Q&A for exhibitors

Please consult the Logistics Q&A, where you will find the most up-to-date information about the Congress: https://www.iucncongress2020.org/newsroom/information-new-format

IUCN has created a page dedicated to all exhibitors on the Congress website: www.iucncongress2020.org/event/exhibition/i-am-exhibitor, where you will find the most up-to-date information about the Exhibition including the list of exhibition, the exhibition floor plan, the Exhibitor Manual and the Q&A for exhibitors.

The upcoming deadlines are as follows:

• 23 July 2021: Deadline to order extra-equipment and services through the Exhibitor Tool-Kit
• 30 July 2021: Deadline to confirm the preferred location of your screen(s) to MCO (if any)
• 30 July 2021: Deadline to send your technical plan indicating the location of the internet point to Congrex (if any)
• 2 August 2021: Deadline to send the order forms to DHL if you wish to ship anything
• 3 August 2021: Deadline to register your exhibitor and stand personnel
• 23 August 2021: Deadline to place orders on the catering platform. Any order placed between 20 August and 23 August will have a price increase for late orders.

You will find the final list of exhibitors and the Exhibition floor plan here: www.iucncongress2020.org/event/exhibition/exhibitors

The opening ceremony of the Congress will be held in Hall 1 from 17:00 to 19:00 and the opening reception will take place in Hall 2 and the outdoor esplanades from 19:00 to 21:00. During the reception, there will be an inauguration of the exhibition hall. The closing ceremony and reception of the Congress will take place on September 10 from 20:00 to 21:45 (ceremony in Hall 1, location of reception tbc). See the Congress schedule here: www.iucncongress2020.org/programme/congress-schedule

The general conditions of entry are explained in our health and safety infographic available under www.iucncongress2020.org/about/health-and-safety. If you have any specific questions about the conditions of entry into France that are not addressed there, you can contact traveldeskmarseille.meae@diplomatie.gouv.fr. You will receive a reply as soon as possible.

To access the event, the French authorities will require the presentation of an electronic or paper-based health pass (TousAntiCovid application for French residents or European health certificate / “green pass”), or equivalent documents in French or English (proof of vaccination, antigenic test or RTPCR of less than 48h, proof of immunity / Covid-19 recovery certificate) for all participants and general public.

For any questions linked to the Health & Safety measures applicable at the Congress, please visit the Congress website at https://www.iucncongress2020.org/about/health-and-safety and consult the “Health, Safety and International participants Infographic”.

Although the measures may still evolve according to the evolution of regulatory requirements, the organisation recommends that the following measures be taken into account at this time:

• Health pass is required for exhibitors.
• Mandatory wearing of masks for all teams during all phases of the Congress, indoors and outdoors.
• The exhibitor must provide hydroalcoholic gel for the teams and visitors present on the stand.
• Respect of distances on the site as well as in the design and reception of the stand, according to the standards that will be required by the regulations (to date, take as a reference 1 person / 4m² and 1m between the seats).
• Limitation of contact surfaces and objects to a maximum in the design of the stand (in particular communication and supports).
• Frequent disinfection of contact objects and surfaces after use, using certified disinfectant wipes and/or products.
• Reporting of any symptoms or persons with symptoms to the organising teams or Security HQ.
• Presence of a Covid referent per stand in charge of checking compliance with sanitary measures on the stand.
• Measures implemented by the organisation :
  • Display indicating the maximum capacity on the stand, markings of distance and direction of circulation in the waiting areas and at the entrances/exits of the stands, specific instructions for compliance with the barrier measures.
  • Hydroalcoholic gel dispensers will be set up by the organisation at the entrances to the Parc Chanot, at the entrances to the buildings and catering areas and in all the main corridors

The health and safety measures applicable for exhibition stand can be found in the newly created “IUCN Exhibitors Health Guidelines”.

It will be the exhibitor’s responsibility to ensure that its stand personnel or contracted staff are provided with sufficient equipment (masks, disinfectant gel, etc.) in line with the official recommendation applicable at the Congress and that hand sanitiser gel is made available to participants visiting its stand.

