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SPONSORS SYMPOSIAMANUAL
1
Dear Supporter,
We are happy to present you with the EAPS 2016 Industry 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 6th Congress of the European Academy of Pediatric Societies (EAPS 2016) takes place on October 21-25, 2016 at the Palexpo, Geneva,
Switzerland.
Palexpo Route François-Peyrot 30 CH-1218 Grand-Saconnex http://www.palexpo.ch/en A block of rooms have been reserved for the EAPS 2016 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 Geneva and wish you a
successful Symposium.
Warm regards,
MARC LAWRENCE
Meeting Planner
2
Table of Contents SECTION 1: Symposium Related Contact Information
Kenes Contacts
Contractors Contacts
3 4
SECTION 2: Deadlines Table 5
SECTION 3: Timetables
Symposia Timetable
Registration Timetable
6 6
SECTION 4: Symposium Session Hall
Hall Technical Details
In Hall Furniture
Hall Location
7 13 14
SECTION 5: Supplied AV 16
SECTION 6: Symposium Promotion
Symposium Title
Final Program Advertising
Symposium Signage
19 19 20
SECTION 7: MISCELLANEOUS INFORMATION
Catering
Meeting Rooms / Hospitality Suites
21 21
SECTION 8: Lead Retrieval Wireless Barcode Readers
K-LEAD Scanner
Mini Scanner
22 23
SECTION 9: Shipping, Tariffs, Material Handling and Shipping Labels 24
3
SECTION 1: Symposium Related Contact Information Congress Organizer
Kenes International
7, rue Francois-Versonnex
C.P. 6053
1211 Geneva 6
Switzerland
Tel: +41 22 908 0488
Fax: +41 22 906 9140
Website: www.paediatrics.kenes.com
Kenes Contacts
Meeting Planner
Mr. Marc Lawrence
Tel: +41 22 908 0488 Ext 985
Email: [email protected]
Program Coordinator
Ms. Hadar Attas Scott
Tel: +41 22 908 0488 Ext 970
Email: [email protected]
AUDIO VISUAL
Mr. Mike Perchig
Email: [email protected]
Sponsorship & Exhibition Specialist
Ms. Noa Freilich Pollack
Tel: +41 22 908 0488 Ext. 900
Email: [email protected]
Registration Manager
Ms. Addi Gzanda
Tel: +41 22 908 0488 Ext 968
Email: [email protected]
Accommodation Operation Specialist
Mrs. Jessica Lasky
Tel: +41 22 908 0488 Ext 542
Email: [email protected]
4
Contractors Contacts FLORAL ARRANGEMENTS, HOSTESSES
Palexpo
Mrs. Sonia Arbesu
Tel: +41 22 761 11 27
Email: [email protected]
CUSTOMS CLEARANCE, FREIGHT / MATERIAL
HANDLING
Hermes-Exhibition and Projects, Ltd.
Ms. Zehavit Akerman
Tel: +49 69 747 848
Mobile: +972 52 511 4982
Email: [email protected]
FURNITURE HIRE, GRAPHIC PRINTING
SERVIS
Ms. Esther Garcia
Tel: +34 93 423 3107
Fax: +34 93 425 1539
Email: [email protected]
CATERING
Palexpo
Mrs. Angela Gautschi
Tel: +41 22 761 15 04
Email: [email protected]
5
SECTION 2: Deadlines Table
Deadline Contact Person
Staff Hotel Reservation As soon as possible Mrs. Jessica Lasky [email protected]
Payment of Invoice Balance Must be received in full one week prior to the
Congress Pazit Hochmitz
Symposium Program (for approval by Scientific Committee)
As previously confirmed by Ms. Hadar Attas Scott Ms. Hadar Attas Scott [email protected]
Program Book Advertisement (for approval by Scientific Committee)
As previously confirmed by Ms. Hadar Attas Scott Ms. Hadar Attas Scott [email protected]
Lead Retrieval Wireless Barcode Readers Order Monday, October 10, 2016 Mr. Marc Lawrence
Catering Services Sunday, September 18, 2016
Deadline to benefit of the Early-Bird Rate and save 20%
Mrs. Angela Gautschi [email protected]
Shipping & Material Handling Services Please refer to Shipping Instructions on page 24
for detailed shipping deadlines Ms. Zehavit Akerman
6
SECTION 3: Timetables
* Registration hours are subject to change.
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 is required, please contact the AV Coordinator, Mr. Mike Perchig at [email protected].
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 EAPS 2016 website by clicking here.
