Key Deadline Dates Contact Information Introduction About the Venue Venue Layout and Meeting Room Floorplans...

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1 Contents Key Deadline Dates... 2 Contact Information... 3 Introduction... 4 About the Venue... 5 Venue Layout and Meeting Room Floorplans... 6 Satellite Symposium Slots... 7 Satellite Symposium Provider Entitlements... 8 Access, Rehearsals and Timings... 9 Advance Marketing Opportunities Invitations blasts Final conference programme/online programme Onsite Marketing Opportunities Branding Branded items Registration screens Badge scanners Audio Visual Equipment Basic AV package Checking in slides/own laptops Filming Furniture Keypad voting Rope and pole/tensile barriers Speaker phones Catering Hospitality Suites/Additional Meeting Rooms. 17 Audio visual equipment Flipcharts Furniture Hostesses Internet connection Registration for Satellite Attendees Satellite only badges Congress dinner Registration desk opening times Group registration/badge collection Satellite Symposium Terms & Conditions...19 Cancellation of contract Cancellation of exhibition Satellite Symposium Technical Manual 1 ESPE 2015

2 Key Deadline Dates SERVICE DEADLINE DATE Receipt of provisional programme title and 23 February 2015 theme Receipt of final programme for approval 16 March 2015 Notification of programme approval 30 March 2015 Receipt of satellite invite for approval 3 July 2015 (bag insert only) Receipt of text for the blast invite ( is 28 August 2015 sent in the two weeks leading up to the Meeting) Receipt of orders for additional AV & signage 28 August 2015 requirements (see additional AV & signage order form) Receipt of orders for hospitality/catering NB 100% of the invoice has to be paid 7 days before the beginning of the requested service Satellite Invitation eblast to all registered delegates (opted in) Delivery of 3500 Satellite invite inserts to DHL in Barcelona as per Congress Inlay Information Sheet Request for services - 14 September 2015 Final numbers submitted - 21 September 2015 Artwork to be provided by 7 September to be sent week commencing 14 September 18 September 2015 Satellite Symposium Technical Manual 2 ESPE 2015

3 Contact Information Congress Manager Niki Cripps Bioscientifica Ltd 22 Apex Court, Woodlands Bradley Stoke Bristol, BS32 4JT UK Tel: +44 (0) Fax: +44 (0) Sales Contact: Amanda Helm Tel: +44 (0) Venue Address Fira Barcelona Gran Via venue, Hall 8 North Entrance (Foc Street with Alumini Street) Barcelona Tel (+34) Satellite Management Hannah Langfield BioScientifica Ltd 22 Apex Court, Woodlands Bradley Stoke Bristol, BS32 4JT UK Tel: +44 (0) Fax: +44 (0) espe2015@bioscientifica.com Catering Clara Caballe Gastrofira Fira Barcelona Av. Reina Maria Cristina s/n Barcelona Spain Tel: ccaballe@firabarcelona.com Graphics, Signage, Branding and AV See form attached. To be returned to espe2015@bioscientifica.com Hostesses Servifera online ordering services Details to follow Badge Scanners RefTech 1-3 The Pavilions Tamworth Staffordshire B77 4RP Tel: +44 (0) Fax: +44 (0) scanners@reftech.co.uk Web: Satellite Symposium Technical Manual 3 ESPE 2015

