensure clear views of surrounding exhibits. Entire sideway walls will not be approved
• Island booths should be partly accessible on all “open” sides. You are only allowed to build walls that cover up to 50% of each side. We try to keep the exhibition as open and inviting as possible. Wall construction alongside aisle must be approved by Kenes, max 50% of side to side may be covered.
• Construction finish must be perfect in all the booth’s visible areas, including rear sides and booth ceiling. Please be aware that your booth will be visible from the upper levels, Therefore, we kindly request that you pay close attention to the construction of the top of your booth.
• Raised floor/platform: please note that if your booth has a raised floor/platform above 4.5cm high, you are required to provide a RAMP or sloped/ramped edging for handicapped access. The platform sides must be closed and finished neatly. The platform edges must be safe, secured and easily visible. Note: if your booth has a sloped edging around its entire perimeter, a separate ramp is not required.
• Prior to booth floor installation, exhibitors or stand builders must verify that the utilities provided by the Official Contractor (electricity, wired internet, water etc.) are located in the appropriate positions. Access to service points, water tramp, and electricity tramp is mandatory when a floor is installed; please ensure these points remain accessible. Once the floor is installed, we will NOT accept any additional service requests that require placement beneath the raised floor. Please notify the organizers and Total Expo, along with submitting the drawings for approval, if your booth requires a platform. Additionally, inform us of the scheduled platform setup (date and time). Without this crucial information, Official Contractor will be unable to provide the requested services, and the prepayment will not be refunded.

• Any part facing adjacent booths  (back-to-back wall) needs to be designed with neutral tones (preferably white). The backwalls (reverse side) of any booth that is adjacent to another booth – must be nicely finished, free of exposed wiring, graphics, or logos, to maintain a clean and professional appearance.
• Advertising on the boundary with other booths is prohibited.
• Multilevel structures are not permitted.
• Arches, bridges or similar construction connecting two or more booths are not permitted.
• For the safety of all attendees and exhibitors, all temporary structures, exhibition stands, installations, special exhibits, and advertising displays must be designed and constructed to ensure their stability and prevent any risk to public safety or harm to life or health.
• A back wall of a booth (including shell scheme booths) cannot be used by other exhibitors.
• The maximum building height for the top of all elements in the booths is according to the maximum build up height mentioned on the plan.
• Ceiling Rigging is permitted. For a price quote and approval of rigging plan, please contact TOTAL EXPO and send them your rigging plan by Friday, September 4th at: info@wearetotalexpo.com
• Booth Ceiling -Please note that it is not allowed to cover stands.
• Special care must be taken to ensure that the visitors will be inside the booth and not standing in the aisle. For example:
  • • Screens or any kind of equipment to be shown or demonstrated may not be placed directly on the edge of the stand contracted in order to ensure that the visitor viewing the screens/equipment will be inside the booth and not blocking aisle traffic.
    • Any counter, desk etc. or device (i-pads, touch screens etc.) which attract visitors may not be placed immediately at the borders of the booth facing the aisles (there should be a reasonable distance from the edge of the booth).
    • Coffee bars or other F&B-stations must be inside the booth area to ensure that the visitors are standing and queuing up inside the booth area and not standing in the aisle.

Kindly note:

• The organiser will not approve booths that do not comply with the accepted standards until the necessary changes have been made.
• Work cannot commence until the booth drawings are approved by the organiser.
• The used space must be returned to the venue completely clear of all items and restored to their original state.
• We recommend exhibitors using independent stand contractors to include a site visit in the planning process to assure a smooth and well planned set up. Please contact Dariusz Rynkun at: dariusz.rynkun@expoxxi.pl to coordinate a visit.

Electricity and Electrical Installations for “Space Only” booths

According to the regulations, the electrical installations for the exhibition will only be connected to the power supply after being checked and approved by the official contractor. Only the official contractor is authorized to provide the electrical switchboard for the power points.

It is essential that exhibitor give the power needed in the stand. Damage caused to the mains or to the specific point by these connections is the sole responsibility of the exhibitors.

Shell scheme booths package includes 1KW twin electrical outlet (consumption included).