Symposia Timetable
Supporter Date Session Time Location
Orphan Europe Saturday, October 22, 2016 13:45-14:45 Hall V
Abbvie Saturday, October 22, 2016 13:45-14:45 Hall W
Chiesi Saturday, October 22, 2016 18:15-19:45 Hall B
Sentec Sunday, October 23, 2016 13:45-14:45 Hall F
Baxter Sunday, October 23, 2016 13:45-14:45 Hall G
Philips Sunday, October 23, 2016 13:45-14:45 Hall L
Sigma Tau Sunday, October 23, 2016 13:45-14:45 Hall Q
Registration Timetable
Thursday, October 20 15:00-17:00
Friday, October 21 07:30-19:30
Saturday, October 22 07:00-19:45
Sunday, October 23 07:30-19:45
Monday, October 24 07:30-19:00
Tuesday, October 25 07:30-12:00
7
SECTION 4: Symposia Session Hall Hall Technical Details Hall V For Symposia taking place in Hall V, the Hall will be referred to as Hall V in all congress publications and directional signage.
The general setting includes 1 speaker lectern and a head table accommodating 4 persons. For alternative/additional stage setting please contact Marc Lawrence at: [email protected].
Hall Technical Details
Hall Capacity & Layout Approx. 300 Theatre
Hall Size 15.80 x 18.89 m (296 sqm)
Ceiling Height 4.5 m
Stage Dimensions Stage for Head Table W3 x D2 x H0.4 m Stage for Speaker Lectern W2 x D2 x H0.4 m
Speaker Lectern Banner dimensions
W H
35 cm 129 cm
Head Table Banner Dimensions
W H
250 cm 80 cm
Sufficient seating for up to 4 persons. 10mm Foam board or similar rigid material is
recommended for branding the table.
8
Hall W For Symposia taking place in Hall W, the Hall will be referred to as Hall W in all congress publications and directional signage.
The general setting includes 1 speaker lectern and a head table accommodating 4 persons. For alternative/additional stage setting please contact Marc Lawrence at: [email protected].
Hall Technical Details
Hall Capacity & Layout Approx. 380 Theatre
Hall Size 19.09 x 18.89 m (358 sqm)
Ceiling Height 4.5 m
Stage Dimensions Stage for Head Table W3 x D2 x H0.4 m Stage for Speaker Lectern W2 x D2 x H0.4 m
Speaker Lectern Banner dimensions
W H
35 cm 129 cm
Head Table Banner Dimensions
W H
250 cm 80 cm
Sufficient seating for up to 4 persons. 10mm Foam board or similar rigid material is
recommended for branding the table.
9
Hall B For Symposia taking place in Hall B, the Hall will be referred to as Hall B in all congress publications and directional signage.
The general setting includes 1 speaker lectern and a head table accommodating 4 persons. For alternative/additional stage setting please contact Marc Lawrence at: [email protected].
Hall Technical Details
Hall Capacity & Layout Approx. 1000 Theatre
Hall Size 32 x 28.70 m (1020 sqm)
Ceiling Height 4.5 m
Stage Dimensions W14 x D3 x H0.6 m
Speaker Lectern Banner dimensions
Vertical 42” Plasma screen in front of the lectern, projecting the name of the speaker and the Logo
(please refer to page 17)
Head Table Banner Dimensions
W H
250 cm 80 cm
Sufficient seating for up to 4 persons. 10mm Foam board or similar rigid material is
recommended for branding the table.
10
Halls F & G For Symposia taking place in Halls F & G, the Halls will be referred to as Hall F & G in all congress publications and directional signage.
The general setting includes 1 speaker lectern and a head table accommodating 2 persons. For alternative/additional stage setting please contact Marc Lawrence at: [email protected].
Hall Technical Details
Hall Capacity & Layout Approx. 120 Theatre
Hall Size 13.9 x 9.3 m (130 sqm)
Ceiling Height 3 m
Stage Dimensions W9.4 x D2 x H0.2 m
Speaker Lectern Banner dimensions
W H
35 cm 129 cm
Head Table Banner Dimensions
W H
125 cm 80 cm
Sufficient seating for up to 2 persons. 10mm Foam board or similar rigid material is
recommended for branding the table.
11
Hall L For Symposia taking place in Hall L, the Hall will be referred to as Hall L in all congress publications and directional signage.
The general setting includes 1 speaker lectern and a head table accommodating 4 persons. For alternative/additional stage setting please contact Marc Lawrence at: [email protected].
Hall Technical Details
Hall Capacity & Layout Approx. 100 Theatre
Hall Size 10.7 x 11.9 m (140 sqm)
Ceiling Height 3 m
Stage Dimensions NA
Speaker Lectern Banner dimensions
W H
35 cm 129 cm
Head Table Banner Dimensions
W H
250 cm 80 cm
Sufficient seating for up to 4 persons. 10mm Foam board or similar rigid material is
recommended for branding the table.
