Sponsored Symposia Technical Manual

Transcription

1 33 rd Annual Meeting of the EUROPEAN SOCIETY FOR PAEDIATRIC INFECTIOUS DISEASES Leipzig, Germany, May 12 16, 2015 kenes.com/espid Sponsored Symposia Technical Manual ESPID2015

2 Dear Supporter, We are happy to present you with the ESPID Technical Symposia Manual. This manual covers important information and is designed to assist in preparing for your Symposium. We trust that you will find it helpful and suggest that you read all of the information presented. It will take you very little time now, and could save you a great deal of time later. The 33 RD Annual Meeting of the European Society for Pediatric Infectious Diseases takes place on May 12-16, 2015 at the Congress Center Leipzig Address: Leipziger Messe GmbH Congress Center Leipzig Messe-Allee 1 Leipzig A block of hotel rooms have been reserved for the ESPID 2015 congress participants and supporters at a discounted rate. Hotel reservations can be made via the meeting website. Please click here. Please do not hesitate to contact me for further information or assistance. We look forward to welcoming you in Leipzig and wish you a successful Symposium. Warm regards, Mor Kristal Senior Meeting Planner 1

3 Table of Contents SECTION 1: Symposium Related Contact Information Kenes Contacts Contractors Contacts SECTION 2: Deadlines Table 5 SECTION 3: Timetables 6 Symposia Timetable Registration Timetable SECTION 4: Symposium Session Hall 8 Hall Technical Details Location and Layout SECTION 5: Supplied AV 12 SECTION 6: Symposium Promotion 13 Symposium Title Final Programme Advertising Symposium Invitation Bag Inserts Symposium Signage SECTION 7: Lead Retrieval Wireless Barcode Readers 15 K-LEAD Scanner Mini Scanner Order Form SECTION 8: Shipping, Tariffs, Material Handling and Shipping Labels

4 SECTION 1: Symposium Related Contact Information Congress Organizer Kenes International Rue François-Versonnex Geneva, Switzerland Tel: Fax: Website: Kenes Contacts Senior Meeting Planner Mrs. Mor Kristal Tel: Ext mkristal@kenes.com Programme Coordinator Ms. Hadar Attas Tel: Ext hattas@kenes.com Support & Exhibition Specialist Ms. Carolina Barbosa Groenendal Tel: cgroenendal@kenes.com Registration Manager Ms. Orna Gilboa Tel: Ext ogilboa@kenes.com AV Coordinator Mr. Mike Perchig nest@nest-av.com Accommodation Manager Ms. Nati Glick Tel: Ext nglick@kenes.com 3

5 Contractors Contacts STAND CONSTRUCTION & FITTINGS, FURNITURE HIRE, BRANDING & PRINTING FAIRNET GmbH Ms. Christin Glodek Tel: Website: ELECTRICS, INTERNET, PARKING The Congress Center Leipzig Ms. Katja Lehmann Tel: Website: STAND CATERING Fairgourmet GmbH Mr. Roland Schwenke Tel: Fax: standservice@fairgourmet.de CUSTOMS CLEARANCE, FREIGHT / MATERIAL HANDLING Hermes-Merkur Ms. Zehavit Akerman Tel: Mobile: zehavitak@hermes-exhibitions.com HOSTESSES Mrs. Susann Klette Project Manager Tel: Mobil: info@agentur-luther.de 4

6 SECTION 2: Deadlines Table Symposium Programme (for approval by Scientific Committee) Staff Hotel Reservation Payment of Invoice Balance Programme Book Advertisement (for approval by Scientific Committee) Draft of Bag Insert for Approval (for approval by Scientific Committee) Deadline Deadline has passed As soon as possible Must be received in full one week prior to the Congress Tuesday, March 31, 2015 Tuesday, March 31, 2015 Lead Retrieval Wireless Barcode Readers Order Tuesday, April 10, 2015 Catering Services Friday, April 17, 2015 Cargo Deadlines Airfreight shipments arrival to Frankfurt Airport Sunday, May 3, 2015 Shipment via Germany warehouse Tuesday, May 7, 2015 Direct Deliveries to Congress Venue Sunday, May 10, 2015 Contact Person Ms. Hadar Attas Ms. Nati Glick Ms. Carolina Barnosa Groenendal Ms. Hadar Attas Ms. Hadar Attas Mrs. Mor Kristal Mr. Roland Schwenke Ms. Zehavit Akerman 5

7 SECTION 3: Timetables Symposia Timetable Supporter Date Session Time Location GSK Vaccines Tuesday, May 12 15:00-16:30 Hall 1 AstraZeneca Tuesday, May 12 17:00-18:30 Hall 1 Sanofi Pasteur MSD Wednesday, May 13 08:45-10:15 Hall 1 Pfizer International Operations Wednesday, May 13 10:45-12:15 Hall 1 GSK Vaccines Wednesday, May 13 13:00-14:30 Hall 1 Novartis Vaccines Wednesday, May 13 15:00-16:30 Hall 1 GSK Vaccines Wednesday, May 13 16:50-18:20 Hall 1 In order to set up the hall prior to the start of your Symposia, we would recommend arriving to your Symposium early, where a member of the Logistics Team will be available should you need any assistance. If a technical rehearsal in the hall is required, please contact the Meeting Planner, Mor Kristal at mkristal@kenes.com We ask presenters to follow the time schedule precisely in order that the day s events may run smoothly. An updated Scientific Timetable can be found on the ESPID 2015 website by clicking here. 6