Please Note:

• Electrical switchboards provided by the venue cannot be manipulated, adjusted, or damaged. The cost of a damaged electrical box will be charge to the company who has ordered it.
• Both exhibition halls are equipped with a system of utility channels distributed evenly and running parallel to the longer side of the halls. These channels are used to provide access to electrical and utility services.
• The EXPO XXI staff is authorized to unplug the whole booth electrical installation if they detected that it is not properly done, with a possible danger.
• Exhibitors may bring their own electrical distribution board for use at their stand, provided it complies with local regulations and safety standards.
• Please note that power to the stands will be switched off after the exhibition closes each day. If you require a 24-hour power supply to your booth, this must be ordered in advance via the Total Expo Webshop.

International exhibitors are kindly reminded that standard European power sockets are used. If required, power adapters and conversion equipment can be rented via the Total Expo Webshop. 

Deadline: Friday, September 11

Internet 

Wired internet and Wi-Fi connection is exclusive to Kenes – please Contact us for placing your order.

Please contact Hanna Safier at hsafier@kenes.com

Important notes:

• Please be advised the Private Wi-Fi networks installations in the stand is not allowed.
• The Venue and the organizers reserve the rights to discontinue any activity which interfere with the hall Wi-Fi coverage.
• The Venue and the organizers must be informed in advance when the stand has a platform as well as the scheduled set-up day and time due to internet foundation.

Complimentary Wi-Fi will be provided by the congress during official congress days at most areas.

This public Wi-Fi connection is limited for basic web browsing or checking emails. Should you have any internet-based feature/device/activity at your stand (for example: product demonstrations), we strongly recommend ordering a dedicated internet connection for your stand (wireless or wired connection) to guarantee a consistent internet connection inclusive of technical support.

Note regarding technical support: we will ensure that the service you purchased is functioning as it should, however we cannot troubleshoot or repair issues with client-provided equipment.

Booth Cleaning

• The organizers will arrange for general cleaning of the exhibition premises prior to the opening of exhibition and daily prior to opening thereafter (excluding exhibit booths and displays).
• Waste disposal is included in booth rental fees and will be handled by Total Expo.
• If you wish to hire cleaning for your booth please see details below.

Total Expo Webshop

Deadline: Friday, September 11

To place online orders you need to create an account at the Total Expo Webshop.

Security

Please do not leave any bags, boxes, suitcases, or any type of product unattended at any time, whether inside or outside the exhibition area.

Neither the EXPO XXI Warszawa nor the organizers can accept responsibility for the security of the stands and their contents. The venue, as well as the organizers are not liable for any possible loss, theft and/or damage occurred during the rental period of any private property or goods. Exhibitors are fully responsible for the security of their stand and equipment.

Hostess and Manpower 
TBA

Tel: +49 89 998209580
E-mail: info@xxx
Website: xxx

Booth Catering

Please note that you may bring your own food & beverage samples and branded bottles of water to serve at your stand. Bringing your own Barista is also permitted.  Additional catering services can be ordered via the official caterer: Belveder catering.

Please Note:

- Orders must be placed before Friday, September 11

- Late orders will only be accepted subject to availability and will be charged at the late order rate.

- Late Orders and Onsite orders will incur xx% surcharge.

Exhibitors who wish to order food and beverages for their stand are welcome to do so directly with the Caterer.

You can contact Belveder catering: 
Tel: +49 89 94924 200
Email: maja.kurowska@belvedere.com.pl
Website:https://belvedere.com.pl/en/home-page/

Storage

As the venue has no storage facilities, no deliveries will be accepted PRIOR to the Congress.

Merkur offers advance shipment to their warehouses in Germany. Information can be found in the shipping instructions found HERE.

Storage of empties - Empties should generally be stored directly with Merkur.

We are delighted to offer you an exciting opportunity to maximize your visibility and engagement at WSAVA 2026 with 1:1 Meeting Scheduler, our new smart meeting scheduling feature.
With 1:1 Meeting Scheduler, you can:
Enable delegates to book one-on-one meetings directly with your team.
Increase onsite traffic and strengthen your brand visibility.
Highlight your key projects to attract the right audience
Connect with attendees genuinely interested in your company and projects.
Manage all your meetings easily through the Exhibitor Portal.