12
Hall Q For Symposia taking place in Hall Q, the Hall will be referred to as Hall Q in all congress publications and directional signage.
The general setting includes 1 speaker lectern and a head table accommodating 2 persons. For alternative/additional stage setting please contact Marc Lawrence at: [email protected].
Hall Technical Details
Hall Capacity & Layout Approx. 100 Theatre
Hall Size 7.9 x 15.7 m (125 sqm)
Ceiling Height 4.5 m
Stage Dimensions NA
Speaker Lectern Banner dimensions
W H
35 cm 129 cm
Head Table Banner Dimensions
W H
125 cm 80 cm
Sufficient seating for up to 2 persons. 10mm Foam board or similar rigid material is
recommended for branding the table.
13
In-Hall Furniture
Lectern Head Table
35 cm
129 cm
250 cm
80 cm
14
Location (Please note: the diagram is not to scale and is for illustrative perposes only)
Ground Floor
15
First Floor
16
SECTION 5: Supplied AV
Hall V
Front projection screen (projected image of at least W3.60 x H2.70 meters)
Data projector, at least 4500 ansi-lumens – including all the necessary cables between the projector and the lectern.
Laptop computer for PowerPoint presentations, incl. English version of Windows 7, English version of PowerPoint 2010, USB port, sound
card – located at the lectern and networked to the Speakers’ Ready Room.
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, including 4 wired microphones (1 head table, 1 lectern, 2 Questions & Answers) with stands
(floor/table), 1 wireless tie-clip microphone and connection to sound from computers (mini PL plug) at the lectern.
Small Lighting system – illuminating the lectern.
1 English speaking AV technician to operate the above-mentioned systems.
Hall W
Front projection screen (projected image of at least W3.60 x H2.70 meters)
Data projector, at least 4500 ansi-lumens – including all the necessary cables between the projector and the lectern.
32" Confidence monitor in front of the head table, showing the same image as being projected on the main screen.
Laptop computer for PowerPoint presentations, incl. English version of Windows 7, English version of PowerPoint 2010, USB port, sound
card – located at the lectern and networked to the Speakers’ Ready Room.
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, including 4 wired microphones (1 head table, 1 lectern, 2 Questions & Answers) with stands
(floor/table), 1 wireless tie-clip microphone and connection to sound from computers (mini PL plug) at the lectern.
Small Lighting system – illuminating the lectern.
1 English speaking AV technician to operate the above-mentioned systems.
17
Hall B
Two large front projection screens, image of W5 x H3.75 meters each.
Two Data projectors, at least 10000 ansi-lumens each – incl. the
necessary VGA cables between the projectors and the lectern.
42" Confidence monitor in front of the head table, showing the same
image as being projected on the main screens.
3rd. front projection screen, image of W5 x H3.75 meters, installed in
the centre (see next item)
3rd. Data projector (at least 10000 ansi-lumens), to project the image of the face of the speaker during PPT presentations and the Logo
during Q&A discussions on the central screen (see photo above)*
Fixed video camera to capture the face of the speaker at the lectern for live close-circuit projection during Q&A discussions.
Data/Video seamless switcher at the AV Control desk, including all necessary cabling to the laptop computer at the lectern and to the fixed
video camera.
Vertical 42” Plasma screen in front of the lectern, projecting the name of the speaker and the Logo (see photo)*
Laptop computer for PowerPoint presentations, incl. English version of Windows 7, English version of PowerPoint
2010, USB port, sound card – located at the lectern and networked to the Speakers’ Ready Room.
Laser pointer (as back-up - we recommend using the cursor of the laptop computer as a pointer when having dual
Data projection system).
P.A. (sound) system which covers the hall, incl. 8 wired microphones (2 head table, 1 lectern, 5 Q&A) with stands
(floor/table), 1 wireless tie-clip microphone and connection to sound from computers (mini PL plug) at the lectern.
Audio monitors, for the lectern and the head table
Lighting system – illuminating the lectern and the head table.
Colorful Lighting along the front of the Hall
3 x English speaking AV technicians, to operate the abovementioned systems.
18
For Sponsored Symposia being held in Hall B, the company “virtual” banner in front of the lectern and on the 3rd. screen (during walk-in and
Q&A discussions) will be projected. Please contact the AV Coordinator, Mr. Mike Perchig at [email protected] in order to design the images
according to the required resolution. The “virtual” banner can include the name/title of the symposium and the name with the Logo of the
Sponsor.
Halls F, G & L
Front projection screen (projected image of at least W2.40 x H1.80 meters)
Data projector, at least 3000 ansi-lumens – including all the necessary cables between the projector and the lectern.
