Exhibitors Kit

Introduction

Welcome to the 2026 Conference on Empirical Methods in Natural Language Processing (EMNLP).

Thank you for your generous support and partnership in this year’s EMNLP Conference. We’re thrilled to host what promises to be an inspiring and impactful event, bringing together leading minds in natural language processing from around the world.

To help you prepare for your participation, we, along with Hungexpo, have carefully compiled this Information & Order Manual. Inside, you’ll find essential details to guide your planning — from booth logistics and shipping instructions to branding guidelines and key deadlines.

This year’s conference will be held at Hungexpo in the beautiful and historic city of Budapest. Whether you’re engaging with attendees, building new partnerships, or connecting with top talent to grow your team, we’re committed to supporting your success every step of the way.

We look forward to working with you to create a memorable experience for all participants.

Warm regards, The EMNLP Organizing Team

Exhibitor Guidelines

1. Booth Dimensions

Custom-designed booths must fit within the allocated space:

  • Diamond Sponsorship: 6 meters long by 2 meters deep by 2 or 2.5 meters high
  • Platinum, Gold, Silver & Bronze ad-ons Sponsorship: 3 meters long by 2 meters deep by 2 or 2.5 meters high

No extensions beyond these dimensions are permitted.

2. Placement of Materials

All marketing materials, including banner stands, promotional items, TVs or monitors must remain inside the designated booth space. Any items placed outside the booth will be requested to be moved inside or removed completely.

3. Audio/Visual Restrictions

No professional video recording or photography is allowed. Microphones, speakers, or amplified sound systems are prohibited.

4. Food & Beverage

Any food or beverage offered at your booth must have prior approval from ACL. (ACL/Venue preferred vendor must be used for any approved F&B. No outside food allowed.) Alcoholic beverages are not permitted unless explicitly authorized.

5. Safety & Compliance

Booth structures must be stable and comply with venue safety regulations. Electrical equipment must be certified and used with proper surge protection. No open flames, hazardous materials, or items that could obstruct aisles.

6. Staffing & Conduct

Booths must be staffed during all exhibit hours. Exhibitors should maintain professional behavior and avoid obstructing neighboring booths.

7. Conflicting Events

Sponsor agrees not to host or sponsor any separate event on the evening of the conference’s social event that could reasonably be expected to compete for attendee participation.

8. Giveaways & Promotional Items

All giveaways must comply with local laws and event policies. No items that create excessive noise, mess, or disruption are allowed.

9. Setup & Dismantling

Exhibitors must adhere to the official setup and teardown schedule. Early dismantling before the event closes is not permitted.

10. Liability

Exhibitors are responsible for their property and equipment. The event organizer and venue are not liable for loss, theft, or damage.

For Hungexpo Rules and Regulations click Here.

Ad Specs for Conference Handbook

To ensure publication in the physical conference handbook, please have all PDF ads sent to events@randrplanning.com no later than Friday, September 11, 2026.

Ad specs for the physical & digital conference handbook — any vector format (.eps, .ai, .svg, .pdf) or a high-res bitmap (.png):

  • Diamond and Platinum Sponsors — Full page ad: 122 mm W × 184 mm H. No bleed or crop marks needed.
  • Gold Sponsors — Half page ad: 122 mm W × 89.5 mm H. No bleed or crop marks needed.
  • Silver and Bronze — Quarter page ad: 58.5 mm W × 89.5 mm H. No bleed or crop marks needed.

Exhibitor Details

Location

Exhibition Hall will be held in Hall H of the Hungexpo

  • 1101 Budapest, Albertirsai út 10.
  • 1441 Budapest, Pf. 44.

Conference Schedule

See Registration & Program times on the conference program: https://2026.emnlp.org/program/

Exhibitor Schedule

Date Time Activity
Thursday, October 22 08:00 – 17:30 Exhibit Build (Including EACs)
Friday, October 23 — National Holiday — no booth activity
Saturday, October 24 14:00 – 17:00 Exhibitors Move In
Sunday, October 25 10:00 – 18:00 Show Times
Monday, October 26 08:30 – 18:15 Show Times
Tuesday, October 27 08:30 – 16:00 Show Times
Tuesday, October 27 16:00 – 17:30 Move Out

EAC’s booth tear down: TBD

Diamond Sponsor: Booth Specifications

Shell scheme (6L × 2W × 2.5H panels)