Don’t miss out! As this is our first launch, we’re offering 1:1 Meeting Scheduler at a reduced price for this year only. Take advantage of this exclusive opportunity to
connect, engage, and grow your impact at WSAVA 2026.
All you need to do is to login to the Exhibitor Portal and Order .
Link to access the Portal https://exhibitorportal.kenes.com

Launch Offer: 750 EUR

Launch Offer: 750 EUR

Access to the exhibition area

The delivery and removal of materials and goods for the exhibition stands should be coordinated with Merkur.

Access for Deliveries:

Warszawskie Centrum EXPO XXI Sp. z o.o.
ul. Prądzyńskiego 12/14, 01-222 Warszawa

Please be advised that neither the Organizers nor the venue can accept deliveries on an exhibitor’s behalf and arrangements must be made for a stand/company representative to be available when deliveries are made.

Address for deliveries during set-up, event and dismantling:

Merkur will receive shipments at the exhibit facility from Sunday, 11 October 2026.

Shipments arriving before this date may be refused by the facility.

Any charges incurred for early freight accepted by the facility are the responsibility of the Exhibitor. Certified weight tickets must accompany all shipments.

Please note:

All materials received by Merkur are subject to Material Handling Charges and are the responsibility of the Exhibitor. This also applies to items not ordered through the Official Show Vendors. Refer to the material handling form for charges for the service working hours, will not be accepted.

As a courtesy to the delegates and your fellow exhibitors, deliveries or the removal of any equipment to or from stands must be made 30 minutes before or after exhibition opening hours.

Please note:

The use of fork trucks, pallet jacks, lift gates or any other mechanical equipment is not permitted by anyone other than Merkur.

Truck Parking

Parking of trucks is permitted only during set-up and dismantling. The cost is 4 PLN/hour

At WSAVA 2026, we are dedicated to incorporating sustainable practices and initiatives that extend beyond mere slogans and lead to tangible accomplishments.

The Shipping Instructions include the following information:

• • Shipping Instructions - Click here 
  • Tariff and Handling 
  • Labels

Delivery & Logistic Services

Merkur has been appointed the official forwarding agent and clearance agent for this Congress and offers the following services: customs clearance, delivery to the stand, freight forwarding, manpower & trolleys for un-loading/loading during build-up and dismantling, storage of empty crates, transportation to and from the Exhibition Hall.

For security, insurance, and efficiency reasons, Merkur is the sole official agent to handle cargo inside the venue.

Booth builders are prohibited from using trolleys during set-up and dismantling periods.

Kindly note that the official agent is the exclusive agent for move in and move out of the venue.

Exhibitors and Booth builders are free to deliver their goods or to pick their goods up from outside the venue. Those who use their own facilities up to the venue are requested to coordinate their time schedule and unloading of their cargo into the venue with the official logistics agent.

Insurance of Goods

All cargo should be insured from point of origin.

Exhibition Goods and Display Materials

Please Note: All advanced shipments and deliveries to the Merkur warehouse, including by courier, must be coordinated with Merkur.

Shipping instructions and tariff coming soon.

Freight Handling & Customs Clearance Agent

Merkur Expo Logistics GmbH

Email: patricia.zintel@merkur-expo.com 

Name: Patricia Zintel

Tel: + 49 (0) 170 2229525

Shipping Instructions - Click here 

Booth construction \ Furniture & Accessories \ Electricity & Lighting\ Plants\ Flooring & Carpet \ Graphics & signage \ AV & Screens
Total Expo Limited

Duncairn House, 14 Carysfort Avenue,
Blackrock Village, A94 D4E1
Jennifer Walsh
Tel: 01 913 3032
Mobile: 086 811 1926
Email: jennifer@wearetotalexpo.com
Website: www.wearetotalexpo.com
 
To place online orders, you will be required to enter to the Total Expo Webshop

Deadline: Friday, 11 September

Internet
Kenes - Hanna safier
Tel: +972 54 6787820
E-mail: hsafier@kenes.com

Hostesses & Temporary Staff Hire 
TBA

Freight Handling & Customs Clearance Agent
Merkur Expo Logistics GmbH
Patricia Zintel
Email: patricia.zintel@merkur-expo.com
Tel: + 49 (0) 170 2229525

For shipping instructions please click here
Click here to see all the Labels for Shipping (use the one you need)

Catering Services
Belvedere Catering

Tel: +48 22 55 86 700 ext. 202
Email:catering@belvedere.com.pl
Website:https://belvederecatering.pl/

Order deadlines set by the congress vendors, can be found on the web shop.

