Cockpit for Exhibitors & Sponsors
All important informations, dates and links at a glance to be optimally prepared for successful participation.
OVERVIEW
I. GENERAL INFORMATION
OPENING HOURS | TICKETS | HOTEL | TRAVEL INFO
II. DATA SUBMISSION
III. MARKETING SERVICES
IV. VIRTUAL EVENT PLATFORM
V. INFORMATION FOR EXHIBITORS
I. GENERAL INFORMATION
Aviation Forum 2025 – Conference & Exhibition
Date: Wednesday, December 10 – Thursday, December 11, 2025
Venue: CCH - Congress Center Hamburg, Congresspl. 1, 20355 Hamburg, Germany
Organizer: IPM AG
OPENING HOURS
Exhibition:
December 10, 2025, 08.00 - 18.00 CET
December 11, 2025, 08.00 - 15.20 CET
Conference program:
December 10, 2025, 09.00 - 18.00 CET
December 11, 2025, 09.00 - 15.20 CET
Champagne Reception & Gala Dinner:
December 10, 2025, 18.00 – 22.00 CET
General Terms and Special Conditions of Participation
Please note our general terms and special conditions of participation. You can download them here:
TICKETS
All tickets include access to the conference program and full catering.
There are no special exhibitor passes or services passes for booth staff or service partners. During assembly and dismantling you will get access by showing your business card.
After successful registration, participants will receive a confirmation by e-mail. No physical or e-tickets will be sent in advance.
Standard Tickets for your team
The number of participants you can register depends on the exhibition or sponsoring package you have booked and is stated in the service description of your contract.
You have received the promotion code for your free tickets by email. Please notice that you have to register each participant separately with the provided code.
Register your free participants via the link below:
Additional tickets for your team
For additional registrations exceeding your free contingent included in your package, please use the 30% promotion code AFOASPPLUS25 at https://www.aviation-forum.com/tickets
Check-in
Upon arrival, all participants will receive their name badges at the registration desk either by showing their QR Code which will be sent by email about one week before the event or by showing their ID.
The registration desk is open as follows:
December 09, 2025, 16.00 - 20.00 CET (Pre-check-in)
December 10, 2025, 07.30 - 18.00 CET
December 11, 2025, 07.30 - 15.20 CET
Tickets for your guests
For your visitor invitations we also offer a 30% discount on physical tickets.
Forward the link to our ticket store https://www.aviation-forum.com/tickets to your customers.
Promotion code AFOPREMIUM25 must be entered in the first step of the registration process to receive the discount.
ROOM BOOKING
Find a premium hotel room for your stay in Hamburg.
Please book your rooms early via the booking link below. We cannot guarantee availability!
TRAVEL INFO
The CCH – Congress Center Hamburg is conveniently located in the city center. The Dammtor mainline train station and several other stations and stops of the public transportation system are within a distance of 100 to 500 meters.
Address:
CCH – Congress Center Hamburg
Congressplatz 1
20355 Hamburg
Germany
II. DATA SUBMISSION
LOGO & COMPANY PROFILE
Please submit directly after your registration.
This information is required to have your logo on the website and for the initial configuration of your profile in the virtual event platform.
Required formats:
eps with embedded/path converted fonts for print
png, svg or jpg for digital devices
(png or svg format with transparent background preferred)
DIGITAL ADVERTISEMENT
If you have booked an advertisement ad, please submit it by:
November 27, 2025
Requirements:
Format: 16:9 (at least 1920*1080 pixels)
Color scheme: RGB
Language: English
Quality: high-resolution (min. 150 dpi)
III. MARKETING SERVICES
EVENT LOGO
Click on the picture to download the event logo as a zip file (including white and transparent versions and eps-files).
EVENT PICTURES
Download various graphics of the event for your marketing work.
INVITATION PAGE FOR YOUR GUESTS
We can create a landing page with your logo for your visitor invitations (service free of charge).
Use this page to invite your customers and your network - via newsletter, your social media channels or your website.
For your guests, a free virtual registration or a registration with a 30% discount on physical tickets is available here!
SOCIAL MEDIA BANNERS (TBA)
EVENT SUMMARY
All at a glance for your communication: key facts, text modules, links and more
Promote your participation in social media with our banners.
Please always mention #aviationforum #afo and @Aviation Forum or link to https://www.aviation-forum.com/
Click on the picture for download
1200x1200px
1200x627px
Create your personal banner with your photo
WEBSITE BANNERS (TBA)
Click on the picture for download
1200 x 625 px
EMAIL BANNERS (TBA)
Click on the picture for download
600x100px
IV. VIRTUAL EVENT PLATFORM
The Aviation Forum will be held as a hybrid event. The virtual event platform goes live on November 26, 2025.
