Industry Symposia Manual

Transcription

1 6 th International Conference on Nutrition & Growth 7-9 March, 2019, Valencia, Spain Industry Symposia Manual

2 Dear Sponsor, We are happy to present you with the 6 th International Conference on Nutrition and Growth (N&G 2019) Supporters Symposium Manual. This manual covers important information and is designed to assist you 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 6th International Conference on Nutrition and Growth (N&G 2019) takes place from March at the Valencia Conference Centre, Spain A block of rooms have been reserved for the NGC 2019 congress participants and supporters at a discounted rate. Hotel reservations can be made via the congress website. Please click here. Please do not hesitate to contact me for further information or assistance. We look forward to welcoming you in Valencia and wish you a successful Symposium. Kind regards, Yulia Rijinsky Industry Coordinator 2

3 Table of content SECTION 1: Symposium Related Contact Information Kenes Contacts Contractors Contacts SECTION 2: Deadlines Table SECTION 3: Timetables Symposia Timetable SECTION 4: Symposium Session Halls Hall Technical Details Location and Layout Section 5: Supplied AV SECTION 5: Symposium Promotion Symposium Title Final Programme Advertising Symposium Invitation Bag Inserts Symposium Signage SECTION 7: Miscellaneous Information Catering Meeting / Hospitality Rooms SECTION 8: Innovative Products SECTION 9: Lead Retrieval Wireless Barcode Readers K-LEAD Scanner Mini Scanner SECTION 10: Shipping, Tariffs, Material Handling and Shipping Labels 3

4 SECTION 1: Symposium Related Contact Information Kenes Contacts Congress Organizer Kenes International Rue François-Versonnex Geneva, Switzerland Tel: Fax: ngc@kenes.com Industry & Exhibitor Coordinator Ms. Yulia Rijinsky Tel: Ext yrijinsky@kenes.com Programme Coordinator Ms. Regina Pinkas Tel: Ext rpinkas@kenes.com Audio Visual Coordinator For extra AV order and technical rehearsals Mr. Mike Perchig nest@nest-av.com Industry Liaison and Sales Associate Ms. Noa Freilich Pollack Tel: ext nfreilich@kenes.com Registration Manager Ms. Anna Stoycheva Tel: astoycheva@kenes.com Group Hotel Reservation Ms. Sivan Mahatabi Tel: ext kerez@kenes.com 4

5 CONTRACTORS CONTACT CATERING SERVICES Mr. Elena Cervero Tel: (+34) CLEANING, PARKING, PLANTS & FLORAL ARRANGEMENTS Ms. Adelina Pedros Tel : palcon@palcongres-vlc.com FREIGHT HANDLING & ONSITE LOGISTIC AGENT Hermes-Merkur Ms. Zehavit Akerman Tel: Mobile: zehavitak@hermes-exhibitions.com FURNITURE HIRE AND SIGNAGE Mr. Igor Coll Tel: igor@formas.com 5

6 SECTION 2: Deadlines Table Submission of Forms Deadlines Contact Person Ms. Sivan Mahatabi As soon as possible Hotel Reservation for Staff Tel: ext Via Kenes Exhibitor s Portal Badge Order March 1, Eblast (for approval by Scientific Committee) Symposium Programme (for approval by Scientific Committee) E Advertisement (for approval by Scientific Committee) Lead Retrieval Wireless Barcode Readers Order Bag insert (for approval by Scientific Committee) Delivery bag insert Thursday, 24 January, 2019 Friday, 11 January 2019 Friday, 11 January 2019 Thursday, 24 January, 2019 Thursday, 24 January, 2019 Deliveries should not be made earlier than March 4th and no later than 16:00 on March 5,2019 Catering Service Friday, 22 February 2019 Furniture Hire, Signage Shipping & Material Handling Services Payment of Invoice Balance Friday, 8 February 2019 Orders received after this day will imply a 20% surcharge on the total rate. Ms. Yulia Rijinsky yrijinsky@kenes.com Ms. Yulia Rijinsky yrijinsky@kenes.com Ms. Yulia Rijinsky yrijinsky@kenes.com Ms. Yulia Rijinsky yrijinsky@kenes.com Ms. Yulia Rijinsky yrijinsky@kenes.com Ms. Zehavit Akerman zehavitak@hermesexhibitions.com Mrs. Elena Cervero elena.cervero@gourmetcatering.es Mr. Igor Coll igor@formas.com Please refer to Shipping Instructions in section 8 for detailed shipping deadlines Must be received in full by before the conference opens Ms. Noa Freilich Pollack Tel: ext nfreilich@kenes.com 6