For any information on the health measures put in place during the Congress, please consult our Health and safety page and the IUCN Exhibitors Health Guidelines.

To ensure maximum audience capacity at your large and medium stands, we have expanded the size of all these stands and central stages. With the new sizes, the stands will be able to accommodate the same number of participants as originally planned while respecting social distancing measures.

For any information on the health measures put in place during the Congress, please consult our Health and safety page and the IUCN Exhibitors Health Guidelines.

All exhibitors of medium and large stands will need to designate a COVID focal point who will ensure that visitors of the stands follow the Health & Safety rules for the Congress and Hand to ensure social distancing at stands is maintained. Exhibitors can assign several focal points for different times/days but should keep the number of focal points to a minimum.

During your events, the following rules will apply, as set by the authorities (subject to change):

• List of visitors at the entrance to the stand, ensuring that the maximum capacity of the stand is not exceeded on the basis of 1 person per 2m2, i.e. 36 persons for medium stands of 72m2, 54 for medium stands of 108m2 stands and 85 for large stands.
• Strict management of the stand capacity limit in order not to exceed the maximum capacity of the stand.
• List of visitors on the stand at any given time available in case of control by the authorities.
• All visitors to the stand must remain within the perimeter of the stand and must not stand in the traffic lanes / nearby stands.
• Your guests need to wear their masks during periods when not consuming food and beverages
• You will need to designate a COVID focal point for your stand who will ensure that your guests follow these rules and to liaise with the caterer as necessary. That person also serves as a general COVID focal point during other events to ensure social distancing at stands is maintained. You are able to assign several focal points for different times/days but you should keep the number of focal points to a minimum.
• Measures implemented by the organisation :
  • The menu by the caterer has been individualised (no buffet) and the items you can order through the catering system are in line with these requirements
  • Anticipation with the caterer of a possible "seated" cocktail in case of last minute health restrictions

The health and safety measures applicable for exhibition stand can be found in the newly created “IUCN Exhibitors Health Guidelines”.

The registration agency has sent credentials to all exhibitors focal point. Should you not find your credentials, please contact them directly at IUCN@gl-events.com.

The registration process for your exhibitor and stand personnel should be completed by 3 August 2021 at the latest for the security screening imposed by the authorities. As mentioned, the authorities reserve the right to refuse access by individuals for security reasons and IUCN declines any responsibility in such case. The exhibitors will be able to replace registration of any rejected personnel with a new one.

During registration, the following personal information will be required for each person: full name, date of birth, place of birth, nationality, photo identification and other additional information.

Exhibitors and stand personnel will be able to collect badges and lanyards at the registration desk, from 1 September 2021 at 13:00, presenting their ID card or passport. The local authorities have required that badges are picked up by each person individually to confirm identity – no group pick up possible. The daily opening hours of the registration desk for the period 1 to 11 September 2021, will be published on the Congress website in due course.

Stand personnel badges will allow exhibitors and their personnel to enter the exhibition hall throughout the move-in, operation and move-out periods. Individuals in possession of a stand personnel badge will have access to the exhibition hall as well as any areas accessible to the general public but not the areas restricted to fully registered participants.

Individuals in possession of a full access exhibitor badge will have the same access as normal participants to:

• Forum sessions (from 4 to 7 September 2021)
• Congress opening ceremony and reception (on 3 September 2021 from 17:00 to 21:00)
• Congress closing ceremony and reception (on 10 September 2021 from 20:00 to 21:45)
• Exhibition hall (from 4 to 9 September 2021)
• Members’ Assembly as an observer (from 8 to 10 September 2021 plus 1st sitting to be held at beginning of Congress).
• Public areas

But in addition they will also have the same access as stand personnel to the exhibition hall during move-in and move-out.

