CCL - Centro de Congressos de Lisboa Praça das Indústrias , Lisboa Portugal

Transcription

1 Dear Supporter, We are happy to present you with the HPV 2015 Supporters 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 30 th International Papillomavirus Conference & Clinical and Public Health Workshops (HPV 2015) takes place on September, 2015 at the CCL - Centro de Congressos de Lisboa. CCL - Centro de Congressos de Lisboa Praça das Indústrias , Lisboa Portugal A block of rooms have been reserved for the HPV 2015 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, Udi Kanner Meeting Planner 1

2 SECTION 1: Symposium Related Contact Information 3 Kenes Contacts Contractors Contacts SECTION 2: Deadlines Table 5 SECTION 3: Timetables 6 Symposia Timetable Registration Timetable SECTION 4: Symposium Session Halls 7 Hall Technical Details Location and Layout Section 5: supplied AV 9 SECTION 5: Symposium Promotion 11 Symposium Title Final Program Advertising Symposium Invitation Bag Inserts Symposium Signage SECTION 6: Lead Retrieval Wireless Barcode Readers 14 K-LEAD Scanner Mini Scanner Order Form SECTION 7: Shipping, Tariffs, Material Handling and Shipping Labels 17 2

3 SECTION 1: Symposium Related Contact Information Congress Organizer Kenes International 7, rue Francois-Versonnex C.P Geneva 6 Switzerland Tel: Fax: Website: Kenes Contacts Meeting Planner Mr. Udi Kanner Tel: Ext ukanner@kenes.com Program Coordinator Ms. Joanne Katz Tel: Ext jkatz@kenes.com Sponsorship & Exhibition Specialist Ms. Carolina Barbosa Groenendal Tel: cgroenendal@kenes.com Registration Manager Ms. Dana Daabul Tel: Ext skurtz@kenes.com AV Coordinator Mr. Mike Perchig nest@nest-av.com 3

4 Contractors Contacts BOOTH CONSTRUCTION AND FITTINGS, FURNITURE HIRE, CARPET, ELECTRICITY AND SIGNAGE SERVIS exhibition Solutions Ms. Esther Garcia Tel: Fax: Online ordering system: CUSTOMS CLEARANCE, Shipping, Advance Warehousing & Material Handling Hermes-Exhibition and Projects, Ltd. Ms. Zehavit Akerman Tel: Mobile: Hostesses Service AIP Feiras, Congressos e Eventos Ms. Joana P. Silva Tel.: Fax: joanamaria.silva@aip.pt lisboacc@aip.pt EXHIBITOR CATERING SILVA CARVALHO CATERING,SA Ms. Sónia Vilarinho Tel: svilarinho@palacecatering.pt comercialccl@sccatering.pt Green Plants & Floral Arrangements Ms. Liz Garden Tel.: Fax: encomendas@lizgarden.pt Should be ordered in advance via their website: 4

5 SECTION 2: Deadlines Table Payment of Invoice Balance Staff Hotel Reservation Deadline Must be received in full one week prior to the Congress As soon as possible Lead Retrieval Wireless Barcode Readers Order Monday, August 24, 2015 Symposium Program (for approval by Scientific Committee) Program Book Advertisement (for approval by Scientific Committee) Draft of Bag Insert for Approval (for approval by Scientific Committee) Thursday, 30 July, 2015 Thursday, 30 July, 2015 Wednesday, 12 August, 2015 Symposium Logo slide Tuesday, September 15, 2015 Graphics & Printing Catering Services Shipping & Material Handling Services Monday, August 24, 2015 A 10% surcharge will be applied after this date Monday, August 24, 2015 A surcharge may be applied after this date Please refer to Shipping Instructions on page 17 for detailed shipping deadlines Contact Person Ms. Pazit Hochmitz phochmitz@kenes.com Ms. Nati Glick nglick@kenes.com Mr. Udi Kanner ukanner@kenes.com Ms. Joanne Katz jkatz@kenes.com Ms. Joanne Katz jkatz@kenes.com Mr. Udi Kanner ukanner@kenes.com Mr. Mike Perchig nest@nest-av.com Ms. Esther Garcia exhibitorservices@servisgroup.es Ms. Sónia Vilarinho svilarinho@palacecatering.pt Ms. Zehavit Akerman zehavitak@hermes-exhibitions.com 5