Orders placed after the deadlines are subjected to surcharges.

Rules and Regulations -Binding for all exhibitors and their subcontractors

 Exhibition terms & Conditions

The Terms and Conditions of exhibiting are included in the Online Prospectus and can be found here (TERMS AND CONDITIONS). Please note that signing of the BOOKING ​​FORM AND CONTRACT indicates acceptance of these Terms and Conditions. The Exhibition Booking Form will be held as a valid liable contract, by which both parties will be bound.

Animals
It is not permitted to bring animals into the venue.

Build-Up & Dismantling Period

• During the period of build-up and dismantling, it is prohibited to consume alcoholic beverages in the working area as well as to perform work under the influence of alcohol, drugs or any other type of substances that could alter the perception of risk.
• The Partners and contractors are required to wear the necessary personal protective equipment (PPE) such as protective helmets, eye protection, and hand protection required by the specific work activity.
• The use of cutting machines, welding machines, sanders and a spray gun is strictly forbidden.

Health & Safety

• It is the responsibility of the booth holder to ensure the health, safety and welfare of all employees, contractors and visitors as far as is reasonably practicable throughout the event.
• It is recommended that the booth holders appoint a supervisor for the booth, with the specific responsibility for ensuring the health & safety of their staff.

Children
No person under the age of 18 years can be admitted to the Exhibition Area, either during build‐up, opening days or breakdown. This rule also applies to Exhibitors’ children and must be strictly enforced to comply with the safety regulations of the Exhibition Area.

Compressed Gases
Use of compressed gases is not allowed.

Damage to the Building
Boring, screwing, nailing, or the use of paint, glue, adhesive stickers, fixtures of any kind or anything that can damage the structural elements of the building (floor, walls, ceiling, pillars, etc.) are not allowed. In case of damage of the facilities, the cost of repair or replacement will be charged to the exhibitor.

Disposal of Material
It is obligatory to collect and dispose of all material during the build-up or dismantling of the event.
When the dismantling period is over, the exhibitor loses any right to claim losses or damage to property left behind.

Any costs incurred by the builder and venue in removing this property will be charged to the exhibitor.

Fire Safety Requirements

• Material and fittings must be non-flammable or impregnated with fire-retardant chemicals.
• As a general rule, easily inflammable synthetic substances, foam polyester, and no fireproof straw and reeds are prohibited.
• Storage paint liquids, gas or other inflammable substances in the booth space is forbidden.
• The use/storage of inflammable substances is forbidden (liquids, gas or other). For any doubt for these substances contact the organizers, or the venue.
• Exhibitors are prohibited from covering displays with drop cloths, sheets, table cloths or other non-flame resistant material.
• All exhibitors and stand builders must ensure that all materials used in the construction, decoration, and furnishing of their stands comply with applicable fire safety regulations.
• A valid fire-retardancy certificate (fire certificate) must be available for all materials used within the stand and must be provided upon request by the venue, organizers, or relevant authorities.

Smoke
It is not permitted the operation of any machine in the Engagement Area that emanate fumes, gases or steam, or any item or device that generates or contains flame.

Hanging of Posters, Banners etc.
Hanging of posters, banners or decals, stickers, or similar items, on the walls, floors, ceilings, or pillars within or outside the installations of the venue are not allowed.

Insurance (compulsory)

• Exhibitors are required to take out appropriate Insurance. Third part liability insurance is obligatory. It remains the Exhibitors full responsibility to insure themselves appropriately.
• Neither the organizers nor the venue, their representatives or agents will be held responsible for any loss or damage to exhibitor’s property. Exhibitors must take precautions to protect their property against pilferage.
• The organizers do not provide insurance for exhibitors and their property. The exhibitor is responsible for his property and person and for the property and persons of his employees through full and comprehensive insurance and shall hold harmless the organizers for any and all damage claims arising from theft and those perils usually covered by a fire and extended-coverage policy. Therefore, you are obliged to have a public liability insurance that covers all injuries to persons and damages that might cover in connection with the exhibition.
• Exhibitors are personally liable for all expenses incurred by the organizers or by third parties in regard to technical services provide.
• We also recommend that you have additional coverage against loss or damage to exhibition material during transport and during exhibition times. Please make arrangements for insurance coverage through your company’s insurer.