All sponsor and exhibitor packages include a virtual exhibition profile. You will receive your login data by email on November 26.
What you should do when the platform goes live (November 26, 2025):
Expand your company profile with videos, PDFs, text and add products.
Create your team: Assign colleagues to your virtual company team and complete your personal profile.
Study the list of participants, start networking and arrange on-site meetings or video-calls for the conference days.
During the conference:
Be active and check your inbound leads!
After the conference:
The platform stays open for chats until December 31, 2025, 00.00 CET.
Export your leads and follow-up before the platform closes.
The platform offers the following features:
Livestream of the conference program (main track) with live questions and polls
Virtual exhibition and search for products
AI based matchmaking
Chats with other participants
Schedule B2B meetings (video calls or on-site meetings)
Video-calls via the platform
Online Speednetworking sessions
Networking & matchmaking
All participants will get access to the virtual platform. They will be shown as physical/hybrid or virtual.
Accordingly, all attendees from your company like staff for your booth will automatically get access to the platform and you may assign them to your company team.
For people physically attending it might be challenging though to observe the virtual platform and join video calls. Therefore, we advise to also add virtual team members who attend the conference remotely (free of charge).
Virtual team members must not necessarily be available around the clock on all conference days, as appointment availability can be set individually via the platform.
All members of your team generate leads for your company.
The AI-powered software supports your team in face-to-face networking on-site and connects you with virtual attendees, too.
Lead generation
Contacts who are interested in your company are displayed in your company's team page. These ‘Live Inbound Leads’ include visitors to your virtual exhibition stand, people interested in your products or team, and if you have a keynote speaking slot visitors to your ‘sponsored session’.
Additionally, we recommend a pro-active screening of the participant list, using the filters in the platform and the arrangement of meetings (online and on-site).
Once you have networked with a lead, you can export the details after the conference. Depending on what setting the persons have chosen, you will get their name, company name, phone number and email address.
V. INFORMATION FOR EXHIBITORS
YOUR EXHIBITION BOOTH
You can take the position of your booth as well as your booth number from the floor plan provided below.
Please find your booth size in your contract. The measurements (width x depth) we have communicated separately.
BASIC EQUIPMENT
We provide for each exhibitor the booked stand space including stand construction as illustrated (white back and side walls) and name panel and power supply. The basic side walls are 0,5m in depth.
The exhibition area is equipped with parquet floor. Rental furniture is not included in the exhibition packages.
The exhibitor may either bring his own equipment or he may order further services from our service partners named below or from a service provider of his choice.
If the exhibitor wishes to bring his own stand construction, this must be notified in advance to the organizer and to the contracted stand constructor cubicworx. In addition, the exhibitor must ensure that the Technical Guidelines and the special stand construction regulations are complied with and probide a stand sketch.
Example – 9 sqm booth shell scheme with partition walls and with additional equipment.
FURTHER SERVICES
Further services for your booth can be obtained from our booth construction partner cubicworx:
cubicworx GmbH
cubicworx Congress Team
kongress@cubicworx.de
Phone +49 351 40752255
Furniture, graphics and lighting
We strongly recommend booking lighting and graphics to enhance your booth!
Discount prices until:
November 13, 2025
WiFi, LAN & IT Services
Free Wi-Fi (public network) is available in the conference and exhibition area. High speed Wi-Fi or a LAN connection for your exhibition booth as well as further communication facilities / IT services can be can be ordered from cubicworx.
Electricity Supply
Standard electricity supply (230 V, 3 KW) for your booth is included in the exhibition packages.
Special power solutions (such as higher power or direct current) can be ordered from cubicworx.
Stand cleaning & waste disposal
The event area is cleaned every evening, however without cleaning the stands separately. The exhibitor is responsible for a clean booth. Cleaning must be completed before the event starts. Special cleaning solutions can be ordered, please contact cubicworx (kongress@cubicworx.de).
The exhibitor is obligated to avoid garbage and comply to the disposal concept of the organizer. During set-up and dismantling waste containers for trash and cardboard will be provided. In case the exhibitor has left garbage or other items behind, the organizer is entitled to have it removed at the exhibitor’s expense.
Technical guidelines
Please note the technical guidelines of the venue, CCH Hamburg.
Exhibits
If you wish to display larger exhibits, please contact our booth builder cubicworx (kongress@cubicworx.de), including a data sheet of the exhibit (size, weight, special features).