The exhibition is freely accessible to all speakers / presenters, guests or others invited to stands, during the designated general public opening hours (10:00 to 22:00 on 4 September and 10:00 to 17:30 from 5 to 9 September). It is the responsibility of the exhibitor to ensure that all guests, speakers and others participating in central stage events or stand events outside of the general public opening are registered and in possession of the appropriate badge to enter the Congress venue.

Only the Congress official suppliers will be authorised to enter the venue for security and clearance reasons. For videographer/photographers, please refer to the next question.

Equipment for filming/photographing for non-commercial purposes is permitted. The individual/organisation capturing photos, video, audio or other recordings of Congress participants is fully responsible for managing any participant information they capture, including images or speech, according to the EU’s General Data Protection Regulations (GDPR).

If you wish to bring your own photo/video crew, the conditions set below applies:

• Exhibitor may only film within its own stand but not anywhere else in the venue
• Exhibitor may only use footage for non-commercial purposes
• Exhibitor needs to put up clear signs at the entrance of its stand informing visitors that Exhibitor (not IUCN) will film/photograph for non-commercial purposes and that by entering the stand, visitors accept to appear on such photos/videos by the Exhibitor
• Exhibitor may not film names/trademark signs of other organisations/companies
• Exhibitor needs to comply with the registration and security requirements for its supplier as specified by the logistics company Live by GL events (contact: iucn@gl-events.com) and bear any costs for that as necessary

Please contact GL events at for more information on how to register your suppliers.

If you wish to bring your own photo/video crew and film in the Central Stages, the conditions set below applies:

• Exhibitor may only use footage for non-commercial purposes
• Exhibitor may only film within its own events but not any other events taking place in the Central Stages
• The cameraman/woman is using a battery-operated camera (no cabling/electricity need)
• Videographer needs to be at the back of the audience - No obstruction of view for participants
• Exhibitor may not film the audience nor any stands but only the stage/speakers
• The individual/organisation capturing photos, video, audio or other recordings of central stages is fully responsible for managing any speaker information they capture, including images or speech, according to the EU’s General Data Protection Regulations (GDPR).
• The exhibitor is liable for any damage and/or injury that his/her personnel may cause and needs to have adequate insurance
• Exhibitor needs to comply with the registration and security requirements for its supplier as specified by the logistics company Live by GL events (contact: iucn@gl-events.com) and bear any costs for that as necessary.

Please contact GL events at for more information on how to register your suppliers (registration deadline: 3 August 2021).

Hall 3 will be equipped with Wi-Fi terminals accessible to exhibitors and participants via a unique SSID address for the Congress and a unique password. The general public will be able to access the 3G/4G/5G network from the Parc Chanot.

However if you require a consistent, reliable and secure connection for professional use, we strongly recommend ordering a hardwired internet connection through the Exhibitor Tool-kit before 23 July 2021.

Under no circumstances will IUCN Exhibitors be allowed to create a private wifi network for their own needs on their stand. A private wifi network is a connection created from a smartphone (mobile access point/shared connection) or a wired access point (LAN/RJ45) and to which a private wifi modem is connected. All this will contribute to the good reception and use of the wifi network of the Parc Chanot. We thank you in advance for your understanding and collaboration in this matter.

All material must be stored at the stand as no additional storage is available onsite.

Plants are available on the Exhibitor Tool-kit and can be ordered until 23 July 2021. If you wish to bring your own plants, please make sure they are from non-endangered and non-invasive species in the south of France. They must also be brought in pots and they will need to be small enough to go through the security scanners at the entrance of Parc Chanot if not shipped by DHL.

This is possible but requires an additional electrical box for all small stands. In addition, any screens on small stands shall be put on mute and exhibitors are free to bring/rent headsets to allow participants to hear videos on the screen, which they will need to disinfect after each use.

Medium and Large stands are requested to ask Congrex should the screen require additional electricity power. Any equipment brought will need to be small enough to go through the security scanners at the entrance of Parc Chanot if not shipped by DHL.

