Sponsor and exhibitor manual
"Welcome to the BSBF2026 Sponsor and Exhibitor Manual. This document provides essential information regarding your participation in the upcoming Big Science Business Forum (BSBF), taking place from 27-30 October 2026, in the city of Maastricht, the Netherlands.
We greatly appreciate your support and partnership. This manual contains all operational and logistical information for your participation as sponsor or exhibitor. Please read the entire manual carefully to ensure a smooth and successful experience at BSBF2026."
General information
Dates
BSBF2026 will take place from Tuesday 27 October – Friday 30 October 2026.
Venue & Exhibition location
BSBF2026 will take place at:
MECC Maastricht
Forum 100, 6229 GV Maastricht, The Netherlands
Accommodation
MECC Hotel Services is the official housing partner for BSBF2026. They are happy to assist you in finding and booking your preferred hotel accommodation.
In close consultation with the organisation, hotels have been secured at competitive rates in Maastricht and the surrounding area. There are no extra costs, no reservation costs.
Due to the busy season in October, sponsors and exhibitors are advised to book accommodation as early as possible via the Hotel Booking platform.
Set-up, opening hours & dismantling
Exhibition timetable
Set-up times:
Monday 26 October 08:00 - 17:00
Tuesday 27 October 08:00 - 15:00
Exhibition schedule:
Tuesday 27 October 27 - Satellite meeting & 18:00 - 19:30
Welcome Reception
Wednesday 28 October - Conference Day 1 08:00 - 18:00
Thursday 29 October 29 - Conference Day 2 08:00 - 17:30
Dismantling:
Thursday 29 October 17:30 - 22:00
Additional Setup or Teardown Time
Additional time for setup or tear down of a booth will be approved on a case-by-case basis. Requests can be made by emailing exhibitors@bsbf2026.org.
All booths must be show-ready by Tuesday 27 October at 16:00 CET.
Registration & badges
Badges will be available for pick up at the registration desk.
The exhibitor badge is a full congress access pass, which includes:
- Admission to the opening ceremony, welcome drinks and farewell reception
- Admission to the exhibition and poster area
- Admission to the full conference programme (excluding congress dinner)
- Refreshments – coffee breaks and lunch, with coffee, tea, and ice water available throughout the day
All exhibitor registrations are non-transferable (i.e. the transfer of registrations between two persons is prohibited).
The number of free full congress passes and complimentary congress dinner tickets depend on the level of your sponsorhip:
| Level of sponsorship | Free full congress access passes |
Complimentary congress dinner tickets |
| Gold Sponsor | 8 | 4 |
| Silver Sponsor | 6 | 3 |
| Bronze Sponsor | 4 | 2 |
| Exhibitor | 2 | 0 |
Registration codes will be distributed as of March 2026 and can be redeemed through the general registration portal. Enter the code in the registration portal, at the designated ticket type, during registration to waive payment. For any questions, please contact info@bsbf2026.org.
Deadlines
Please make sure to carefully review the detailed 'Dates & Deadlines for Sponsors & Exhibitors'
as the timeline below provides only the key highlights.
Key deadlines at a glance
As soon as possible
Hotel bookings
Book hotel accommodation via MECC Hotel Services.
Hotel Booking platform
As soon as possible
Co-exhibitor names submission
To be listed in the Miscellaneous/Remarks section of your BSBF2026 Exhibition Portal App under ‘Update Contact Details’.
2026-05-02
Conference registration
Redeem your congress passes and dinner tickets using your registration codes.
2026-06-01
Cut-off date for booth allocation
All bookings received by this date will be allocated according to the BSBF2026 floorplan philosophy.
2026-09-07
Booth construction confirmation & customisation
Applies exclusively to booths booked before 1 June 2026.
2026-09-25
Final booking deadline
After this date, no new booth bookings are accepted.
2026-10-21
Deliveries at CEVA warehouse
2026-10-26
Set up exhibition
Exhibition
Package standards
All sponsor and exhibitor packages include a standard unbranded shell scheme wall. Customization options are available for an additional cost. Templates, print specifications, and other booth customisation details are to be found in the official MECC Exhibitor webshop.
Access to the webshop
To place your online orders, you can log in to the webshop via this link.
Username:
Your own email address (if you wish to log in with a different email address, please contact the MECC Exhibitor Services Team).
Password:
If this is your first time using the webshop, click on 'no password yet,' and you will receive an email within seconds containing a 5-letter password.
The size and measures of the booth construction depends on the level of your sponsorship package.
| Gold | Silver | Bronze | Exhibitor |
| 12 m² (6 x 2) | 6 m² (3 x 2) | 6 m² (3 x 2) | 6 m² (3 x 2) |
Each participation package includes standard amenities such as: (dark grey) carpet, 1 power supply, 1 high table, 2 high chairs, 1 waste bin and storage space.