4 Introduction Welcome to the ESPE 2015 Satellite Symposium Technical Manual. For those holding a Satellite Symposium we kindly ask you to follow the ESPE 2015 Satellite Symposia Guidelines which have been sent to you previously. Please contact the Meeting organisers for a copy of this document. espe2015@bioscientifica.com ESPE 2015 is set to attract over 3000 participants from all areas of paediatric endocrinology and metabolism from all over the world including clinicians, nurses, basic researchers, fellows and trainees all experts and key opinion leaders in the field of paediatric endocrinology. Since being founded in 1962, when the first annual scientific meeting was held in Zurich, the Society has increased in both size and scope, becoming the leading international scientific community of paediatric endocrinologists. The ESPE annual scientific meeting, which is held in different European cities and countries, is recognised worldwide as a meeting of high scientific and educational quality. Although currently attended by more than 3,000 delegates, it is still known for the traditional ESPE values of friendship, collaboration and congeniality. This manual has been prepared to provide you with all the necessary information needed to enable you to organise your satellite symposium. Satellite providers are required to use the preferred suppliers identified in this Manual. Full contact details are supplied to enable you to deal with each supplier directly. If you have any questions that are not addressed in this Manual or if you need additional advice or information then please contact one of our team at espe2015@bioscientifica.com. Full contact details for everyone are provided on page 3 of this Manual. Satellite Symposium Technical Manual 4 ESPE 2015

5 About the Venue Hall 8 Fira Gran Via North Entrance (Foc Street with Alumini Street) Barcelona Tel (+34) The Fira Gran Via It is one of the largest and most modern venues in Europe, designed by the Japanese architect Toyo Ito, winner of the Pritzker prize. Its outstanding features are its architecture, functionality and commitment to sustainability: it has one of the largest rooftop photovoltaic installations. Its eight pavilions, connected by a walkway that channels the flow of visitors, provide cutting-edge services and logistics. The gastronomic restaurant Nuclo is located inside the Foyer Europe. It is located in a new business development area, very close to Barcelona airport and connected to the public transport network. The main plenaries will take place inside the Exhibition Hall within purpose built auditoriums. Hall A1 Capacity 1606 Hall C2 Capacity 840 Hall C3 Capacity 735 Hall D4 Capacity 735 Hall D5 Capacity 840 Satellite Symposium Technical Manual 5 ESPE 2015

6 Satellite Symposium Slots Date Time Hall 1 Hall 2 Hall 3 Hall 4 Hall 5 Thursday Lunchtime 1 October Thursday Afternoon 1 October Friday Lunchtime 2 October Friday Evening 2 October Saturday Afternoon 3 October Novo Nordisk Merck Alexion Ipsen Ferring Sandoz Pfizer The ESPE 2015 Meeting will once again offer Companies the opportunity to hold a satellite symposium session of 60 minutes during lunch and 90 minutes during lunchtime and the evenings. These sessions have been created to allow each Company the opportunity to showcase their organisation to their target audience. Five satellite symposia slots will run in parallel as per the above table. Satellite Symposium Technical Manual 6 ESPE 2015

7 Satellite Symposium Provider Entitlements The following is the minimum each sponsor will receive: Access to the conference room for set-up, 15 minutes prior to the satellite symposium scheduled start time Standard audio-visual equipment as included in the main conference sessions Access to the Speaker Preview Centre Publishing of the satellite symposium programme in the ESPE Final Meeting Programme in a dedicated Satellite Symposia section and on Meeting website Inclusion of the satellite symposia invitation in the delegate bags Provision for ESPE Meeting team to send one invitation, on behalf of the supporting company, for the satellite symposium to all registered delegates approximately 2 weeks prior to the meeting One directional or promotional roll-up banner in the registration area on the day of the satellite to be agreed with the Meeting orgainser on site One roll-up banner outside the designated meeting room from 15 minutes prior to the meeting Sponsors must arrange all scientific content and speaker arrangements, including invitations, travel, accommodation, registration fees, publicity etc, and should meet all associated costs directly. If you wish to arrange for Hostesses to assist before and during your satellite symposium you should order these through the Servifera online ordering system. Please refer to the contact information on P.3 The content of each satellite symposium is subject to approval by the Congress Programme Organising Committee. Please complete the Symposium Programme form and return the Congress Organiser no later than 26 February Please Note: It is the sponsor s responsibility to comply with local and EFPIA regulations. It is recommended that sponsors work with their local affiliate. Further information is provided at the back of this Manual or you can visit the EFPIA website. Satellite Symposium Technical Manual 7 ESPE 2015