DHL has been appointed as the official freight contractor for the IUCN World Conservation Congress. DHL will be the only company providing shipping including handling, storage and customs clearance for this event. The documents related to shipping are available in this Dropbox folder.

Please do not ship anything to the venue (or your hotel) as the venue will not accept any shipment sent by individuals directly since it would not go through the security clearance process.

No personal car will be allowed as there is no car park availabilities and most importantly for security and clearance reasons.

Any equipment that you bring will need to be small enough to go through the security scanners at the entrance of Parc Chanot. You may not bring any dangerous devices (knifes, explosives, cutters, tools).

The official catering platform, offering various catering services for your exhibition stand at the IUCN World Conservation Congress, is available under: https://venues-webservices.gl-events.com/iebms_espace/sop/sop_p1_steps_booth.aspx?eventid=6885&cc=UICN-EXPO-EN&oc=85

The process on how to order catering through the platform was communicated to all exhibitors on 15 July and is available here: https://www.dropbox.com/sh/ihe9y7ypxicj6ck/AAB-qKCtljKdwYe7uyP6ZvQ4a/Exhibitor%20Manual%20Documents?dl=0&subfolder_nav_tracking=1

Please note that the deadline to place orders is Monday 23 August 2021. Any order placed between 20 August and 23 August will have a price increase for late orders.

If you have any questions about your order or need additional information about the items on offer, please contact GL events at servicesadditionnels.live@gl-events.com. If you need to increase the quantities of an existing order later on, please do it by writing an email rather than placing an additional order.

The list of equipment included in your stand package is detailed in Annex I of your Exhibitor Contract (for Medium/Large stands) or in the Terms and Conditions (for Small stands) but also – in more details - in the Exhibitor Manual per stand type.

In accordance with the sustainability aspect of this event, no promotional bags will be provided to participants and it will not be possible to distribute documents / publications on site. Therefore, we cannot authorize any handouts but you are welcome to bring some of them for consultation at your stand or provide a QR code to offer visitors the possibility to download / browse it.

If exhibitors choose to give out gifts or promotional material, IUCN encourages exhibitors to offer useful items such as travel mugs, reusable metal straws, jute totes, bookmarks, etc. and any other items that can be reused. Exhibitors should consider gifts/products that convey a green and/or socially responsible message, are reusable and have been produced ethically, using environmentally friendly materials such as organic unbleached natural fibres, recycled, nontoxic or biodegradable materials.

If you are giving away stickers, we kindly ask you to distribute them in a responsible way and to take all non-used stickers at the end of it for future use.

Posters can be brought to the exhibition and fixed to the partition walls (inside the stand only), but no glue, no drills, no pins, no screws of any kind are allowed. As an alternative, you can use double-faced tape, BluTack or natural fiber strings to suspend the posters from the walls. Rollup banners that can be reused after the event are also an option.

Exhibitors will be allowed to bring the following items into their exhibition stands, provided they are sustainable and aligned with pages 36 to 39 of the Exhibitor manual:

• Lightweight / easily carried items
• Reusable items or items that will be donated after the event
• Items that do not require any rigging / installation
• Signage, displays and standard company/organisation roll-up banners that can be reused after the event
• Reusable giveaways
• Publications for display (distribution of documents/publications is not allowed  - make use of alternative ways of promoting your great work such as QR codes)

Any material or equipment that is too heavy to carry by hand will only be allowed on the stand if it is considered as value-added to the exhibition and will require prior approval from IUCN.

Household electrical appliances (incl. coffee machines, kettles, fridges etc.) and water connections are not allowed at the stands for sustainability reasons. However, exhibitors will have the possibility to order coffee breaks and water via the food and beverage reservation system.

The exhibition, including the stand events and events on central stages will be fully in-person. However, exhibitors of medium and large stands had the option to order a livestreaming package for their individual stands until 16 July 2021.

Please consult the Congress Official Programme and filter by “Session type” -> “Exhibitor Event” or “social / cultural event”.