Additional notes
Standard carpeting will be provided in all designated exhibition areas. Sponsors or exhibitors wishing to install alternative flooring must submit a written request to both the Organiser and the Booth Builder in advance. Approval is required prior to installation. Any approved alternative flooring, including installation, removal, and associated costs, is the sole responsibility of the sponsor or exhibitor.
Standard booth structures may not exceed a height of 2.5 metres.
Floorplan
The concept floorplan will be available on the congress website from March onwards, showing an initial layout impression.
Booth allocation will be finalised in stages to accommodate incoming bookings and exhibitor preferences: all bookings received by 1 June 2026 will follow the BSBF2026 floorplan philosophy. Bookings made between 1 June and 25 September 2026 will be allocated the best available stand based on partnership level and submitted preferences.
Once assigned, booths must be built at the designated number, and the organisers reserve the right to slightly adjust booth size or position if necessary.
Booth and technical services
All sponsors and exhibitors are required to coordinate with MECC Exhibitor Services in advance.
By default, stands/units are placed adjacent to each other in a straight row. Back-to-back configurations are also possible, upon request. The information on your preferred set-up indicated upon booking has been shared with MECC Exhibitors Services by Klinkhamer. Any other/new arrangement is subject to prior request and approval by the Organisers and may involve additional costs.
From 4 booths onward, custom layouts are possible in consultation with both the Organisers and the booth builder, subject to availability and location. Requests must include technical drawings and be submitted by the deadline specified in the ‘Dates & Deadlines for Sponsors & Exhibitors’ section.
Exhibitors are encouraged to design their booths using modular, reusable, and sustainable materials where possible. Booths should present a professional appearance and align with the overall standards of the event.
Exhibitors wishing to install their own custom-built booth must first contact MECC Exhibitor Services (after approval from the Organisers and boothbuilder) to arrange logistics, technical approval and access requirements.
To ensure full processing and customisation, confirmation of your booth construction should be submitted by 7 September 2026.
MECC Exhibitor Services
es@mecc.nl
+31 (0)43 383 8308
- Order all audio-visual, electrical, and internet services via the MECC Exhibitor Service Portal (webshop). On-site support is available during setup and dismantling.
- Extra equipment (carpets, furniture, electricity, water, pallet trucks) can be ordered separately and prepaid through the webshop.
- Any special requirements (extra electricity, cooling, AV, dedicated internet) must be arranged in advance with MECC Exhibitor Services.
All orders for additional services and technical facilities must be placed through the official MECC Exhibitor webshop.
Logistics & transport
Shipment & material handling
CEVA Showfreight is the official logistics partner. MECC Maastricht does not accept direct shipments; all materials must be sent to CEVA Showfreight first. Ceva can also assist with customs clearance and any relevant duties.
For assistance, you can contact CEVA Showfreight directly at:
CEVA Showfreight
+31 (0)88 028 31 00
events.nl@cevalogstics.com
Standard shipping instructions from CEVA Showfreight are available here, for your reference.
Please ensure that all items arrive at the CEVA Showfreight warehouse by 21 October 2026.
Loading and unloading
Loading and unloading can be done at GATE 16 or 17 (please follow P9/P10) of the MECC, Maastricht. On-site, there will be gatekeeper who is responsible for monitoring the entrance during setup times, controlling access to authorized personnel only, and ensuring compliance with safety requirements, such as wearing appropriate footwear and personal protective equipment.
Please be aware that vehicles are NOT allowed to enter MECC. You can find a map of the access routes here.
Through GATE 16/17, goods can be moved to the South Hall using the freight elevator. The dimensions of the freight elevator are as follows:
Forklifts are not permitted; all transport must be done manually.
| Measures door:
height: 2190 cm width: 249 cm
|
Measures interior:
height: 250 cm width: 341 cm depth: 678 cm |
Storage, parking & free public transport
- Storage must be arranged in advance via CEVA. In principle, storage inside MECC is not permitted.
- The parking garages and parking lots of MECC Maastricht are located right next to the complex; close, convenient, and affordable. A parking pass is valid for the entire duration of the exhibition, including free parking during the setup and teardown period. You can pre-order the parking passes via the official MECC Exhibitor webshop.
- All registered participants of BSBF2026 are entitled to free public transportation within the city of Maastricht during the event dates. Simply show your congress badge when boarding the bus — no ticket needed. This includes all regular city bus lines operated by Arriva that serve routes between the city centre, central station, and MECC Maastricht (the event venue).
Additional sponsor items
On-site rules & safety
Contact overview
Topic
Registration & Badges
Booth & Technical Services
Transport & Customs
Accommodation
Sponsorship Items
General & Other
Contact
Klinkhamer
MECC Exhibitor Services
CEVA Logistics
MECC Hotel Services
Klinkhamer
Klinkhamer