ptc Asia 2025 Exhibitor Manual

planning

Planning

The Pico Concierge

Pico Concierge System (Official Stand Builder)

Pico International is the official stand builder for this event. Exhibitors can use the Pico Concierge—an online portal with a shop for booth fittings and services—at: https://concierge.pico.com/exhibitor/.

Pico will send your login credentials directly.

What’s already covered

The raw space has been paid.
The walk-in booth (shell scheme) has been paid.

What you can arrange via Pico

Order additional equipment and services for your booth through the Pico Concierge portal. (Exhibitor Shop)

Documents & deposits

Please submit a Contractor Indemnity Letter via the Pico Concierge. They will get in touch with you concerning its contents.
A refundable damage deposit will be required; Pico will contact you with the details.

For custom/complex builds

Additional documentation is only required if you plan to build a complex booth.

If you intend to build an individual/custom booth, please inform us as soon as possible. We recommend Pico as your contractor. Pico’s contact details are available here and via the Concierge portal.

Timing During ptc Asia

The 1^st Pipeline Technology Conference Asia will be held from 11–13 November 2025 at the Kuala Lumpur Convention Centre (KLCC), Malaysia. The ptc Asia Exhibition and Conference will take place within the same venue to ensure a compact event experience without long walking distances.

ptc Asia 2025 kicks off on Tuesday, 11 November with exhibition setup, preparation meetings, and networking opportunities. The ptc Exhibition and Conference officially open on Wednesday, 12 November, starting with a welcome coffee in the exhibition area. The event concludes on Thursday, 13 November with networking sessions and closing discussions in the afternoon.

You will find the detailed event agenda and the ptc Asia conference program on the ptc website here.

Please note: The following timetable may be subject to changes due to organizational or programmatic adjustments. Status: 16 July 2025

Date	ptc Exhibition	Gatherings on ptc Exhibition area	ptc Conference / ptc Seminars / more
Tue, 11 November 2025	18:00 – 21:00: Exhibitor move-in¹		09:00 – 17:00: ptc Training Courses 20:00 – 22:00: ptc Meetup²
Wed, 12 November 2025	07:30 – 10:00: Exhibitor move-in¹ 10:00 – 18:00: ptc Exhibition 10:00 - 10:30: Tour of Exhibition (with VIP)	10:00 – 11:00: Coffee Break and Tour of the Exhibition³ 13:00 – 14:30: Lunch Break³ 15:45 – 16:30: Coffee Break³	09:00: Registration starts / ptc open to visitors. (Opening Ceremony and Keynote in Banquet Hall is open for exhibitors) 09:00 – 17:45: ptc Conference 19:00 - : Networking Dinner at the Saloma Kuala Lumpur, sponsored by MYCEB. Free for conference delegates.
Thu, 13 November 2025	09:00 – 17:30: ptc Exhibition 17:30 – 19:00: Exhibitor move-out¹	10:15 – 11:15: Coffee Break³ 12:30 – 14:00: Lunch Break³ 15:45 – 16:30: Coffee Break³	09:00 – 17:45: ptc Conference

Footnotes:

If you opt for individual stand construction, please contact us for tailored timing.
The ptc Meetup is an invitation-only event for representatives of exhibitors, sponsors, ptc Conference speakers, and the ptc Advisory Committee. A separate invitation will be sent.
Breaks are currently seeking sponsors. See the Exhibitor Shop.
The ptc Dinner Invitation requires a separate booking during your ticket reservation. Please note that seats are limited.
For the ptc get-together sponsorships for parts of the catering are available. See the Exhibitor Shop or approach us with your ideas.

ToDos until ptc

Ensure you have the following tasks completed before ptc starts. Some may not be available anymore after the deadline.