8 Access, Rehearsals and Timings Set-up, Layout, Breakdown Set-up and breakdown will take place on the day of the Symposium. Access will be from 15 minutes before the start of the Symposium (unless you have agreed alternative times separately with the Meeting organisers and have confirmation in writing). Breakdown should be completed no later than 15 minutes after the end of the session. The sponsoring companies can arrange promotional posters on the stage. However, due to the lack of access time prior to the start of the session, installation of own stage sets is limited. If you require alternative stage arrangements, please contact the Meeting organisers for discussion and approval, no later than 8 August Aisles must be kept clear at all times. Any participating company who causes obstruction or nuisance after notice has been given will be liable to have their session discontinued by the organisers at the participating company s expense. A table will be available outside your room for you to display your material on. You will be able to set up your display 15 minutes before the start of your symposium (unless you have agreed alternative times separately with the Meeting organisers and have confirmation in writing). Material for the symposium can also be distributed from your exhibition space however not in any general areas in the Fira Gran Via. Rehearsal Access If you wish to have a rehearsal for your satellite, please contact the Meeting organiser in order to schedule this, gain a quotation for the rehearsal room hire and obtain approval. Speakers The sponsoring company must cover speakers registration fees, accommodation and flights for the ESPE 2015 Meeting. Registration is made through the meeting website at: Audio Visual Specification All Satellite Symposia rooms are equipped with standard technical equipment including a beamer, a screen, and microphone for speaker and chairpersons. A technician will be on duty throughout the Symposium to operate the standard audiovisual equipment. Sponsors requiring any additional AV equipment and/or technicians other than above mentioned please fill out the attached form and return to the Meeting Organiser via espe2015@bioscientifica.com and the arrangements will be made with the Fira Gran Via. (Please refer to the specification document in the Appendix) Companies must bear any extra costs incurred. Speakers Support Centre (SSC) Speakers are requested to use the facility before their Satellite Symposium to ensure that their presentation projects clearly and is in the correct order. Presentations should be handed over to the technical staff a minimum of 2 hours before the Satellite Symposium. Presentations received after this deadline cannot be guaranteed optimal audiovisual support. Satellite Symposium Satellite Symposium Technical Manual 8 ESPE 2015

9 Security/Badges Participants with ESPE Member, Delegate and Exhibitor badges will have access to the session rooms during the satellite symposium. If you have staff only working during the Symposium you can pick up the pre-registered Satellite Symposia badges at the Exhibition registration desk. These badges are without personal names and only valid the day of your Symposium. Roll up in the registration area Sponsors are given the opportunity to advertise their satellite symposium in the registration area during the Meeting free of charge, but only up to the end of the satellite symposium. Once your company s satellite symposium is over the roll-up should be removed. If it is not removed by the company, it will be removed by the registration staff and kept behind the registration desk for collection. Satellite Symposium Technical Manual 9 ESPE 2015

10 Marketing Opportunities The ECE Secretariat offers a number of marketing opportunities. Any extra activity you wish to carry out must comply with our guidelines regarding content & logo usage. ECE Secretariat Marketing Opportunities Delegate Bag Insert As satellite organiser you are entitled to insert your symposium invitation in the meeting bag. These should be no more than one page and no bigger than A4 in size. Please submit a sample of the insert to the Meeting organisers for approval no later than 3 July 2015 at espe2015@bioscientifica.com. Please do not print invitations or advertisements before they have been approved. Use of the ESPE 2015 logo is not permitted on any marketing materials. We will require 3,500 inserts. Contact the meeting organisers when you are preparing your insert for an update on this figure. Any leftover copies of your invitation can be picked up at the registration area. Please make sure to: - Clearly mark all six sides of each box in the shipment ESPE 2015 Meeting BAG INSERTS - Please include company details and contact information on the box - Attach a copy of the item on each box - Send a PDF of your printed bag insert to the Meeting organisers at espe2015@bioscientifica.com - Inform the Meeting organisers of the number of boxes to be delivered - Kindly send your bag inserts separately from your exhibition material Delegate bag inserts should be sent directly to: RESA EXPO Logistic / ESPE 2015 For: Bag Inserts C/Botanica Entrada Nr. 4 Fira Gran Via L Hospitalet Spain Contact : Martha Pastor It is also very important that you clearly mark the shipment with your Company Name including Bag Inserts ESPE 2015 and send full pre advice by to: simon@dhl-exh.com An order form is included at the back of this Manual. Blast x1 The ESPE Secretariat will distribute one Symposium Invitation in the form of an blast on behalf of sponsors to all registered delegates. This will go out week commencing 14 September The content of the will need to be approved in advance by the ESPE Secretariat so please provide this by 7 September Each sponsor should provide the in HTML format that can be dropped into an marketing system. Satellite Symposium Technical Manual 10 ESPE 2015