Laptop computer for PowerPoint presentations, incl. English version of Windows 7, English version of PowerPoint 2010, USB port, sound
card – located at the lectern and networked to the Speakers’ Ready Room.
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, including 3 wired microphones (1 head table, 1 lectern, 1 Questions & Answers) with stands
(floor/table), 1 wireless tie-clip microphone and connection to sound from computers (mini PL plug) at the lectern.
1 English speaking AV technician to operate the above-mentioned systems.
Hall Q
Front projection screen (projected image of at least W3.00 x H2.25 meters)
Data projector, at least 4000 ansi-lumens – including all the necessary cables between the projector and the lectern.
Laptop computer for PowerPoint presentations, incl. English version of Windows 7, English version of PowerPoint 2010, USB port, sound
card – located at the lectern and networked to the Speakers’ Ready Room.
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, including 3 wired microphones (1 head table, 1 lectern, 1 Questions & Answers) with stands
(floor/table), 1 wireless tie-clip microphone and connection to sound from computers (mini PL plug) at the lectern.
1 English speaking AV technician to operate the above-mentioned systems.
For any additional AV requirements for your symposium, please contact the AV Coordinator, Mr. Mike Perchig on [email protected]
19
SECTION 6: Symposium Promotion Symposium Title
If there are any changes to your Symposium title or program, or you have not yet provided your complete program details, please inform Ms. Hadar Attas Scott at [email protected], as per the deadline already provided. Final Program Advertising
For Supporters entitled to adverts in the final program as per their signed contract, please email adverts to Ms. Hadar Attas Scott at [email protected], as per the deadline already provided, in one of the following formats at a resolution no less than 300 dpi: EPS, Illustrator, JPG or PDF. Please refer to the adjacent diagram for advert dimensions for the final program.
20
Symposium Signage
Symposium organizers have the option to create promotional signage according to the below guidelines. All symposium signage should be
produced by the company.
The following may be displayed (and provided by the Symposium organizer):
1. Session Hall Signage
Self-Standing Sign (optional)
1 x stand alone sign (approx. W85cm x H200cm) 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 vertical sign placed 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.
21
SECTION 7: MISCELLANEOUS INFORMATION Catering The catering in the Palexpo is exclusive and needs to be requested in advance.
Sponsors who wish to order food and beverages for their symposium, meeting/hospitality room are welcome to do so directly with the Venue Caterer:
Palexpo Mrs. Angela Gautschi Tel: +41 22 761 15 04 Email: [email protected] Please advise the Meeting Planner, Marc Lawrence at [email protected] in advance if you will be providing lunch to participants during your symposium. Coffee Break and Lunches For your information, refreshments (included in the registration fee) will be served in the exhibition area during official breaks. Lunch will not be provided by the congress, however cash bars will be available in the exhibition area. Meeting / Hospitality Rooms Sponsors interested in hiring a meeting or hospitality room during EAPS 2016, should please contact Ms. Noa Freilich Pollack at [email protected]. Rooms are available on a first come first served basis.
22
SECTION 8: Lead Retrieval Wireless Barcode Readers Lead Retrieval Wireless Barcode Readers are a helpful tool for collecting participants contact information.
Deadline for ordering Lead Retrieval: Monday, October 10
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 - € 400 (+ 4% CC charges)
For further details, please click here.
23
Mini Scanner
No editing capabilities
Basic participant info
Pocket size
Cost per unit - € 300 (+ 4% CC charges)
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.
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 login to the NEW Exhibitor Portal by clicking here. If further assistance is required to place your order, or you have not received your login details please contact the Exhibition Manager, Hanna Safier at [email protected].
24
SECTION 9: Shipping, Tariffs, Material Handling and Shipping Labels CUSTOMS CLEARANCE, FREIGHT & MATERIAL HANDLING
Hermes-Exhibition and Projects, Ltd.
Ms. Zehavit Akerman
Tel: +49 69 747 848
Mobile: +972 52 511 4982
Email: [email protected] Hermes-Merkur is the official Freight Forwarder agent for EAPS 2016 Congress and Exhibition. To ensure the smooth unloading and arrival of your material into the venue, we recommend using the Official Freight Forwarder services. Exhibitors 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 that companies, stand builders & PR companies may make their own arrangements to deliver and retrieve goods directly to the warehouse/venue entrance. Quotes, rates and tariffs are available on request, once full details of the shipment including value, commodity, and weight etc. have been received. To view the full Shipping Instructions, including Tariffs, Material Handling Form and Shipping Labels, please select the relevant links in the table below:
Shipping Instructions Shipping Labels
Shipping Instructions Display Material Shipping Label – Air Freight
Material Handling & Payment Confirmation Form Display Material Shipping Label – Germany Warehouse
Tariff Display Material Shipping Label – Direct to Venue