  • Three-sided partition panels, white display boards supported by aluminum frames (the booths at the corners only have two-sided partition panels)
  • Fascia board includes company name
  • 2 info counters
  • 4 bar stools
  • Solo colour carpet flooring
  • Wastebasket
  • 2 Nokia spotlights
  • 3 kW electric connection with triple power outlet

Not Included:

  • Dedicated WLAN/Internet
  • Graphic/Branding

Graphic/Branding print placeholder

Platinum, Gold, Silver & Bronze Ad-on Sponsors — 3×2m Booth Specifications

Shell scheme (3L × 2W × 2.5H panels)

  • Three-sided partition panels, white display boards supported by aluminum frames (the booths at the corners only have two-sided partition panels)
  • Fascia board includes company name
  • 1 info counter
  • 2 bar stools
  • Solo colour carpet flooring
  • Wastebasket
  • 2 Nokia spotlights
  • 3 kW electric connection with triple power outlet

Not Included:

  • Dedicated WLAN/Internet
  • Graphic/Branding print

Graphic/Branding print placeholder

Custom Booth Builds using Hungexpo

If you are not using the provided standard shell scheme listed above, and would like to request raw space for a custom booth build using Hungexpo as your builder, please email Zita Cserepkei (cserepkei.zita@hungexpo.hu) at Hungexpo and cc events@randrplanning.com for details.

Custom Booth Builds using an EAC

If you choose to use your own EAC (Exhibitor Appointed Contractor) to build your booth, please note that there are certain rules and regulations.

EAC exhibitors will need to submit the following documentation to Hungexpo via email — Zita Cserepkei (cserepkei.zita@hungexpo.hu) — no later than October 8:

  • Site plan (designating the number of neighbouring stands)
  • Furnished, dimensioned floor plans (including the names of the installed materials)
  • Facade drawings and typical cross-sections (including designated height)
  • Electricity and water supply installation site (if relevant)
  • Rigging plan (if relevant)
  • Technical description
  • Architect’s statements featuring the name and signature of the architect
  • Fire safety classification of construction products (especially floor and walls)
  • Electrical equipment statement (need to be filled and signed by the exhibitor)

A few examples of the above-mentioned can be accessed via the following link: Here for exhibitors to see what we usually require.

Please note that EAC exhibitors will need to pay a one-time waste removal fee for the disposal of regular waste and packaging materials accumulated during set-up and dismantling. The order form is below.

Order Forms

Order Forms — Discount prices deadline: September 30, 12am (CET) Basic prices deadline: October 16, 12am (CET)

Order forms Here:

  • Branding/Graphics
  • Add-on installation elements
  • AV/IT
  • Add-on Electrical (wifi will be available in the hall at no additional cost to sponsor)
  • Flower & Gardening
  • Hostess
  • Add-on Internet
  • Add-on furniture
  • Waste Removal
  • Water Connection

Shipping / Freight Information

Logistics services are handled by Hungexpo’s contracted partner, DSV. Please email: dsv.expohungary@dsv.com

DSV has been appointed as the official shipping handler of EMNLP 2026. Hungexpo will not receive any shipments sent by an exhibitor or sponsor.

More details to come soon.

Poster Printing

See poster printing information here.

Exhibitor Storage

All products, displays, and materials must be kept within the confines of your designated space. Storage will be available to you. Please email events@randrplanning.com with approximate space needed, number of boxes to be stored during the conference, and any tracking numbers. See the shipping and freight section.

Conference Host Hotels

See hotel information here.

Important Deadlines

Item Deadline
Sponsor Ad September 11, 2026
Order forms to Hungexpo (Discount prices) September 30, 12am (CET)
Order forms to Hungexpo (Basic prices) October 16, 12am (CET)
EAC Documents October 8, 2026

EMNLP Logos

EMNLP 2026 logos can be found here.

See your full benefits here.

Contacts

EMNLP Sponsorship Chairs

  • Matthias Galle (mgalle@gmail.com)
  • Nikos Aletras (n.aletras@sheffield.ac.uk)

EMNLP Event Sponsor/Exhibitor Coordinator:

  • Lina Staggs (events@randrplanning.com)

Hungexpo contact:

  • Zita Cserepkei (cserepkei.zita@hungexpo.hu)

Shipping/Receiving:

  • DSV (dsv.expohungary@dsv.com)