Dates & Deadlines for sponsors & exhibitors

March 2026

Detailed Sponsor & Exhibitor Manual available, including floor plan impression and stand specifications.

As soon as possible

  • Book hotel accommodation via MECC Hotel Services.
  • If your booth space will host multiple entities, we recommend a maximum of four companies per unit due to space limitations. List any co-exhibitors in the Miscellaneous/Remarks section of your BSBF2026 Exhibition Portal App under ‘Update Contact Details’.

Before 2 May 2026

Discount codes will be distributed in time for the early bird period so attendees can register smoothly. Redeem your congress passes and dinner tickets using your registration codes.

Until 1 June 2026

Cut-off date for booth allocation. All bookings received by this date will be allocated according to the BSBF2026 floorplan philosophy. The floorplan for this allocation will be shared shortly afterward. Bookings after this date will receive the best available stand based on partnership level and submitted preferences.

Before 7 September 2026

(applies exclusively to booths booked before 1 June 2026)

  • Confirmation of the included booth construction and submit any customisation requests.
  • Order additional booth equipment via the official MECC Exhibitor webshop.

Late bookings

(7 September onwards)

Please note that late bookings may also include a late fee or surcharge (cut-off date and prices to be announced).

Per 25 September 2026

  • Final booth booking deadline. After this date, no new booth bookings are accepted. Late bookings may receive only available stands. Preference and customisation requests cannot be guaranteed after 7 September.
  • All files must be submitted to the official booth builder in a fully production-ready format no later than 2 October. Files submitted after this date cannot be guaranteed to be processed and may result in an unbranded or incomplete booth. Any consequences or additional costs arising from late submission will be the responsibility of the exhibitor.

Before 21 October 2026

  • Deadline for receiving deliveries at warehouse, via CEVA Showfreight (if booked).

On-site

  • Follow loading/unloading instructions at Gate 16/17.
  • Pick up badges at the registration desk.
  • All delegates ride Maastricht city buses free—just show your congress badge on any Arriva line to/from the city centre, central station, and MECC.