Task	Deadline	Note
Book your booth	28 March 2025	Find your booth number in the Exhibitor Portal
Logo, Link, Company profile for the website	1 April 2025	Usually provided with registration. You can provide and/or update in the Exhibitor Portal. Please also check on our website
Invite clients and leads using your included vouchers and use the gathered data for your own pre-marketing.	from now on	Find your vouchers in the Exhibitor Portal.
Make your participation public using our prepared social media marketing materials and individualized marketing marterial	from now on	You can find the materials here and in the Exhibitor Portal.
Global PR-Marketing using the Pipeline Technology Journal	always	Bookable separately through ptj's website or contact us directly.
Exhibitor Webinar: Preparing for ptc 2025	15 January 2025 13 February 2025 18 March 2025 all 15:00 - 15:45 CET (Berlin time)	You will be invited on-time for our webinars. We will present important preparations to you andexplain how to equip your booth. Short Q&A session at the end. Webinars will be recorded and made available. Details and focuses
For speakers: Final conference paper due	31 January 2025	See ExOrdo
Send suggestions for the YPI awards for your young staff or student assistants	28 February 2025	See details here. The YPI are currently still looking for sponsors.
For speakers: Registration for the conference	31 January 2025	e.g., using vouchers included in your booking
Send your photos for the “Working in the Pipeline Industry” Photo Contest	28 February 2025	See details here The Photo Contest is currently still looking for a sponsor.
Important:Book additional material, personnel etc. through our shop	21 March 2025	The Shop is available via the Exhibitor Portal. You can book in the exhibitor shop until the deadline, booking after deadline may be possible for some items with an upcharge.
Logo, Link, Company profile for the ptj Company Directory	19 February 2025	Included in your booking for one year. Check also the ptj Company directory directly. We will use the exhibitor profile.
Advertisement in ptj 2/2025 ptc issue	19 February 2025	Deadline is for print-ready files.
Hotel reservations	as soon as possible	We have reserved a limited contingent. It is highly likely that the Estrel is fully booked during the event. Find booking details here.
Register stand personnel with your stand personnel tickets	4 April 2025	Find your vouchers in the exhibitor portal.
Organize Logistics with our Freight Forwarder	24 Februar 2025 until 18 April 2025	Order logistics with BISCHOFF Event Service & Transport.
Prepare the lead generation app for your stand personnel	23 April 2025	Available in the exhibitor portal. In preparation

The Venue

Kuala Lumpur Convention Centre (KLCC)

The 1^st Pipeline Technology Conference Asia will be held at the Kuala Lumpur Convention Centre, Malaysia’s premier purpose-built facility for conventions, exhibitions, and events.

The KLCC offers state-of-the-art infrastructure and flexible spaces, combining a modern exhibition hall with conference facilities under one roof.

Both the Exhibition and Conference will take place within the same area of the complex. All networking breaks are scheduled in the exhibition area to maximise interaction and visibility.

Kuala Lumpur Convention Centre (KLCC)
Jalan Pinang
Kuala Lumpur City Centre
50088 Kuala Lumpur
Malaysia

Directions

The Kuala Lumpur Convention Centre is centrally located and easily accessible by car, taxi, and public transportation:

The venue is situated in the heart of the city, adjacent to the iconic Petronas Twin Towers.
Kuala Lumpur International Airport (KLIA) is approximately 55 km away and reachable in about 45–60 minutes by taxi or ride-hailing services.
The KLCC LRT (Light Rail Transit) station is within walking distance via the Suria KLCC shopping centre.
Bus stops and taxi ranks are located directly outside the venue.

For more detailed directions, please visit the official KLCC website here.

Restaurants & Bars

If you plan to meet with current or prospective partners, the KLCC and the surrounding area offer a variety of restaurants, cafés, and bars within walking distance, including options inside the adjacent Suria KLCC mall.

For meetings, ptc Asia provides dedicated meeting rooms within the event area. For larger gatherings, we will be glad to assist you in booking suitable facilities in the venue or nearby hotels.

Accommodation Advice

Kuala Lumpur offers a wide range of accommodation options in various categories within walking distance of the KLCC. Due to the central location and high demand, we recommend booking your accommodation well in advance.

Special hotel contingents are available for ptc Asia participants. For more details and booking links, please visit our website.

Documents

As an exhibitor at the Pipeline Technology Conference Asia, it is imperative to adhere to the regulations set forth by both the venue, the Kuala Lumpur Convention Centre (KLCC), and the organizer, the EITEP Institute. The official documents outlining these regulations can be accessed below:

EITEP

The rules provided here are applicable to all events organized by EITEP, including the 1^st Pipeline Technology Conference Asia. If you have any questions or require clarifications, please contact us.

General Terms and Conditions of EITEP

KLCC

If you are planning to have your stand custom-built by a stand construction company, please review the venue's guidelines carefully. The KLCC Exhibitor Kit provides important information regarding technical requirements, safety regulations, and operational procedures.

