General information for exhibitors

Fire Safety Regulations

Dates, Times & Locations

• Excursions:
  Thursday, 19 March 2026

• Presentations and Exhibition:
  Tuesday, 17 March 2026 + Wednesday, 18 March 2026

• Set-up:
  Monday, 16 March 2026, from ca 16:00 until 19:30.
  The delivery entrance into the Foyer is only open from 16:00 until 18:00 p.m.

• Take down:
  Wednesday, 18 March 2026, from ca 17:00 until 23:00.
  The delivery entrance into the Foyer is only open from 17:00 to 19:00 p.m.

• Location / Conference Centre:
  The Westin Grand Munich
  Arabellastraße 6 · D-81925 Munich · Germany
  Tel. +49 (0)89 9264-0 · Fax +49 (0)89 9264-8509

WLAN / Internet

The conference areas have free wifi / wireless internet via the hotel wifi / WLAN.

Internet access via 4G/LTE mobile network provides download speeds of up to 87 MBit/s and upload speeds of up to 43MBit/s. 5G network coverage is available and may provide even higher speeds (not tested). If you do not have a German SIM-card or roaming, then please see the IMPS conference reception.

Internet access may be made available to you via the conference IT wifi network on a case-by-case basis.

Included Benefits & Services

All exhibition areas are located on the ground floor of the conference centre and directly in the break and coffee area of the symposium.
The available exhibition areas have a depth of 2 metres and a total area of 4 to 12 square metres. The minimum size is a total of 4 square metres.

• Exhibition area for the duration from Tuesday until Wednesday
• Desk (rectangular 180 x 45 cm, height 75 cm) + Chairs
• Power (AC mains, 230 V), possibly high-power current available on enquiry (additional charges apply)
• Catering during the breaks on Tuesday and Wednesday (4 coffee breaks and 2 lunch breaks)
• One person per exhibitor is invited to the Speakers' Reception on Monday evening and all persons are invited to the Cultural Evening on Wednesday evening and to an excursion on Thursday, provided there are places available
• Display of Brochures and Presentations
• Inclusion and Promotion in the Symposium Proceedings (See here for more information).
• Mentioning in the introductory presentations

Participation & Fees

All registered exhibitors may fully attend the entire symposium and participate in all activities. They are therefore charged a participation fee.
A participating exhibitor will receive a 20% exhibitor discount if at least two exhibitors participate.

Display of promotional material

Exhibitors can display brochures or information material free of charge for 1 stack of A4 in a central location. This applies regardless of the respective exhibition space. Please contact us if you are interested. A fee will be charged for a larger area of 45 cm x 75 cm (corresponding to a maximum of 4 stacks of A4 brochures).

Information regarding the slides for the introductory presentation

The exhibitor may submit one PowerPoint slide (preferably in English). They will be shown free of charge in the introductory presentation of the organiser. Please mind the corresponding deadline as the slides have to be submitted ahead of time. More information regarding the promotional slide may be found on the page regarding the slide for the introductory presentation.

Inclusion and Promotion in the Symposium Proceedings

The proceedings of the symposium contain an index of exhibitors in which a single DIN A4 page (single sided or double sided) of relevant promotional material, or a product portfolio, may be published without charge. More details, such as graphical guidelines and the date of submission, may be found on the page regarding the Information on advertisement in the conference proceedings.

Rental of large TV displays

It is possible to rent TV displays from the IMPS organisers. The rental fee includes shipping, the setup and the take-down for the exhibition. More information can be found on the TV displays rental page.

Exhibition Organiser:

PaCon Ltd. & Co. KG
Flurweg 15
82402 Seeshaupt / Germany
E-Mail: exhibition@pacon.de
USt.-ID: DE261820872

Contact Person during the Symposium

Dipl.-Ing.(FH) Michael Janiczek
E-Mail: janiczek@imps-management.de

Terms and Conditions for Exhibitors

Set-up and Take down Times

Dates and times for the set-up and take down have to be coordinated with Mr. Michael Janiczek at janiczek@imps-management.de.

