Practical information for participating companies

Location

Flanders Expo Ghent - Maaltekouter 1 - 9051 Ghent

How to get there - floor plan

• WIFI-netwerk: EVOLV Companies
• WIFI-password: EVOLV2026!

Booths in Hall 1 - ground floor

• The booths of the sponsors (Diamond participation package) measure 5.98 m W (!) by 2 m D.
• The booths included in the Gold and Silver participation packages measure 2.98 m W (!) by 2 m D (unless otherwise requested and approved prior to the fair).
• The booths included in the Bronze participation package measure 1.98 m W (!) by 2 m D.
• The maximum permitted height for all booths is 3.5 m.

Each booth consists of a back wall and two low side panels (1 m high). One of the side panels will display the company name, booth number, and the colour sticker(s) corresponding to the sector(s) in which recruitment is taking place.

The panels must be left in the same condition as upon arrival. Any damage, including adhesive residue from posters, will result in additional charges.

The dimensions of the booths must be strictly respected: flags, banners and other promotional materials may not obstruct adjacent booths. To always ensure visitor safety, circulation in the main aisles must remain unobstructed.

For each booth we provide:

• 2 reception tables with covers & 4 bar stools (Diamond booths)
• 1 reception table with cover & 2 bar stools (Gold, Silver and Bronze booths)
• A4 display with company logo and desired experience and education levels
• Enhanced WiFi (password: EVOLV2026! – see above)
• Electricity connection (600 watts) – unless 3600 watts was requested
• Packed lunch + catering voucher for company representatives of Gold, Silver and Bronze booths; reception, lunch + catering voucher for company representatives of Diamond booths
• 1 parking space per participating company near Hall 1 for Gold, Silver and Bronze booths; 5 parking spaces per participating company near Hall 1 for Diamond booths

Floor plan

You can check the floor plan here. The booth layout is currently being finalised.

Setup

booth setup schedule:

• Wednesday, 25 March, from 3 to 8 pm – mandatory for all exhibitors delivering large materials and for professional stand builders. Material unloading takes place via Gate 8 and ND7 at the rear of Hall 1.

! All exhibitors using the parking on 25 March must take a parking ticket upon entering the site. This ticket can be validated at the secretariat, allowing exhibitors/stand builders to leave the parking area free of charge.

• Thursday, 26 March, from 7 am to 12 pm – only for small materials (banners, flyers, gadgets) that company/organisation representatives can bring themselves. All materials must be brought in via ND7 at the rear of Hall 1 (next to Gate 8) or via the foyer at the front of Hall 1. Gate 8 will remain closed on 26 March to allow heating of the hall.

From 12 pm onwards, only small materials can be brought in via the foyer. Exhibitors may first park and then carry their materials on foot to Hall 1. Students will be available to help carry materials to the booths.

The fair opens for visitors at 1 pm sharp. Please ensure your booth is fully set up before 1 pm. The fair will remain open until 7 pm. We kindly request that your booth remains staffed until the official closing time. Some visitors may only be able to attend later in the day due to other commitments. To ensure every visitor has a complete experience, we rely on your booth being accessible and staffed until the end.

Unloading & Loading

All materials must be delivered/collected via Gate 8/ND7 at the rear of Hall 1. See the access plan below:

 

To avoid safety and accessibility issues, parking is only allowed for unloading and loading purposes.

Schedule of the day

Upon arrival, you will receive your personal name badge at a print station in the foyer, only if you have completed the designated digital form prior to the fair (1 form per company representative): https://afstudeerbeurs.gent/nl/bedrijven/vertegenwoordigers/registreer
Deadline for badge requests: Monday, 9 March, 12 pm.

In your booth, on the table, you will find the following items:

• the WiFi code, a printed copy of the guide for downloading CVs during the fair, and instructions regarding visitor badges.

On 26 March, you can collect the catering voucher allocated to your company/organisation at the info desk in the foyer until 12 pm. Companies that do not collect their catering voucher on time will receive them at their booth after 12 pm. In this case, we ask for your patience. No additional catering vouchers can be purchased. Extra drinks and snacks can be purchased at the exhibitor catering point. Payment is possible both electronically and in cash.

• Reserved packed lunches will be available at the exhibitor catering point from 11:30 am to 1 pm – next to the PhD Career Insights Corner. The packed lunches can be reserved via this form: 1 packed lunch per company representative: https://forms.gle/HwHu71FDomDPaDNX6
• The exhibitor catering point remains open between 1 and 7 pm for the purchase of snacks and drinks.

Parking arrangements

All participating companies/organisations within the Gold, Silver and Bronze participation packages are offered 1 free parking space; companies/organisations within the Diamond package receive 5 free parking spaces near Hall 1, in parking areas PA3 and PA4. These company-specific vouchers will be sent digitally by Flanders Expo (from parkingflexpo@easyfairs.com) to the email address used for registration.

The QR code on the voucher must be scanned at the barrier both upon entry and exit. Each voucher grants access for one vehicle. For additional vehicles, a ticket must be taken and paid for at the machines or online via the QR code.

Questions? Please turn on 26 March to the information desk in Hall 1 or contact Dirk Van Hecke at + 32 477 93 66 04

Catering

The exhibitor catering point is located next to the PhD Career Insights Corner.

 

CVs of visitors

During the fair, it will be possible to obtain visitors’ CVs digitally by scanning the (QR) code displayed on their visitor badges. Visitors decide themselves whether or not to share this code with participating companies/organisations.

Information on how to use this feature can be found in the company dashboard on the fair website (after logging in with the email address and password used during registration). Please download this manual and share it with your representatives on site. It is important that they read the instructions carefully in advance. The organisers will provide a printed copy of the manual at the booth.

The CVs of visitors who have given consent during registration to share their CV will be available for download via the company dashboard after the fair.

Visitor CVs may only be used for recruitment purposes within the company and may not be sold or shared with third parties.

Company webpage

The information on your company page is consulted by visitors in preparation for their visit to the fair. You can complete or update your company profile by logging into your company dashboard using the email address and password provided during registration.

At the request of visitors, we kindly ask you to communicate clearly what they can approach you for (e.g. job vacancies, general information, internship opportunities, etc.). If specific vacancies are highlighted, please always include concise basic information, such as the role (e.g. Business Development), location (e.g. Brussels), employment regime (full-time/part-time), and work format (hybrid/on-site). This enables visitors to prepare effectively and engage in focused discussions at your booth.

Dismantling 

Booth dismantling can take place:

• On the evening after the fair, from 7:15 pm to 12 am
• On Friday 27 March, from 8 am to 12 pm

Loading will again take place via Gate 8 and ND7 at the rear of Hall 1. The gate of Hall 1 will open once all visitors have left the hall (from 7:15 pm onwards).

We wish you a successful participation in EVOLV. / the Job Market for Young Researchers / the Ghent Capital of Technology corner / the North Sea Port Talent corner / the TechTransfer & Gentrepreneur lane

Best regards,
Ann, Katrien, Dirk, and Hanne

Web Banners - Social Media Templates

Would you like to announce your participation in the fair on your website or via social media? Below, you can download various templates by clicking on the image and then right-clicking → “Save image as.”