Practical information for sponsors

Scientific Summits – 16 & 17 October 2026, Jodoigne

Dear Sponsor,

Thank you very much for your commitment as a sponsor of the second Scientific Summits of 2026.
We are looking forward to welcoming you on Friday 16 and Saturday 17 October 2026.

Below you will find all practical information to ensure a smooth preparation and on-site presence.

Exhibition space & guidelines

Exhibition space is allocated according to the sponsor package:

• Diamond sponsor: 5 m x 3 m
• Gold sponsor: 4 m x 3 m
• Silver sponsor: 3 m x 2 m
• Bronze sponsor: roll‑up/banner only (no exhibition space)

Maximum height for all structures and visuals: 2.5 metres.

⚠️ All constructions must be stable and safely installed.

Build-up and dismantling

Set-up:

• Diamond & Gold sponsors: Thursday | 14:00 – 18:00
• Silver sponsors: Friday | 08:00 – 12:00

Dismantling:

• All sponsors: Saturday | from 13:00

! Please strictly respect these time slots for logistical and safety reasons.

Deliveries & materials

Materials may be delivered and installed during the build‑up period.

Please clearly label all materials with:
Scientific Summits 2026 – [company name sponsor]

Floor plan & booth allocation

Please find the floor plan including your assigned booth number below. (or click right here to download it)

Please ensure that your set‑up and materials remain within the allocated booth boundaries as indicated on the floor plan.

Stand number

Logo & company / product video

To ensure correct visibility and integration in the event communication, we kindly ask you to submit the following materials no later than 2 October 2026:

Logo:

• High‑resolution logo (preferably vector, or PNG/JPG in high quality)

Company or product video message

Depending on your sponsor package, the maximum duration is:

• Silver sponsor: up to 1 minute
• Gold sponsor: up to 3 minutes
• Diamond sponsor: up to 5 minutes

Videos may include a company or product introduction and will be used during the event breaks according to the agreed sponsor benefits.

Please share via e-mail to admin@scientificsummits.eu

⏰ Deadline: 2 October 2026

Representatives & badges

A limited number of representatives per stand is allowed, depending on the sponsor package.

Please submit the names of all attending representatives and when they are coming, in advance, so badges can be prepared correctly.

Mdeon accreditation

This event has been approved by Mdeon under visa number: COMING SOON

Venue

Abbaye de La Ramée
Rue de l’Abbaye 19, 1370 Jodoigne, Belgium

Contact

For any questions regarding logistics, exhibition spaces or practical arrangements, please contact:

Logistics & on‑site coordination:
Johan Pauwels
📞 +32 477 97 20 21

Administration & general coordination:
Delphine Saelens
📞 +32 478 40 97 61

Thank you for your continued partnership and support of the Scientific Summits Conference.

We look forward to welcoming you in Waregem!

Kind regards,

The board members of Scientific Summits
Gert, Steven, Lieven, Karel, Filip, Christof, Thomas, Marc