Delivery of Materials and Exhibition Booths

For deliveries of over 1 cubic metre of materials, a coordination with the conference centre/hotel is expected with regard to the time and duration of delivery. Please respect normal delivery times: Monday to Friday, 07:00 a.m. - 16:00 p.m.

Parking

Due to the limited number of parking spaces, no long-term parking is available for delivery vans and freight vehicles on the hotel grounds.

Catering

Bringing and serving food and drinks (including alcoholic beverages) is not permitted by the hotel.

Storage

Due to limited storage capacities, the hotel requires notification of estimated storage requirements no later than 10 days prior to a delivery. If available, a separate and lockable room will be made available for an additional charge. The goods have to be insured by the exhibitor. These storage arrangements are not considered a deposit contract. Goods have to be removed immediately after the symposium concludes.

Security

The exhibitor has to care for and secure his equipment and property.

Technical Requirements

In oder to facilitate the process of setting up and taking down the exhibition, the organiser is to be notified of any technical requirements at least ten days prior to the first set-up day. Examples of technical requirements may include mains power, telephone connection etc. The use of hotel electricity for external equipment (i.e. equipment you brought with you) requires the written consent of the hotel.

Size / Weight of the Installation

The exhibitor has to obtain written permission from the hotel for floor loading in excess of 250 kg/m² anywhere inside the conference centre or the hotel.

Cleaning and Waste Disposal

The exhibitor has to take care of, or dispose of, any and all packaging materials or leftover waste in an appropriate manner and in accordance with the law. If desired, and for an extra charge, the hotel can organise a container. Failure to comply with this directive may incur additional charges for cleaning or waste disposal.

Forklifts / Lifting cars

The use of forklifts or lifting carriages that are not owned by the hotel is only allowed inside the conference centre with consent from the hotel.

Decoration / Exhibition

Decorative material or other exhibition articles may only be erected or afixed with written permission of the organiser and the hotel. All materials have to comply with current fire regulations. The use of glue, adhesive tapes, nails, screws etc. for mounting of materials on walls, floors or ceilings of the conference centre, is not permitted. It is the obligation of the exhibitor to make sure that fire exits are kept clear at all times in accordance with the law.

Damages / Insurance

The exhibitor has to leave their assigned exhibition area in the conference centre in an impeccable state. The hotel is to be notified immediately about any damages that occur. The exhibitor is liable for all arising damages, including ordinary negligence. The hotel or the organiser is only liable for missing or damaged property, or other claims, if the loss or damage was demonstrably caused by deliberate or grossly negligent breach of duty on behalf of the hotel or the organiser.

Notice of Filming and Photography

Photography, video recording, and audio recording may occur at this symposium or event. By attending, you consent to photography, audio recording, video recording and their release, publication, exhibition, or reproduction for any purpose(s) that IMPS Management Ltd. & Co. KG and PaCon Lts. & Co. KG deem fit. You release IMPS Management Ltd. & Co. KG and PaCon Ltd. & Co. KG and each and all persons involved from any liability connected. For more information regarding this and the protection of your personal information, please refer to paper-online.de/privacy.

A separate filming permit from the Hotel is required for all photo, film and television recordings. The relevant form can be requested from events.westinmunich@arabella.com and must be completed by the organiser and reconfirmed by the Hotel in order for the recordings to take place. The material produced may be used once for the purpose described and exclusively within the approved scope of use.

The material produced and any contributions created from it must be clearly labelled and archived so that reuse or further exploitation not approved by The Westin Grand München or Hotel is excluded. Any transfer of the material created to third parties, as well as any use and distribution beyond the approved form, requires the express prior written consent of the management or press office of the Hotel. No recordings may be made in public areas (lobby, bar, restaurant, spa), only in the approved premises.