7 SECTION 3: Timetables (subject to change) Symposia Timetable Session Time Location Sponsor Date (subject to change) Abbott Nutrition 7/03/ :00-19:30 Auditorium 1 Nestle 8/03/ :00-16:00 Auditorium 1 Nutricia 8/03/ :15-13:15 Auditorium 2 Soremartec 8/03/ :30-10:00 Auditorium 1 Wyeth Nutrition 8/03/ :30-09:00 Auditorium 2 In order to support you in the best possible way, please inform us if you plan any branding or change of set up in the hall. This information is invaluable. We recommend arriving to your Symposium approx. 15 minutes prior to the start, where a member of the Logistics Team will be available should you need any assistance. Please coordinate directly with Ms. Yulia Rijinsky yrijinsky@kenes.com about set-up times and requirements. If a technical rehearsal is required, please contact the AV Coordinator, Mr. Mike Perchig nest@nest-av.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 N&G website by clicking here. 7

8 SECTION 4: Symposia Session Halls Hall 1- Auditorium 1- For Symposia taking place in Plenary Hall, the Hall will be referred to as Auditorium1 in all congress publications and informative and directional signage on site. Technical Details Hall Capacity & Layout Approx. Theater style 1,481 Ceiling Height Hall Dimensions Speaker Lectern Banner dimensions Head Table Banner Dimensions Approx. 6 m 18.1 m x m Electronic banner 180cm W 72cm H Sufficient seating for up to 2-3 persons 10mm Foam board or similar rigid material is recommended for branding the table. The general stage setting includes 1 speaker lectern and a head table accommodating up to 2 persons. 8

9 For alternative/additional stage setting please contact Ms. Yulia Rijinsky In-Hall Furniture For Sponsors Symposia being held in Aud. 1, the company virtual banners in front of the lectern and on the Panoramic screen will be projected. Please contact the Audio-Visual Coordinator, Mr. Mike Perchig ( in order to design the images according to the required resolution. The virtual banners can 1,45m include the title of the Symposium, the name and logo of the Sponsor and the name and logo of the Congress. 0,80cm 9

10 Congress Floor Plan 10

11 SECTION 5 Supplied AV Hall 1- Auditorium 1- NGC 2019 (as of December 10, 2018) Auditorium 1 Large front projection screen, image of H5.6 X W10 meters ( ratio of 16:9 ). High-powered Data projector to project the PowerPoint/Video images on the screen ( at least ansi-lumens ). Fixed video camera, to capture the face of the speaker at the lectern for live close-circuit projection during Q&A discussions. High-powered Data projector to create the panoramic background image and to project the PowerPoint & Video images as picture-in-picture windows on the screen. Data/Video control system, including a seamless Data/Video switcher and all necessary cabling ( opening picture-in-picture "windows" on the main screen, etc. ). Fixed video camera, to capture the face of the speaker at the lectern for live close-circuit projection during presentations. 42 Confidence monitor in front of the head table, showing the same PowerPoint image as being projected on the large picture-in-picture window on the main front projection screen. Laptop computer for PowerPoint presentations, located at the lectern and networked to the Speakers Ready Room. Vertical 42-46" Plasma screen in front of the lectern, facing the audience, projecting a presentation with the name of the speaker and logo ( see photo below )*. Laser pointer ( as back-up, we recommend using the cursor of the laptop computer as a pointer ). P.A. (sound) system, which covers the hall and the stage, including 10 wired microphones ( 4 head table, bag 2 lectern, 4 Questions & Answers) with stands (floor/table), wireless headset microphone, connection to sound from computers (mini PL plug) at the lectern and connection to sound from computers (mini PL plug) at the AV Control desk. Audio monitors for the lectern and the head table on the stage. Lighting system, illuminating the lectern and the head table. Colorful Lighting along the stage. 3 x AV technicians to operate the above-mentioned systems. 11

12 Photos for demonstration only For Sponsors Symposia being held in the Aud. 1, the company virtual banners in front of the lectern and on the Panoramic screen will be projected. Please contact the Audio-Visual Coordinator, Mr. Mike Perchig ( in order to design the images according to the required resolution. The virtual banners can include the title of the Symposium and the name and logo of the Sponsor. 12

13 SECTION 6: Symposium Promotion Symposium Session Title If there are any changes to your Sponsored Session title or program, or you have not yet provided your complete program details, please inform Yulia Rijinsky at: no later than Tuesday, January 15, 2019 with speakers names + titles countries Mini Program ad - Size & format - 100x140 cm size, stapled booklet format - Print specs via the following link - Deadline for providing the artwork by January 10, 2019 latest. E Advertising For sponsors entitled to adverts in the app as per their signed contract, please adverts no later than Tuesday, January 15, 2019 to Yulia Rijinsky at: yrijinsky@kenes.com in one of the following formats - Image should be PNG or JPG (up to 2 MB) and have a size of 1500x2000px Push Notification Push notification will be sent to all participants onsite through the mobile app, during breaks in order not to disturb the participants who are inside the halls. Please submit the text via the Exhibitors Portal as per below: Title - Max 90 characters including spaces Body - Max 140 characters including spaces Preferred date and exact local time The final schedule will be determined closer to the congress, considering other push notifications. Deadline: February 14, 2019 Exclusive Mailshot Please find the specs via the following link Deadline: January 24,