Liability

• Exhibitors are responsible for all property damage as well as any loss or injury caused by their property, agents or employees. Companies will indemnify the organizers against all claims and expenses arising from any damages.
• If for any reason whatsoever the Exhibition needs to be abandoned, postponed, or altered in any way, either in whole or part, or if the organizers find it necessary to change the dates of the Exhibition, the organizers shall not be liable for any expenditures, damages or loss incurred in connection with the Exhibition.
• The organizers shall further not be liable for any loss which the Exhibition or Exhibition contractors may incur due to the intervention of any authority which prevents or restricts the use of the ICM or any part thereof in any manner whatsoever.

Sound equipment and Music

In general, the use of sound equipment/music in booths is permitted as long as the noise level does not disrupt the activities of neighboring exhibitors.
Speakers and other sound devices should be positioned to direct sound inward (to be contained within the booth) rather than outward (toward aisles and other exhibitor booths).
It is difficult to establish decibel level restrictions. If an exhibitor or attendee is standing within ~3 meters (10 ft.) of an exhibitor’s booth and cannot carry on a normal voice-level conversation, the noise source is too loud.

Further guidelines:

• Live music is not allowed.
• The organizers reserve the right to require the exhibitor to discontinue any activity, noise, or music that is too loud
• The organizers reserve the right to require the exhibitor to discontinue any activity, noise, or music that is deemed objectionable.
• Exhibitors are reminded that third party copyrights should not be infringed. The organizers have no copyright responsibility in respect of any exhibiting company.
  Proper dispensation must be obtained and any royalties due, paid prior to the use of materials.
• Should any copyright dispute arise, the organizers will not be liable for any resulting loss or damages, sustained by any exhibitor or third party.

Security

• Please do not leave any bags, boxes, suitcases, or any type of product unattended at any time, whether inside or outside the exhibition area. The organizers and the venue cannot accept liability for loss of or damage to private property or goods.
• Neither the venue, nor the organizers can accept responsibility for the security of the booths and their contents. The venue, as well as the organizers are not liable for any possible loss, theft and/or damage occurred during the rental period of any goods. Exhibitors are fully responsible for the security of their booth and equipment.

Personal Transportation Vehicles

Bikes, skates, electric scooter, and any personal transport by wheels are not permitted inside the building.

Promotional Activities

• All demonstrations or instructional activities must be confined to the limits of the Exhibition booth.
• Advertising material and signs may not be distributed or displayed outside the exhibitor’s booths.
• Advertising activities must not cause obstructions or disturbances in the gangways or at neighboring booths.
• The Exhibition Manager reserves the right to require the exhibitor to discontinue any activity, noise, or music that is deemed objectionable.

Smoking Policy

The venue operates a NO SMOKING policy anywhere inside the building.

Special Effects

Special effects lighting, live music, smoke and laser projection can’t be used in the booths.
No permission will be given for projection in the aisles or on the walls of the booths.

Waste Removal

• Exhibitors are responsible for the removal of all refuse/waste from the exhibition area. The used space must be returned completely clear of all items and restored to its original state.
• In case that exhibitors wish to leave any kind of waste material during set-up/dismantling, they should order a waste container in advance.
• Any discarded waste, including promotional material, left behind will be removed by the venue and/or the organizers at the expense of the exhibitor concerned.

The venue reserves the right to access inside the booth in order to check the compliance with the venue regulations.

Participation by exhibitors is dependent upon compliance with all rules, regulations and conditions stated herein.

Exhibitors are required to create an account in the Total Expo Webshop in order to submit their booth orders. The webshop can be accessed via the following link: https://ecpoeventorders.net

A User Guide for the webshop is available here: https://wsava-congress.org/wp-content/uploads/sites/24/2026/05/WSAVA26_Total-Expo_User-Guide-EO-2.pdf.

Deadline: Different deadlines apply for each service. Please refer to the deadlines table for full details.

The following services can be ordered via the ExpoSale Webshop: AV & screens, booth construction, customized stands, electricity & lighting, flooring & carpet, furniture & accessories, graphics & signage, and plants.