8 Set up Exhibition Timetable Individual space only stands 11:00-22:00 Monday, May 11 For all stands 14:00-22:00 Tuesday, May 12 08:00-20:00 Exhibition hours Wednesday, May 13 10:00-21:00 Thursday, May 14 09:30-16:30 Friday, May 15 09:30-16:30 Breakdown/ Dismantling Friday, May 15 16:30-23:30 Registration Timetable * Tuesday, May 12, :00-18:30 Wednesday, May 13, :30-20:30 Thursday, May 14, :00-19:00 Friday, May 15, :00-18:30 *Registration hours are subject to change. 7

9 SECTION 4: Symposia Session Hall Hall 1: Hall Capacity & Layout Ceiling Height Hall Dimensions Stage Dimensions Speaker Lectern Banner dimensions Head Table Banner Dimensions W Hall 1 Technical Details 1000 persons in Theatre m 1048 sqm 108 sqm 70 cm 120 cm W 140 cm x 3 tables= 420 cm 55 cm / 74 cm Sufficient seating for up to 6 persons. 10mm Foam board or similar rigid material is recommended for branding the table and lectern. H H The general stage setting includes 1 speaker lectern and a head table accommodating up to 6 persons. For alternative/additional stage setting please contact Mor Kristal at: mkristal@kenes.com 8

10 Lectern and Head Table Specs The Head Table will include 3 tables of 2 persons each (6 persons in total) with the following measurements: The Lectern in all halls will have the following measurements: 9

11 Location and Layout- Level 1 11

12 Hall 1 Photos (for illustrative perposes only) 11

13 SECTION 5: Supplied AV Panoramic front projection screen (image of W12xH6.75 m ) 2 x High-powered Data projectors (main and back-up ) to create the panoramic background image and to project the PowerPoint & Video images in windows on the screen 40" Confidence monitor in front of the head table, showing the same image as being projected on the large window on the main screen (see previous item ) Data/Video control system, including a seamless Data/Video switcher and all necessary cabling (opening "windows" on the main screen, adding titles of the speakers, etc.) Video camera to capture the face of the speaker at the lectern for live close-circuit projection Laptop computer for PowerPoint presentations at the lectern, including English version of Windows, English version of PowerPoint, DVD drive, USB port, sound card networked to the Speakers Ready Room Laser pointer (as back-up, we recommend using the cursor of the laptop computer as a pointer) Wireless Cue-light system P.A. (sound) system, which covers the hall, including 12 wired microphones (4 head table, 2 lectern, 6 Q&A) with stands (floor/table), 1 wireless headset microphone, connection for sound from computer (mini PL plug) at the AV Control room and connection for sound from computer (mini PL plug) at the lectern Audio monitors on stage, for the lectern and for the head table Clearcom system, 2 headsets Lighting system, incl. spotlights to illuminate the lectern and the head table and colorful Lighting on stage 3 x English speaking AV technicians to operate the above-mentioned systems. In Hall 1 the company virtual banner in the hall will be projected. Please contact the Audio-Visual Coordinator, Mr. Mike Perchig ( nest@nest-av.com), in order to design the images according to the required resolution. The virtual banner can include the title of the Symposium, the name and logo of the Sponsor and the name and logo of the Congress. The Symposium Logo slide may be projected on the main screen during walk-in throughout the Symposium. Please send this file as a JPEG to Mr. Mike Perchig, nest@nest-av.com. *For demonstration only (photo taken in a different Venue) To order any additional AV items during your symposium, please contact Mr. Mike Perchig, nest@nest-av.com. 12

14 SECTION 6: Symposium Promotion Symposium Title If there are any changes to your Symposium title or programme, or you have not yet provided your complete programme details, please inform Ms. Hadar Attas at as soon as possible. Final Programme Advertising For Supporters entitled to adverts in the final programme as per their signed contract, please adverts to Ms. Hadar Attas at no later than Tuesday, March 31, 2015 in one of the following formats at a resolution no less than 300 dpi: EPS, Illustrator, JPG or PDF. The adverts dimensions for the final programme are A4. Please refer to the adjacent diagram for advert dimensions for the final programme. Symposium Invitation Bag Inserts Should you be entitled to a bag insert as per your contract, please follow the below procedure: 1. Please the invitation draft (including graphic design) prior to printing for approval to Mrs. Hadar Attas at: hattas@kenes.com, no later than Tuesday, March 31, 2015 The bag insert should not exceed standard A4 dimensions. 2. A quantity of 2850 inserts is requested. Inserts / Display material need to arrive at the venue no later than 16:00 on Sunday, May 10, For inclusion in the congress bags. Packages should be labeled accordingly with the supporters company s name, the name of the responsible person (who will be in the event), and the name and date of event. 13