14 Symposium Invitation Bag Inserts Should you be entitled to a bag insert per your contract, please follow the below procedure should you wish to promote your symposium activities. Please the invitation draft (including graphic design) prior to printing for approval to Yulia Rijinsky at: yrijinsky@kenes.com no later than Thursday, January 24, 2019 There is no size restriction for the invitation; however, we recommend that the invitation does not exceed standard A4 dimensions. A quantity of 1700 inserts is requested. To assure the safe and timely arrival of your inserts and inclusion in the conference bag production line, please follow the instructions for Insert shipping included in SECTION 10: Shipping Instructions of this Manual. Bag Inserts / Display material need to arrive at the venue no later than 16:00 on March 5,2019 for inclusion in the congress bags. Packages should be labeled accordingly with the supporters company s name and the name of the responsible person (who will be in the event), and the name and date of the event. In case you choose to ship the inserts directly to the venue, the deliveries should not be made earlier than March 4th. Important Notes Regarding Shipping of Bag Inserts: Inserts that do not arrive to the venue by 16:00 on March 5, 2019 will not be included in the conference bag. To assure the safe and timely arrival of your inserts, please follow the instructions for Insert shipping included in Section 9: Shipping Instructions of this Manual. Merkur is the official shipping agent for the N&G 2019 Conference. We strongly recommend sending the Inserts via Merkur warehouse (additional fees will incur). Further details can be found in the in the Shipping Instructions. Packages should be labeled with the supporting company name, name of the responsible person (who will be onsite), and the name and date of the conference. Please also make sure to state Bag Inserts on all packages. Please approach Merkur to receive the relevant label. Any deliveries made directly to the venue without going through the official conference shipping agent (Merkur), will be at the supporter s own risk. If they do not arrive on time or 14

15 are mislaid, the Conference organizers and official Conference shipping agent will not take any responsibility. Supporters who choose to use their own services to deliver their goods to the venue door or warehouse are still required to contact Merkur in order to coordinate the time schedule for unloading of goods to the venue. Hermes-Exhibition and Projects, Ltd. is the Official Freight Forwarder agent for N&G 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 in order to coordinate the time schedule for unloading of freight into the venue. 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. 15

16 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. The following signs may be displayed (and provided by the Supporter): 1.Session Hall Signage Self-Standing Sign (optional) 1 x stand-alone sign to be placed at the entrance of the session hall approx. 30 minutes prior to the sessions published start time. Stage Banners (optional) 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 if necessary. 16

17 SECTION 7: Miscellaneous Information Catering The catering in the venue is exclusive and needs to be requested in advance. Deadline - Friday, 22 February Sponsors who wish to order food and beverages for their symposium, meeting/hospitality room are welcome to do so directly with the venue caterer. Please contact Elena Cervero Tel.: (+34) elena.cervero@gourmetcatering.es for further details. Please advise Ms. Yulia Rijinsky yrijinsky@kenes.com in advance if you will be providing lunch to participants during your symposium. Coffee Breaks and Lunches For your information, refreshments (included in the registration fee) will be served in the Exhibition area during official coffee breaks. Lunches are provided for participants in the Exhibition area. Meeting / Hospitality Rooms Sponsors interested in hiring a meeting or hospitality room during NGC 2019, should please contact Noa Freilich Pollack via nfreilich@kenes.com Rooms are available on a first come first served basis. 17

18 SECTION 8: Innovative Products Maximize your Participant Experience Use our innovative technologies for your Symposium Kenes is proud to deliver a wide variety of quality onsite technology products and services. We offer: Webcasting, Synchronized Video/Audio/PowerPoint Recording, Live Streaming and many more products designed for capturing and recording symposium content. Voting with Keypads and web based interaction platforms such as: Voting via the congress app, Q&A via Congress App ( Ask the Speaker ) and more products designed for increasing participant s interaction during symposium sessions. We also provide tailor made customized solutions contact us to make it happen! For more onsite products opportunities and price quotes, please click here. 18

