Please remember to register before the 12th of May via the web using the promotional code provided to you by our event manager, Gabriela, as all promo codes expire midnight on this date. Note that promo codes will not be renewed. If you have distributed promo codes to staff and clients, please ensure they register by this date.We kindly ask you to understand that we need to ensure conference badges are printed and ready on time for collection but we will also be too occupied to deal with promo codes after this date

Also note that no name changes to badges will be made after the 14th of May, this is final, as badges will already be printed by this date.

We will need your speaker’s session presentation by the 12th of May, and latest 16th of May if any further changes need to be made. We understand speakers make changes at the last minute, so why do we need the presentation by these dates? It’s because we need to prepare them and upload them onto the web so attendees can download them after the conference, we also load them onto the conference room laptops, even as a backup in the case they want to use their own laptop to present. The organisation will honestly be just too busy with setting up the event the days leading up to and during the event to do/redo this work after these dates and we kindly ask you to understand this. The version received by these dates is the version that’s made available to attendees after the conference.

Your speaker’s presentation should be 16:9 or widescreen format to correctly fit the conference hall screens, older formats like 4:3 do not size up well on widescreens. They can optionally use the expo:QA’25 template here if in doubt.

The exhibition hall will be put together on the 20th of May and will be available for access from 18:00h onwards up until 21:00h. If you contracted expomedia to decorate your stand, it should be ready by 18:00h. If you contracted a different provider, they can access the exhibition area from 18:00h onwards to decorate your stand.

The exhibition hall will be available for access from 08:30h until 18:00h on the 21st and 22nd of May.

We will be present in IFEMA on the 20th of May, overseeing the setup of the exhibition hall, and can receive materials on your behalf. These materials will be placed behind registration on the lefthand side with your company’s name on them. Note that the organisation cannot be responsible for such materials.

If you need any materials to be received on the 20th, please notify our event manager, Gabriela, and send them to the following address:

Attn: Gabriela Izaguirre
Avenida del Partenón, 5 Ifema feria de Madrid, Centro de Convenciones Norte primera planta lado Este, 28042 Madrid.

Materials can be collected by courier companies up until 21:00h on the 22nd of May, after that, we will not be present in IFEMA.

IFEMA typically gives the organisation 10 parking places, which we divide among all sponsoring companies, so each exhibiting company can expect 1 parking place. Our event manager, Gabriela, will give you this ticket when she visits your stand the morning of the 21st of May.

There will be 24-hour security at the event, and you may leave merchandise, etc. in your stand but please be sensible with valuable belongings, we recommend you either bring them on the day or use a cabinet to lock them away. The organisation cannot be responsible for belongings throughout the event.

All badges are picked up at registration, from 08:00h on the 21st and 22nd of May. We will have a sperate queue for exhibition badges so please look out for this, note that there is another queue for regular conference badges, so any staff or clients who have regular conference tickets should go to that queue.

As we have security at all time at the event, badges must be visible as they will be checked by security, nobody is permitted access to the event without their badge.

It is strictly prohibited to provide attendees with stickers or promotional material that prevents security or other exhibiting companies from viewing attendee badge details.

Exhibition badges are only permitted access to the exhibition area and are not allowed into conference presentation halls.

All badges are non-transferable during the event and must not be swapped around. The organisation reserves the right to ask security to remove anyone at the event who does not have their corresponding badge.

It is strictly prohibited to bring any commercial materials, such as roll-ups, flyers, bags, etc. into the sponsor track room where talks will be given or to distribute them to attendees entering the room. You have your exhibition stand for distributing your commercial material.

If your speaker decides to use their own laptop, they should test it at some stage prior to your session to ensure you won’t run into problems when it’s their turn to present, however it is not advisable to use a different laptop as technicians in the conference room could run into connectivity problems that in turn could provoke unnecessary delays. We understand that it’s more comfortable for speakers to use their own laptop, but we will have a laptop in the conference room with your presentation on it to use, along with a slide presentation remote, which are all tested the day before the conference, to prevent problems when it’s your turn to present. If your speaker needs sound for their presentation, remember to mention it to one of the technitions in the conference room.

Your speaker must adhere to the time-slot allocated to their talk and not run over time, as this will upset the schedule. All talks must end on time and according to schedule. If not, your speaker will be asked to finish.

expo:QA will have two wifi networks, one for attendees and another for the organisation. We recommend speakers connect to the organisation wifi, as there will be less load on this network.

SSID  EXPOQA-ORG
PASSWORD  expoqa2025org

We have reserved food and drinks to be served to exhibition staff once general breaks have finished and attendees have returned to the conference presentation rooms, we kindly ask you to please wait until then to eat.

If you have any special dietary requirements, please let our event manager, Gabriela, know by the 14th of May as we need to finalise catering by that date.

If you have tickets for the networking dinner, it will start at 20:30h at SUA restaurant. For more information on our networking dinner, please see here.

We will hold a fun activity at the end of the day on the 21st of May where we will debate software testing topics, a member of your company is invited to participate. Please let us know who this will be by 16th of May who this will be.

For more information on the game show, please see here.

The organisation will come around to take a look at the effort you’ve put into exhibiting at expo:QA and there’s an award up for grabs. Your stand will be assessed according to three aspects: 1) how the stand is decorated, 2) activities and initiatives for attendees, 3) merchandise being offered. The winner will be announced at the awards ceremony.

If you have any prizes to raffle during the event, we recommend that you take part in the awards ceremony at the end of the event, which will be held in track 1, where we give out all prizes. This gives your company further exposure as it will be held on the main stage. This is an open door event and all exhibition staff are invited into track 1 to support their company at the activity. This will be the closing of the event.

Please ensure to comply with data privacy laws (GDPR) if you take photos or videos at the event and publish them on social media networks.

To ensure that everyone at the conference has an enjoyable and comfortable experience, we kindly ask you to respect our code of conduct while at expo:QA, which can be found here.

The organisation will be available to help you throughout the event. Please coordinate with our event manager for all you need. The morning of the 21st of May, once badge collection has been completed, Gabriela will come visit your stand and will give you the stamps for the expo:QA passport, the parking space ticket, etc. We kindly ask you to refrain from asking for these things when staff are taking care badge collection first thing in the morning. Gabriela will come to your stand before the first coffee break to assist you with everything you need.

We will have a professional photographer at the event, who will take photos of your speaker, and you staff at your stand. We will make these photos available to you after the event.

We will make available to you a list of attendees who agreed to share their contact details with sponsoring companies. This list will include name, surname, role, company, email of these attendees.