eaps 2016, geneva - sponsors symposia manual 2016...orphan europe saturday, october 22, 2016 13:45...

SPONSORS SYMPOSIAMANUAL

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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

https://hotel.kenes.com/en/congress/Eaps16

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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

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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


AUDIO VISUAL

Mr. Mike Perchig


Sponsorship & Exhibition Specialist

Ms. Noa Freilich Pollack

Tel: +41 22 908 0488 Ext. 900


Registration Manager

Ms. Addi Gzanda

Tel: +41 22 908 0488 Ext 968


Accommodation Operation Specialist

Mrs. Jessica Lasky

Tel: +41 22 908 0488 Ext 542


http://www.paediatrics.kenes.com/

mailto:[email protected]






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Contractors Contacts FLORAL ARRANGEMENTS, HOSTESSES

Palexpo

Mrs. Sonia Arbesu

Tel: +41 22 761 11 27


CUSTOMS CLEARANCE, FREIGHT / MATERIAL

HANDLING

Hermes-Exhibition and Projects, Ltd.

Ms. Zehavit Akerman

Tel: +49 69 747 848

Mobile: +972 52 511 4982


FURNITURE HIRE, GRAPHIC PRINTING

SERVIS

Ms. Esther Garcia

Tel: +34 93 423 3107

Fax: +34 93 425 1539


CATERING

Palexpo

Mrs. Angela Gautschi

Tel: +41 22 761 15 04




tel:%2B34%2093%20423%2031%2007



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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

[email protected]

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

[email protected]

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

[email protected]





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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


http://www.paediatrics.kenes.com/Documents/EAPS%202016%20timetable%20template%20-%20for%20website%2019.7.pdf

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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 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.


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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.




Hall Size 19.09 x 18.89 m (358 sqm)


Stage Dimensions Stage for Head Table W3 x D2 x H0.4 m Stage for Speaker Lectern W2 x D2 x H0.4 m


W H

35 cm 129 cm


W H

250 cm 80 cm




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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.




Hall Size 32 x 28.70 m (1020 sqm)


Stage Dimensions W14 x D3 x H0.6 m


Vertical 42” Plasma screen in front of the lectern, projecting the name of the speaker and the Logo

(please refer to page 17)


W H

250 cm 80 cm




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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.




Hall Size 13.9 x 9.3 m (130 sqm)

Ceiling Height 3 m

Stage Dimensions W9.4 x D2 x H0.2 m


W H

35 cm 129 cm


W H

125 cm 80 cm




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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.




Hall Size 10.7 x 11.9 m (140 sqm)

Ceiling Height 3 m

Stage Dimensions NA


W H

35 cm 129 cm


W H

250 cm 80 cm




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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.




Hall Size 7.9 x 15.7 m (125 sqm)


Stage Dimensions NA


W H

35 cm 129 cm


W H

125 cm 80 cm




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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

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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



32" Confidence monitor in front of the head table, showing the same image as being projected on the main screen.






Small Lighting system – illuminating the lectern.


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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


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.

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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









Hall Q









For any additional AV requirements for your symposium, please contact the AV Coordinator, Mr. Mike Perchig on [email protected]


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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.



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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.

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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.



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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.

http://www2.kenes.com/Manuals/Documents/K-Lead%20A4%20ad.pdf

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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].

http://www.exhibitorportal.kenes.com/FO

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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


http://www.paediatrics.kenes.com/Documents/EAPS%202016%20Shipping%20Instructions.pdf

http://www.paediatrics.kenes.com/Documents/Label%20Marketing%20Material%20-%20Air%20Freight%20-%20Yellow.pdf

http://www.paediatrics.kenes.com/Documents/EAPS%2016_Material%20handling%20and%20payment%20confirmation.pdf

http://www.paediatrics.kenes.com/Documents/Label%20Marketing%20Material%20-%20Germany%20Warehouse%20-%20Yellow.pdf

http://www.paediatrics.kenes.com/Documents/TARIFF.pdf

http://www.paediatrics.kenes.com/Documents/Label%20Marketing%20Material%20-%20Direct%20to%20Venue%20-%20Yellow.pdf