19 SECTION 9: Lead Retrieval Wireless Barcode Reader Lead Retrieval Wireless Barcode Readers are a helpful tool for receiving contact information about participants who visit your booth or attend your symposium. Lead Retrieval Application (device not included) The Application should be installed on your personal device. The advantages of the new application: Effortless process using registration badge barcode. Ability to insert exhibitor's comments for each lead. Immediate information retrieval online. Application is available for download from Apple store or Google play: "Kenes K-Lead App". Cost per unit % CC charges The Mini Scanner No editing capabilities Basic participant info Pocket size Cost per unit VAT + 4% CC surcharge Please Note: Attendee data is 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 Data provided will only include the information of participants who have agreed to share their details with 3rd parties. The data of participants who have not agreed to this, will not be provided. Therefore, although he was scanned by the bar code reader, we are still unable to forward his 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. To reserve your Lead Retrieval Wireless Barcode Reader, please refer to the online Exhibitor and Sponsor's Portal Please Click Here to log in the portal Deadline: Friday, 11 January

20 SECTION 10: Shipping, Tariffs, Material Handling and Shipping labels CUSTOMS CLEARANCE, FREIGHT & MATERIAL HANDLING Hermes-Exhibition and Projects, Ltd. Ms. Zehavit Akerman Tel: Mobile: Delivery & Logistic Services Hermes/Merkur Ltd. has been appointed as the official forwarding agent and clearance agent for this Congress and offers the following services: Customs clearance, delivery to the stand, freight forwarding, manpower & trolleys for un-loading/loading during build-up and dismantling, storage of empty crates, transportation to and from the Exhibition hall. For security, insurance, and efficiency reasons, Hermes/Merkur is the sole official agent to handle cargo inside the venue. Kindly note that the official agent is the exclusive agent for move in and move out of the venue. Supporters are free to deliver their goods or to pick their goods up from outside the venue. Those who use their own facilities up to the venue are requested to coordinate their time schedule and unloading of their cargo into the venue with the official logistics agent. Insurance of Goods All cargo should be insured from point of origin. Inserts and Display Materials Please note that all materials entering the venue incur a handling charge. This includes materials for inserts to the Congress bags and display. To receive a price quote for handling and to assure arrival of your materials, please be sure to complete the Pre-Advise form included in the shipping instructions Please Note: All advanced shipments and deliveries to the Hermes/Merkur warehouse, including by courier, must be coordinated with Hermes. In order to assure receipt of sent materials, Hermes must receive the Pre-Advise form. Please complete this form and return it to: Ms. Zehavit Akerman: zehavitak@hermes-exhibitions.com You will then receive confirmation of your material arrival. 20

21 Shipment Categories All shipments must be packed, labeled and sent according to the appropriate category (see below). Please use only the attached labels. Please do not mix different types of shipments in one box. Categories: (1) Insert-for participant bags (2) Marketing and display (3) Exhibition goods-for exhibition stand only Services, Delivery Address and Shipping Instructions 1. Door to Door Shipment We offer companies consolidated trucking services from starting point to venue as part of consolidated international shipments for the congress. This will assist in reducing costs and ensuring timely delivery. 2. Air freight shipment Please contact MERKUR for shipping instructions and labels. 3. Shipment via Valencia advance warehouse Warehouse Address: Palacio de Congresos de Valencia Av. Cortes Valencianas, València Att : Mónica Lull Tel. +(34) C/O Congress : Exhibitor name and booth number: 4. Direct Deliveries to Congress Venue Address: Palacio de Congresos de Valencia. 5. Courier Shipments Customs cleared only Please do not use a courier service especially for a non European shipments. All Courier Shipments must be send under DDP terms (delivery duty paid ). All courier shipments are totally beyond our control so we cannot be responsible for any delay / problem if they cannot be released from the local customs and / or are delay in delivery. Dangerous Cargo Exhibitors need to complete a special form for dangerous goods. These forms will be provided upon request and the completed forms should reach us before shipment is dispatched. There will be surcharge of 100% for handling this kind of shipment. Insurance All goods must be fully insured with all risk coverage. Insurance can be provided upon request. We regret that we can take no responsibility for goods after delivery to the exhibitors stand regardless if the exhibitor is present or not. Heavy & Oversized Shipments 21

22 A heavy and oversized shipment applies to any single exhibit in excess of 1000 kg and 5 CBM that requires the use of a forklift mobile crane for installation. Exhibitors with heavy and oversized exhibits must inform us at least seven days prior to delivery. A detailed layout should also be provided to better assist our onsite operations. Payment Terms In order to ensure move in/out of your shipment/s, please complete and sign the attached Material Handling form/payment confirmation and return it to our attention. Please note that your signature will be used as payment guarantee based on the general tariff. Please notify Merkur immediately about any requirements relating to invoices. All invoices must be settled by exhibitors/contractors and agents in advance of the congress. In case of non-payment of invoices, shipments will be held in storage until the invoices are paid in full. Any services not outlined in the attached tariff will be quoted on an individual basis. Terms and conditions All orders are accepted exclusively on the basis of the local & German forwarders terms and conditions (ADSp). 22