The programming of stand events in the exhibition is entirely up to medium and large stand exhibitors to determine. As a medium or large stand exhibitor, during the exhibition opening hours, you are free to schedule as many events across the 6 days as you wish. However, as previously communicated, only events scheduled within the time slots indicated in the Exhibitor’s Manual and the Guidelines for Programming Stand Events, will appear in the Official Congress Programme. Please note that as an exhibitor, you are not required to fill all slots with events for each day of the Exhibition. 

In addition, IUCN’s advice to medium and large exhibitors is to use the dedicated stand page for promotion purposes so they can directly showcase their events. Events taking place at your stand will automatically appear on your dedicated page.

If you order a hardwired internet connection through the Exhibitor Tool-kit before 23 July 2021, it will be possible for you to beam a speaker in via Zoom/Skype/TEAMS for a presentation / intervention at your stand. The connection will have to be done with your own laptop.

You will be able to connect your stand screen with the Zoom/Skype/TEAMS link instead of the usual presentation. Neither IUCN nor Congrex and its subcontractors take the responsibility in case of failure, and no technical support will be provided for this purpose.

Central Stages will be fully in person and it will not be possible to beam in speakers using

Zoom/Skype/TEAMS. Each stage comes equipped with a projector, screen and silent sound system.

To support your marketing efforts, IUCN has created a communications kit for exhibitors.

This kit includes:

• Congress logos and how to use them
• IUCN Congress brand guidelines
• Naming conventions for the Congress
• Congress promotional and testimonial videos
• The “I am an Exhibitor” banner for exhibitors to share on their social media to promote their stand at Congress

This communications kit will be updated on a regular basis with the latest promotional messages and tools so please be sure to consult it from time to time.

To get visibility on social media, join the global discussion about the largest conservation event in the world using: #IUCNcongress

You will find images and texts you can use in your tweets/posts on the Congress website. We will update this page regularly in the lead up to the #IUCNcongress. Please keep checking back for new assets.

All stands will be featured in the Congress mobile app as follows:

• Small stands: stand name, stand number, stand location, brief description as provided to Congrex during the application process
• Medium and large stands: stand logo, stand name, stand number, stand location, full description and links to website(s) and social media as entered in your dedicated page on the Congress website. In addition, your stand events will be available in the Official Programme in the mobile app.

As a Medium or Large Stand Exhibitor, you have been given access to your dedicated page on the Congress website and are responsible for updating this page so that participants and visitors can learn more about your organisation / company and get the latest information about your stand.

Please consult the Guidelines on how to update your dedicated page.

Do not hesitate to contact the IUCN Congress Logistics team at congresslogistics@iucn.org should you have any trouble accessing your dedicate web page.

Focal points for programming events on medium and large stands have been given access to the platform backend, in order to create exhibition or social / cultural events that will feature in the official Congress programme. For each stand event created to appear in the official Programme, the focal point is responsible for inputting all the relevant information about the event(including the date, time, title and brief description );  and creating  an agenda and inviting speakers. In addition, the focal point manages the schedule of stand events for the six days of the exhibition on the platform backend (e.g. making updates to event pages, rescheduling where necessary etc.)

All events created on the backend will feature in the official Congress programme in the same way as Forum sessions are displayed, and will be searchable through various filters. The programme of events in the Exhibition will also be available to view on the Congress mobile app.

Please consult the Guidelines for Programming Stand Events.

Do not hesitate to contact the IUCN Congress Forum team at CongressForum@iucn.org should you have any questions on this.

This is not something that IUCN is considering. IUCN and the Host Country took the decision to maintain the Congress including the exhibition taking into account the feedback received from Members, session organisers and exhibitors about their intention to attend the Congress. A cancellation would only occur if Congress could not be held because French authorities forbid holding of large events. As such decisions do not depend on IUCN; there is no cut-off date for such decisions.

Should you choose or not be able to participate in the Congress in person, you may cancel your participation, in which case the contractual cancellation policy applies as indicated below.

• Cancellation request submitted after 1 June 2021: No Refund