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, EPCA member companies, primarily from the supply chain industry, can purchase a meeting table at the Hilton Vienna Park. The EPCA member company is required to pay a rental fee to EPCA per allocated meeting table.
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.
3. Cost, Taxes and Payment terms
Rental Fee: €1,950 (excluding VAT) for the entire event (Monday 5th October from 12:00 till Thursday 8th October 17:00).
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 the full rental fee.
• No-shows: no reimbursement of the full 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 per meeting table, valid for the duration of the Annual Meeting.
Access to these guest badges is limited to the Exhibition Meeting Tables area at the Hilton Park Vienna (Klimt Ensemble – Mezzanine).
The EPCA member company is responsible for distributing the guest badges to its partners and will be solely responsible for their use. Lost badges will not be replaced by EPCA. The member company must inform EPCA of the loss of a badge to avoid abuse.
Personal data
Personal data is information that identifies and relates to a delegate. In the case of EPCA events, it includes but is not limited to: last name, first name, business mailing address, office telephone, mobile telephone number, business email address, job title, VAT number and legal documentation required under EU VAT codes, picture and voice, as well as other personal information the delegate may disclose as part of the event.
Delegates can obtain from EPCA (data protection officer available at dataprotection@epca.eu) the written communication of their data, as well as, where applicable under the GDPR, portability of the data, rectification, restriction of processing, deletion of those which are inaccurate, incomplete or irrelevant. For further information or to lodge a complaint delegates may also contact the supervisory authority of the country of their habitual residence.
Privacy policy
The organizer and its processor iDloom process your data in compliance with European GDPR. The information you have provided is necessary to organize the event you will be attending, to obtain analytics about this event and, to ensure satisfactory networking by showing your company name on the list of companies represented, should you agree to be visible on said list. You are entitled to object to these processing operations. Idloom shall only process User’s personal data in the European Union, or in third countries after having secured appropriate guaranties with the subcontractor or recipient. They are transferred to the country of the organizer. The organizer will keep your data after the event until the expiry of the legal retention obligations, in particular fiscal and accounting, and until the end of the responsibility.
You can obtain from the organizer (data protection officer available at meetings@epca.eu / tel: +32 (0)2 741 86 60) the written communication of your data, as well as, where appropriate, portability of the data, rectification, restriction of processing, deletion of data which is inaccurate, incomplete or irrelevant. For further information or to lodge a complaint, you may also contact the supervisory authority of the country of your habitual residence.
Third party data processing
EPCA can transmit the personal data of the delegate to third parties when this is needed or useful for the processing described above.
This is the case for the data needed for the booking of meeting table: the personal data of the delegate needed for such booking will be transferred to the Hilton Vienna Park hotel. Once transferred, the hotel will be the controller of this data: it is for the delegate to read about the privacy policy of the selected hotel.
The delegate is also informed that the processing of the delegate's personal data by third parties can encompass a transfer of data outside the EEA, and more particularly in countries where the level of protection of personal data is not the same as under the GDPR. Such transfer is, however, needed for the performance of the agreement between EPCA and the delegate regarding the delegate's participation in the EPCA Annual Meeting. Furthermore, where the data are processed by a subcontractor of EPCA in such countries, EPCA has taken additional measures to ensure the protection of the delegate's personal data when these data are processed outside the EEA, i.e., EPCA has signed Standard Contractual Clauses with the company running the event online platform (Idloom). More information regarding these measures can be obtained from the EPCA office by emailing admin@epca.eu. Idloom also installs cookies and unique identifiers on the delegate equipment, which are necessary to identify the delegate upon joining the streamed business sessions. This is needed for carrying out the transmission of communication over an electronic communications network and is also strictly necessary for EPCA to provide access to the EPCA Annual Meeting. The list of cookies used by Idloom can be found here and here.
Applicable law and competent courts
The present Terms and Conditions as well as all relationships and contracts with EPCA in relation with the Annual Meeting shall be exclusively governed and construed in accordance with Belgian law. All disputes in relation with the present Terms and Conditions and/or with the Annual Meeting shall be submitted to the exclusive jurisdiction of the courts of Brussels (Belgium), without prejudice to EPCA’s right to initiate proceedings before the courts of the Delegate’s registered office in the event that any sums are due by the Delegate to EPCA.