Practical information for participating companies

Location

Flanders Expo Ghent - Maaltekouter 1 - 9051 Ghent

getting there -floor plan

WIFI netwerk: Afstudeerbeurs Companies

WIFI paswoord: afstudeerbeurs2025!

Booths

• All booths are located in Hall 1 - ground floor.

Each module measures 2.98m W (!) x 2m D for both the Silver and Gold participation packages (unless otherwise requested and approved prior to the event). Booths for main partners (Diamond participation package) measure 5.98m W (!) x 2m D.

• The maximum permitted height for all booths is 3,5m.
• Companies participating with a Bronze participation package (the Ghent Capital of Technology corner, the North Sea Port Talent corner, and the TechTransfer & Gentrepreneur lane) have a booth space measuring 2m W x 2m D.

 *Silver and Gold participation packages
Each module within the Silver and Gold participation packages includes a back wall and two side walls. The company name, the booth number and the coloured category sticker(s), representing the recruitment fields, will be displayed on one of the side walls.

The booth panels must be left in the same condition as they were upon arrival. Any damage to the panels, such as residue from posters, will result in additional charges.

*Bronze participation package
Modules within the Bronze package (the Ghent Capital of Technology corner, the North Sea Port Talent corner, and the TechTransfer & Gentrepreneur lane) do not have a back wall or side walls. Instead, the company name, the booth number and coloured category sticker(s) will be shown on an A4 display provided in the booth.

General guidelines

• The dimensions of the modules must be respected: flags, banners, and other promotional materials should not obstruct neighbouring modules.
• To ensure the safety of visitors, the flow of traffic in the central aisles must remain unobstructed at all times.

For each module, we provide:

• 2 reception tables with covers & 4 bar stools (for Diamond booths)
• 1 reception table with cover & 2 bar stools (for Gold and Bronze booths)
• 1 standard table (80cm x 120cm) with table cloth & 4 chairs (for Silver booths)
• A4 display with company logo, required experience and education levels
• WIFI (password: afstudeerbeurs2025!)
• Electricity connection (600 watts)
• €30 catering for company representatives in Gold, Silver, and Bronze booths; €100 catering for company representatives in 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 layout of the booths will follow soon.

Setup

Booths can be set up

• on the day before the event, Wednesday 26 March, from 3 pm till 8 pm. This is mandatory for all exhibitors delivering large equipment and for professional stand builders. You can unload via Gate 8 and ND7 at the rear of Hall 1.
• on Thursday, 27 March, from 7 am to 11 am – only for small items (banners, flyers, gadgets) that company/organization 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 be closed on Thursday to allow for hall heating.
  After 11:00 am, small materials can only be brought in via the foyer. Exhibitors can first park and then walk to Hall 1 with their materials. Job students will assist exhibitors in reaching their booth.

The exhibition opens at 12 pm sharp for visitors. Please ensure your booth is set up on time (before 12 pm).

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 the print kiosk in the foyer, only if you have completed the required digital form prior to the event. Haven’t filled out the badge form yet? Do it now (1 form per company representative): https://afstudeerbeurs.gent/en/companies/representatives/register

The deadline to submit the form is Monday, 10 March.

You will find in your booth a tote bag with additional information: instructions on downloading CVs during the event, WIFI code, explanation of the visitor badge, and info/gadgets from participating companies/organizations.

• You can pick up your company’s catering voucher at the info desk in Hall 1 until 12 pm. Companies that do not collect their catering voucher on time will receive it at the booth after 12 pm (please be patient in this case). Additional catering vouchers cannot be purchased. Payment at the catering stand for exhibitors can also be made electronically and in cash.

• From 11:30 am onwards sandwiches can be picked up at the catering point for exhibitors – located next to the booth of Howest
• From 12 pm till 7 pm: the job fair is open to the public.
• @7 pm: reception for exhibitors on the 1st floor, in the Sky Lounge.

 

Parking arrangements

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

A parking steward will scan the voucher on 27 March. When scanned, the voucher will be invalid. Companies/organisations arriving with multiple vehicles can pay €10 (either electronically or in cash) to the steward upon entering the parking area.

In case of problems / questions on the day itself, you can go to the information desk in Hall 1.

Catering

The takeaway point is located to the right of the Howest booth.

 

CVs of visitors

During the event, it will be possible to digitally obtain the CVs of visitors based on a (QR) code to be found on their visitor badges. Visitors will decide whether or not to share this code with the companies/organisations present.

Information on how to use this feature can be found in the company dashboard on the afstudeerbeurs website (after logging in with the email address and password used for registration). Please download this guide and share it with your representatives. It is important that they thoroughly review this guide.

The CVs of visitors who have consented to sharing their CV will be available for download after the event via the company dashboard.

Visitor CVs may only be used for recruitment purposes within your company and must not be sold or shared.

Your company webpage

The information on your company page will be viewed by visitors to the fair as part of their preparation for the event. You can update your company profile by logging into your company dashboard with the email address and password used for registration.

Dismantling of the company booths

• The evening of the fair, from 7 pm till 12 am
• Friday, 28 March, from 8 am till 12 pm

Loading will be done via Gate 8 and ND7 at the rear of Hall 1. The gate will open as soon as there are no more visitors in the hall (from 7 pm onwards).

 

We wish you a successful participation in the graduation fair / the Job Market for Young Researchers / the Ghent Capital of Technology corner / the North Sea Port Talent corner / the TechTransfer & Gentrepreneur lane / the Lifelong Learning fair!

Best regards,
Ann, Katrien, Dirk, and Hanne

Web Banners - Social Media Templates

Want to announce your presence at the fair on your website or through social media? Below, you can download various templates by clicking on the image and then right-clicking --> save image.