15 Please note: Any deliveries made directly to the venue without going through the official congress shipping agent, will be at the supporters own risk. If they do not arrive on time or are mislaid, the congress organizers and official congress shipping agent will not take any responsibility. For additional shipping / delivery options direct to the venue, please refer to SECTION 8: Shipping, Tariffs, Material Handling and Shipping Labels. Symposium Signage Symposium supporters have the option to create promotional signage according to the below guidelines. All symposium signage should be produced by the company. Please note that it is not permitted to use the ESPID logo on any of the symposia materials. The following may be displayed (and provided by the Supporter): 1. Session Hall Signage Self-Standing Sign One standalone sign to be placed at the entrance of the session hall 15 minutes prior to the sessions published start time. Stage Banners (optional) - The following may be displayed (and provided by the Supporter) 1 x free standing vertical sign to be placed on/next to the stage. Maximum dimensions: W150cm x H250cm. 1 x horizontal sign placed in front the head table facing audience. (For dimensions, see SECTION 4: Symposium Session Halls). 1 x Banner in front of the speakers lectern facing the audience. (For dimensions see SECTION 4: Symposium Session Halls). 2. Free standing signage The Supporter is permitted to place one sign (W50cm X H70cm or W85cm X H200cm) advertising the Symposium on the day of the session only. The sign may be placed in the registration area. Please coordinate with the On-site Manager. Please make sure to bring your own easels. 14

16 SECTION 7: Lead Retrieval Wireless Barcode Readers Lead Retrieval Wireless Barcode Readers are a helpful tool for collecting participants contact information. K-LEAD Scanner Unique opportunity to use our advanced ipod touch lead retrieval system, enabling exhibitors to enhance their database by securing valuable leads for further marketing and communication. Compact and intuitive design Sleek ipod touch with customized scanner Effortless process using registration badge barcode Option for pre-installed survey tailored to exhibitor needs Ability to insert exhibitor comments for each lead Immediate information retrieval online Secure use and password protected Package includes hardware and software with on-site support Use of device for full duration of exhibition Cost per unit For further details, please click here. 15

17 Mini Scanner No editing capabilities Basic participant info Pocket size Cost per unit Please Note: Attendee data is supplied by each supplied by each participant or the agency responsible for the registration process of that participant. We regret that in some cases data may be incomplete, such as when group registration is completed by a third party, we may not be in possession of the full contact details. Kenes International and the Organizing Committee encourage attendees to provide thorough information, however cannot be responsible for the quality and content of such data. In order to reserve your Lead Retrieval Wireless Barcode Reader, please return the Order Form on the following page. 16

18 Order Form - Lead Retrieval Wireless Barcode Reader Please complete the following Order Form. Please note, if the system is not returned to the Exhibition Manager one hour after the exhibition closing hour, an additional 2000 charge will be made to your credit card. In accordance with the security measures taken by credit card companies, please complete the following form in your own handwriting and sign. Please mail this form no later than Tuesday, April 10, 2015 to the attention of Mor Kristal at mkristal@kenes.com. Number of K-LEAD Scanners Requested: Number of Mini Scanners Requested: Company Name: Address: Telephone Number: Card Type: Visa / MasterCard / AMEX: Credit Card Number: Expiration Date: Security Digits (on the back of the credit card): Name of Card Holder: Date: SIGNATURE of Card Holder: ( 400 per unit) ( 300 per unit) 17

19 SECTION 8: Shipping, Tariffs, Material Handling and Shipping Labels CUSTOMS CLEARANCE & FREIGHT HANDLING Hermes-Merkur Ms. Zehavit Akerman Tel: Mobile: zehavitak@hermes-exhibitions.com Hermes - Merkur is the sole handling agent for the coming "ESPID 2015" congress in Germany. To ensure the smooth unloading and arrival of your material into the venue, we recommend using the Official Freight Forwarder services. Supporters who choose to use their own services to deliver their goods to the venue door or warehouse are still required to contact Hermes - Merkur in order to coordinate the time schedule for unloading of freight into the venue. Hermes is the exclusive handler inside the venue. No other company is permitted to handle cargo within the venue. Please note that companies, stand builders & PR companies may make their own arrangements to deliver and retrieve goods directly to the warehouse/venue entrance. To view the full ESPID 2015 Shipping Instructions, including Tariffs, Material Handling and Shipping Labels please select the relevant links on the following page: 18

20 Shipping Instructions Shipping Instructions Inserts and Display Material Material Handling and Payment Confirmation Form Shipping Labels Bag Inserts Shipping Label Air Freight Bag Inserts Shipping Label Warehouse Bag Inserts Shipping Label Direct to the venue Display Material Shipping Label Air Freight Display Material Shipping Label Warehouse 19