The kit also includes details about food and beverage policies, utilities installations, and the use of radio frequencies (e.g., Wi-Fi, interpreters, exhibitor equipment). If you have any inquiries, please reach out to us first. We will coordinate with the venue on your behalf.

KLCC Exhibitor Kit

Contact

For general inquiries, please contact us at ptc@eitep.de

Technical Matters and Exhibition:
Daniel Mertins
Project Manager
+49 511 90992-23
d.mertins@eitep.de

Overall organisation, Training Sessions and Sponsorships:
Marian Ritter
Managing Director
+49 511 90992-15
m.ritter@eitep.de

Billing and Accounting:
Galina Golke Project Assistant
+49 511 90992-24
g.golke@eitep.de

Conference:
Dennis Fandrich
Managing Director
+49 511 90992-22
d.fandrich@eitep.de
No technical support

Preparation Webinars for ptc 2025

In preparation for ptc 2025, the EITEP Institute is offering a series of webinars to assist exhibitors and sponsors:

1^st Webinar (22 January 2025, 15:00 - 15:45 CET):
This Webinar addressed the following topics:
- Overview over the Event Agenda
- Where is the ptc and its Exhibition?
- What is the exhibition timing and logistics?
- What‘s in the booth?
- Introduction to the exhibitor shop
See the recording of the 1st webinar here
Timestamps:
- 00:59 What is most important now?
- 02:37 Overview: ptc Agenda
- 03:38 Overview: venue
- 04:47 Overview: floor plan
- 06:27 Timing during ptc
- 08:17 ptc get-together
- 09:38 ...and more: workshops, Innovation Forum, meetings, Networking Dinner
- 10:52 Exhibitor Portal / Exhibitor Manual
- 11:25 Exhibitor Manual: public access
- 12:06 Exhibitor Portal: exhibitor-individual access via keyphrase
- 15:11 Deadlines before ptc
- 17:08 Logistics
- 18:16 Included in your booth
- 19:31 Exhibitor Shop
- 20:29 Exhibitor Shop: demonstration
- 22:05 Outlook: Marketing Webinar
- 22:26 Q&A

2^nd Webinar (18 February 2025, 15:00 - 15:45 CET):
This webinar delved into marketing options, the utilization of voucher codes, how to use the lead scanning app and how to evaluate the leads generated with vouchers and badge scanning.
See the recording of the 2nd webinar here
Timestamps:
- 00:37 Overview: Vouchers
- 02:00 Lead Generation at ptc
- 02:52 Generating / Evaluationg Leads: Login
- 03:42: Generating / Evaluationg Leads: Vouchers
- 04:17: Generating / Evaluationg Leads: Lead Scanning App Settings
- 05:50: Generating / Evaluationg Leads: Lead Scanning App Usage
- 08:50: Social Media Marketing
- 09:45: Marketing Kit
- 09:59: Opportunities using ptj
- 11:10: Presentation during ptc
- 12:45: Catering during get-together
- 13:24: Innovation Forum
- 14:00: After-Marketing
- 14:54: Upcoming Deadlines
- 16:11: Q&A

3^rd Webinar (18 March 2025, 15:00 - 15:45 CET):
The third webinar provided detailed insights into the organizational flow of the exhibition only few days before the shop deadline.
Though it was still more than one month until ptc 2025, please keep in mind that between the webinar and the ptc still lay important holidays and, for some, vacations.
See the recording of the 3rd webinar here
Timestamps:
- 02:07 Timing during ptc
- 05:00 Venue overview per day
- 07:40 Exhibition Shop (deadline)
- 08:25 Logistics
- 10:24 Marketing Vouchers
- 10:55 Lead Generation
- 11:40 Q&A
- 11:46 How do I configure lead collection app?
- 17:20 Where do I upload print-ready files? What export format do we prefer?
- 19:00 Conflicting schedule on Thursday: How to dismantle when I'm joining GWIP/Workshop/Round Table?
- 19:40 Contact details & goodbye

Each webinar is designed to last approximately 30 minutes, followed by a 15-minute Q&A session. You will receive an invitation via email in due course. For those unable to attend, all webinars will be recorded and can be accessed at this place.