Submission of stand layout
If you do not use the shell scheme system included in your package nor book booth construction via cubicworx, you have to send a sketch of your planned exhibition booth to our booth builder cubicworx: standplan@cubicworx.de
Submission Deadline:
November 13, 2025
Special construction regulations
Open stand concepts are generally preferred. If you bring your own booth, the front meter of the stand area shall not be closed with a stand wall, but used for bar tables, exhibits, etc. Side walls must be shortened accordingly. Any solutions deviating from this must be agreed with the organizer.
The sketch must contain the following points:
Weight of the overall construction
Weight per point
Type of suspension (e.g. truss, banner)
Height
Neighboring booths incl. booth numbers
Drawing of the aisle areas
Equipment
In addition, we require a view of your booth. Based on the mentioned documents, we will obtain a building permit for your booth from the Messe Munich. Otherwise, a smooth set-up cannot be guaranteed.
Set-up and dismantling
Assembly:
December 09, 2025, 17.00 - 20.00 CET
December 10, 2025, 07.00 - 08.00 CET
Dismantling:
December 11, 2025, 15.30 - 21.00 CET
Access, loading & unloading
During assembly and dismantling, exhibitors will have access to the exhibition area by presenting their company's business card.
Service partners are required to show their identity / business cards and the order confirmation.
Please inform your stand builders or logisticians if necessary:
Access to the exhibition area is not possible before 17:00 CET on December 09, 2025.
All delivery vehicles must be removed from the event site by the end of the assembly time. Vehicles that are still on the event grounds after the mentioned times may be removed by the organizer at the risk and expense of the respective exhibitor.
For smaller deliveries, please directly access via the adjacent parking lot.
You can view the traffic guide here.
Due to the tight event schedule at the CCH Hamburg, set-up and dismantling times are very limited. There may be waiting times and obstructions, especially during set-up. Please take this into account in your planning!
Stand dismantling will begin on December 11, 2025, immediately after the end of the event at 15.30 CET. It is not allowed to start dismantling earlier.
Official logistics partner
Our official partner for logistics services around your booth for reliable transport handling and storage is:
DB Schenker
Ralf Hermanns
Phone: +49 511 87005-100 Mobile: +49 151 17422168
Email: Ralf.hermanns@dbschenker.com
Order deadline:
November 24, 2025
Storage of empty cases/containers
Our Logistics Service Partner Schenker Deutschland AG offers logistics services for exhibitors. Schenker ensure reliable transportation and goods handling, meeting your individual requirements. To arrange the delivery of your exhibition goods at the stand on time, Schenker requires your registration no later than 15 days before the start of the event. Schenker also store your empty packing material during the event.
Return shipping
Our logistics partner Schenker Deutschland AG will also support you after the conference and can return your equipment. Please arrange your return shipment with the Schenker team directly. Please understand that we cannot send back any equipment.
Catering & evening event
Throughout the event, catering incl. soft drinks, coffee, lunch buffet and coffee breaks will be provided for all participants and exhibitors. The catering areas are located within the exhibition to intensify the networking.
It is not permitted to bring your own food and beverages.
On December 10, 2025, directly after the end of the first conference day, there will be an evening reception and a gala dinner within the exhibition area. Access is included in the premium und all access ticket. Please sign up for the evening event during the registration process.
Booth operation and presence of staff
Registered exhibitors are obliged to participate in the event and to put the booth into operation in time. During the event, especially during breaks, the stand should be properly equipped and staffed.
At certain times, e.g. when workshops are on, less traffic is expected in the exhibition area. Therefore, it might not be necessary to be present at your exhibition booth permanently. Let your colleagues decide when to be present at the booth and when to take advantage of the conference program.
Security & insurance
The entrance and exit to the exhibition are checked by security. Please be aware, that there is no guarding of single booths in the evening and at night. Each exhibitor is responsible for the security of his exhibits.
The organizer assumes no liability for objects and valuables brought in by the exhibitor, his employees or agents. The exhibitor is liable for his own stand equipment and exhibits. We recommend sufficient insurance cover.
Any damage at the conference location caused by exhibitors or their agents on the premises, whether on buildings or facilities, will be repaired at the end of the event at the cost of the person who caused the damage.
Commercial activities
Commercial activities, the distribution of flyers or the positioning of advertising placards outside the stand are not permitted. Exceptions can be authorized by the event organizer and the CCH Hamburg.
Your contact
Marvin Menge
Project Manager
+49 511 473147-95
Dominik Evers
Team Leader Sales
+49 511 473147-95