The following Terms & Conditions apply to the booking of meeting tables at the EPCA Annual Meeting 2026, to be held primarily in-person from the 5th to the 8th of October 2026 in Vienna, Austria.
These Terms and Conditions are in addition of the Terms & Conditions for Delegate Registration, to be found here, and which are also applicable to the booking of meeting tables, unless the Terms & Conditions for Delegate Registration would be incompatible with the present Terms & Conditions, in which case the incompatible provisions of the present Terms and Conditions will have precedence, but only in relation with the booking and the provision of Meeting Tables.
1. Definitions
Annual Meeting means all official activities of EPCA as described on the event pages of the 60th Annual Meeting and the EPCA webpage.
A Meeting table is a booth located at the Hilton Vienna Park (Mezzanine Level – Klimt Ensemble). The size is 8.5-9m² (3m x 3m), separated by panels (approx. 2m high). The furniture includes a rectangular table, six chairs, a carpet, and an electric socket.
2. Meeting Table Request
During the registration process of Delegates for the Annual Meeting 2026, EPCA member companies, primarily from the supply chain industry, can book a Meeting Table. The member company is required to pay the rental fee to EPCA per allocated Meeting Table as part of the registration process.
The number of Meeting Tables is limited. EPCA strives towards a balanced allocation of meeting tables between member companies. Therefore, only one meeting table per company will be offered; any additional table can be offered at a later stage if available and requested to the EPCA administration.
A Member Company cannot transfer a Meeting Table to another Member Company.
3. Cost, Taxes and Payment terms
Rental Fee: €1,950 (excluding VAT) for the entire event (Monday 5th October from 12am till Thursday 8th October 5pm).
3.1 Online payments
Credit card - Accepted credit cards: American Express, MasterCard, Visa
The online meeting table booking system uses secure encryption to protect your card and personal details. You will receive an invoice at the end of the registration process and via the confirmation e-mail upon completion of the payment.
3.2 Taxes
All fees and prices are subject to all applicable taxes as is known today. EPCA reserves the right to amend the listed prices should the prevailing rate of VAT be increased.
4. Modification and/or cancellation
Cancellation and/or modifications (changes) to meeting table bookings must be made in writing and sent to the EPCA Meeting Administration at meetings@epca.eu.
The following refund policy will apply:
• Cancellation received on or before 10 July 2026, 23:59 CEST: reimbursement of the fee is limited to 60% of the full rental fee.
• Cancellation received between 11 July 2026, 00:00 CEST and 7 August 2026, 23:59 CEST: reimbursement of the fee is limited to 40% of the full rental fee.
• Cancellation received on or after 8 August 2026, 00:00 CEST: no reimbursement of rental fee.
• No-shows: no reimbursement of the rental fee.
To allow EPCA to operate in a sustainable way, an administrative fee of one hundred Euro (€ 100.00) per change will be charged from the third (3rd) change onwards in the same registration on Meeting Table booking.
Guest Badges
EPCA member companies that have booked a meeting table will receive 3 reusable guest badges (non-personalized) per meeting table, valid for the duration of the Annual Meeting.
Access with these guest badges is limited to the Logistic Village (Meeting Tables area), located on the mezzanine level of the Hilton Vienna Park.
The EPCA member company is responsible for distributing the guest badges to its partners and will be responsible for those partners’ actions. The EPCA member company will inform its partners about the behavioral rules, image right provisions and provisions regarding limitation of liability, applicable law and competent courts included in the General Terms & Conditions for delegate registration and will have those partners to agree with and abide to, such provisions and rules (including the rules regarding competition law). Lost badges will not be replaced by EPCA. The member company must inform EPCA of the loss of a badge to avoid abuse.