Your exhibitor management tool

Please access the Copernicus exhibitor management tool to make use of the following services:

  • provision of your logo and company description;
  • personalized link to the SYMA online shop for booth specification, fascia board and backwall branding design options, furniture, cleaning, or internet bandwidth;
  • compilation of your exhibitor portal with promotional tiles;
  • definition of your booth representatives for the free registrations.

Your exhibitor portal

In addition to the in-person exhibition, EGU27 provides all exhibitors an exhibitor portal, a unique opportunity to promote their products and services on the conference website. Your exhibitor portal is a dedicated HTML page featuring

  1. Your logo and description;
  2. Your promotional tiles: up to 6 tiles will allow you to display your marketing material in the exhibitor portal;
  3. Business cards of your booth representatives (staff members with free exhibitor registrations).

For each promotional tile you provide a thumbnail image, a target that the thumbnail links to, as well as a short teaser text for the thumbnail. Note that any downloadable files (e.g., *.pdf files, presentations, etc.) must be hosted by the exhibitor as a target link, i.e., you only provide a link to the target file and do not upload the file to the Copernicus system. Alternatively, you can provide YouTube links where a separate thumbnail upload is not needed as it will be added by us. Alternatively to the tiles, you can also design your own HTML page with any functionalities you would like to embed and this HTML page running on your servers will then be embedded as an iFrame

Please remember that your portal will only appear in the list of exhibitors if your corresponding exhibition invoice is paid. Furthermore, the portal needs to be released once by you in the Copernicus exhibitor management tool.

Your representatives

The Copernicus exhibitor management tool allows you to define your booth representatives (the number of free registrations depends on your rented number of booths and booth size) in the section Your representatives. You must enter the first name, last name, affiliation, and individual email address of the respective representative. The free registration will be linked to an existing Copernicus Office user ID based on the entered email address. If there is not yet an existing account linked to the email address, an account will be created automatically but requires a separate verification and approval by the user. Please be aware that already entered free staff registrations cannot be changed to a different staff member.

After defining your booth representatives, they will receive individual emails with a TAN code and a link to make use of a free registration. Additional exhibitor staff members must register separately with their own Copernicus Office user ID like regular conference participants. Please see the conference registration page for details. Additional staff members cannot be defined as booth representatives for the exhibitor portal.

Your representatives are displayed on your exhibitor portal with their business card if the respective box (Show on Portal) is selected. We encourage all exhibitor representatives to update their profile information and also to consider sharing social media handles and as much information as possible.

Important dates and deadlines

  • 21 February 2027: early bird order deadline (without last-minute surcharge) for equipment and services provided by SYMA
  • 7 March 2027: order deadline for equipment and services provided by SYMA
  • 8 March 2027, 13:00 CET: deadline for registering exhibitor staff members
  • 29 March 2027: delivery deadline for air freight to arrive at Vienna Airport (IML)
  • 31 March 2027: delivery deadline for material to arrive at Austria Center Vienna (IML)