6 SECTION 3: Timetables Symposia Timetable Supporter Date Session Time Location Roche Diagnostics Friday, September 18, :00-14:30 Auditorium I CEPHEID Saturday, September 19, :30-08:30 Auditorium I Medscape Education Saturday, September 19, :00-14:30 Auditorium I Hologic Saturday, September 19, :30-18:40 Auditorium I GSK Sunday, September 20, :00-14:30 Auditorium I Registration Timetable * Thursday, September 17, :00-19:30 Friday, September 18, :30-19:15 Saturday, September 19, :00-19:00 Sunday, September 20, :30-18:45 Monday, September 21, :30-13:15 * 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 30 minutes before the symposium begins, 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, Mike Perchig at 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 HPV 2015 website by clicking here. 6

7 SECTION 4: Symposia Session Hall Auditorium 1 Hall Capacity & Layout Ceiling Height Hall Size Stage Size Speaker Lectern Banner dimensions Head Table Banner Dimensions Hall Technical Details 1500 pax Auditorium style (fixed) W Approx. 7m 1700 Sqm 6m(H) X 12m(W) X 9m(L) NA - Electronic Banner as can be seen under the AV section on pages 9 & 10 W 4m H H 71cm Sufficient seating for up to 5 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 5 persons. For alternative/additional stage setting please contact Udi Kanner at: ukanner@kenes.com. 7

8 Congress Floor Plans: 8

9 SECTION 5: Supplied AV Auditorium 1 of the HPV 2015 Congress Large rear projection screen, image of H4.5 X W12 m (see photo below)*. 3 x High-powered Data projectors (2 x Main and 1 x back-up) to create the panoramic background image and to project the PowerPoint & Video images in windows on the screen. 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.). Fixed video camera, to capture the face of the speaker at the lectern for live close-circuit projection during presentations. 40 Confidence monitor in front of the head table, showing the same PowerPoint image as being projected on the main front projection screen. Laptop computer for PowerPoint presentations, including English version of Windows and Office, DVD drive, USB port, sound card located at the lectern and networked to the Speakers Ready Room. Vertical 50" Plasma screen in front of the lectern, facing the audience, projecting a PPT with the name of the speaker (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 11 wired microphones (4 head table, 2 lectern, 5 Questions & Answers) with stands (floor/table), 1 wireless headset 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. 5 x AV technicians to operate the above-mentioned systems. 9

10 *For demonstration only* For Sponsors Symposia being held in Auditorium 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, the name and logo of the Sponsor and the name and logo of the Congress. 10

11 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. Joanne Katz as soon as possible. Final Program Advertising For Supporters entitled to adverts in the final program as per their signed contract, and have not yet provided the program book advert, please adverts to Ms. Joanne Katz at as soon as possible. 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 Mr. Udi Kanner at ukanner@kenes.com, no later than Wednesday, 12 August, The bag insert should not exceed standard A4 dimensions, double sided. 3. A quantity of 2000 inserts is requested. 11

12 Inserts / Display material need to arrive at the venue no later than 08:00 on Wednesday, 16 September, 2015 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. Hermes-Exhibition and Projects, Ltd. is the Official Freight Forwarder agent for the IHC 2015 Congress and Exhibition. 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 that companies, stand builders & PR companies may make their own arrangements to deliver and retrieve goods directly to the warehouse/venue entrance. 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. 12

13 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 may be displayed (and provided by the Supporter): 1. Session Hall Signage Self-Standing Sign (optional) - The following may be displayed (and provided by the Supporter) 1 x standalone sign to be placed at the entrance of the session hall 30 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. Auditorium 1 will be equipped with vertical Plasma screen in front of the lectern. (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. 13

14 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 Sponsors 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. 14

15 Mini Scanner No editing capabilities Basic participant info Pocket size Cost per unit 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. Furthermore, in some cases, the participant does not give his permission to transfer his contact details to any other party. Therefore, although he was scanned by the bar code reader, we are still unable to forward his contact details. In order to reserve your Lead Retrieval Wireless Barcode Reader, please return the Order Form on the following page. 15

16 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 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 Monday, August 24, 2015 to the attention of Udi Kanner at ukanner@kenes.com. Number of K-LEAD Scanners Requested: ( per unit) 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: ( per unit) 16

17 SECTION 8: 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. Stand builders are prohibited from using trolleys during set-up and dismantling periods. Kindly note that the official agent is the exclusive agent for move in and move out of the venue. 17

18 Exhibitors and stand builders 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. Exhibition Goods, 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. In order 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. 18

19 To view the full IHC 2015 Shipping Instructions, including Tariffs, Material Handling and Shipping Labels please select the relevant links below: Shipping Instructions Shipping Instructions Inserts and Display Material Material Handling and Payment Confirmation Form Handling Rates Shipping Labels Bag Inserts Shipping Label Air Freight Bag Inserts Shipping Label Warehouse Bag Inserts Shipping Label Direct to venue Display Material Shipping Label Air Freight Display Material Shipping Label Warehouse 19