Sponsor and Exhibitor Instructions All the details you need to ensure flawless preparation!
Registration, Accommmodation and Visa
My Package includes Full Congress passes; how do I redeem them?
Redeem your Full Congress passes using the unique codes provided by Klinkhamer | conferences & events, issued after your registration package is confirmed. Enter the code in the general registration portal during registration to waive payment. We recommend completing this promptly to stay up-to-date with the latest information for WC13. For any questions, please contact wc13@klinkhamergroup.com.
Full Congress Pass
Your registration includes access to:
- Full Scientific Programme
- Networking opportunities and Welcome Reception
- Exhibition and Industry Sessions
- Lunches and Breaks
How do I book my accommodation?
Take advantage of our special rates at various hotels in Rio de Janeiro. To book, please visit the Travel and Accommodation page and follow the booking link provided.
How do I get an invitation letter for a visa to Brazil?
If you need a visa to enter Brazil, please visit this page.
Exhibition Schedule
The Sponsors and Exhibitors Desk will be situated near the Registration Desk and will be open from set-up until dismantling.
Set up
Exhibition Opening Hours
- Sunday, August 31: Open from 3:30 p.m - 6:30 p.m.
- Monday, September 1: Open from 8:00 a.m. to 5:30 p.m.
- Tuesday, September 2: Open from 8:00 a.m. to 5:00 p.m.
- Wednesday, September 3: Open from 8:00 a.m. to 4:30 p.m.
- Thursday, September 4: Open from 8:00 a.m. to 11:30 a.m.
Dismantling
- Thursday, September 4: from 2:00 p.m. - 8:00 p.m.
Exhibition Equipment and Facilities
Booth Construction?
The WC13 organization provides each sponsor with:
- Booth space
- Standard shell scheme
- One electricity point (3.5 kWh)
- One high table
- Two high stools
All sponsors who will have to build a booth are required to contact Win Eventos for coordination. Through them, you can order your booth and additional facilities.
Please note that:
- Each exhibitor/sponsor will be charged for energy consumption in addition to any contracted services, based on the equipment used at their booth.
- Any specific requirements for your satellite meeting must be submitted by July 25.
Bringing Your Own Booth Construction?
If you plan to bring your own booth construction, please also coordinate this directly with Win Eventos to arrange the necessary logistics. Via them, you can also order additional services and facilities.
All requests must be sent to claudio@wineventos.com.br, with a copy to viviane@wineventos.com.br.
Booth Area Manual and Plan
All sponsors and exhibitors participating in WC13 are kindly asked to consult the Booth Area Manual and Booth Area Plan for detailed guidelines regarding booth setup, operation, and dismantling at the event venue.
These documents cover essential information, including:
- Booth models available (Standard, Sunrise/Tabletop, and Premium)
- Setup and dismantling schedules
- Rules for electricity, cleaning, and security
- Venue policies and technical requirements
IMPORTANT:
A form is included to indicate your booth preferences (model and size), choose the type of assembly (official or your own provider), and request additional services such as electricity, catering, cleaning, or security.
Deadline to submit the form: July 25
Shipments
How do I ship to and from the venue?
CEVA Showfreight is the official logistics partner of WC13. Please note that Rio Centro does not accept direct shipments; all materials must be sent to CEVA Showfreight first. For assistance, you can contact CEVA Showfreight directly at:
CEVA Showfreight
Please note that customs clearance and payment of any relevant duties are your own responsibility.
Promotional Items
Quantity to provide (current estimate – June 2025): 800 pieces per item (may rise if registration numbers increase).
For more information about shipments see contact details of CEVA Showfreight.
Storage
The exhibition area includes a limited storage space. If you require storage, please coordinate with CEVA, who will make arrangements directly with the congress venue on your behalf.
Advertisements
Advertisements delivered to helpdesk@klinkhamergroup.com after August 1 (DEADLINE MOVED UP), 2025 may be excluded from the (digital) program book .
If your package includes an advertisement in the digital programme book, please provide the files according to the following specifications:
Full page
- Dimensions: 175 x 235 mm, portrait
- Color setting: CMYK
- Bleed: 3 mm
- Resolution: 300 dpi
- Minimum front size: 6pt
- Minimum line width: 0,5pt
- Please check the file example format for more information
One-third page
- Dimensions: 175 x 80 mm, landscape
- Color setting: CMYK
- Bleed: 3 mm
- Resolution: 300 dpi
- Minimum front size: 6 pt
- Minimum line width: 0,5 pt
- Please check the file example format for more information
Quarter page
- Dimensions: 86 x 128 mm, portrait
- Color setting: CMYK
- Bleed: 3 mm
- Resolution: 300 dpi
- Minimum front size: 6 pt
- Minimum line width: 0,5 pt
- Please check the file example format for more information
Wi-fi
Dedicated network for Exhibitors
Rio Centro offers free Wi-Fi, suitable for basic tasks like emailing and browsing. Please note that it's not intended for heavy downloading or uploading and may slow down during peak times, as it's accessible to all attendees. For sponsors or exhibitors needing a faster connection, a dedicated network has been arranged. The password for this network will be provided upon arrival.