11 Please get in touch with if you have any questions. Please note that the ECE Secretariat will not design or proof read your nor will they test or check any links that you might include. The will be forwarded to all registered delegates (opted in) exactly as it is received. Final Conference Programme/Online Programme The full agenda including talk titles and speaker names will be included in the online programme and the final meeting programme book, which is distributed to all attendees at the start of the Meeting. Satellite Symposium Technical Manual 11 ESPE 2015

12 Onsite Marketing Opportunities Badge Scanners Satellite providers can hire badge scanners directly from RefTech, one of our partner Companies. They offer an exhibitor lead reference system, which includes: A simple to use, 5000 scan capacity bar code scanner for use during the event The ability to set up your own Lead Management for the event on-line, including your own lead qualification sheet which you can print at the office or collect on site Down-loads during the event with access to data 24 hours after the show closes Facility to filter the data as needed If you would like to hire the badge scanners please click on the following link: Link to follow or contact RefTech directly (see Contacts section for details). Points to remember... For the purpose of clarity, the ESPE respectfully suggests that you include a reminder on all your advertisements, invitations or mailings that the symposium is only open to healthcare professionals who are registered for the ESPE Meeting If required, it is the responsibility of the sponsor to provide participants with a record of participation It is NOT permitted to use the ESPE 2015 logo on any marketing materials connected to the satellite symposium Satellite Symposium Technical Manual 12 ESPE 2015

13 Audio Visual Equipment AV Specification Each meeting room assigned for the satellite symposia sessions will come with a basic AV package, as follows:- Projector Screen resolution TBC Computers equipped with Powerpoint Comfort monitors on lectern and tribunal table 1 x lectern 1 x tribunal table to seat a minimum of 2 people 2 x table top microphones for the tribunal table 1 x fixed lectern microphone 2 x handheld radio microphones for Q&As 1 x headset mic for lectern 1 x laser pointer 1 x Technician for the hours as stated in the final Conference programme Furniture All the main meeting rooms are laid out with flat floor, theatre style seating. Trestle table arrangements will be made. Please contact Hannah Langfield for full details; espe2015@bioscientifica.com. Keypad Voting Please contact Hannah Langfield for full details; espe2015@bioscientifica.com. Satellite Symposium Technical Manual 13 ESPE 2015

14 Catering Any sponsor wishing to provide hospitality, either before or after, the satellite symposium should first check with the Meeting Manager (see Contacts section on page 3) to confirm they have a suitable area allocated. Once an area has been agreed you should organise the catering requirements directly with the venue caterers (see Contacts section on page 3). It is permitted to take food and drink into the meeting rooms. Please ensure that you have checked your access times hospitality should commence no more than 15 minutes before your session is due to start. Satellite Symposium Technical Manual 14 ESPE 2015

15 Important Notice ESPE 2015 Barcelona Spain Congress Bag Inserts: Logistics The packing of the congress bags for UEG week will be done by our official show logistics contractor DHL Trade Fairs & Events (UK) Ltd. They will contact you in due course to discuss the logistics of your bag inserts. If you choose to arrange transport yourselves then they will need to be delivered latest by Friday 18 th September 2015 to the following address : RESA EXPO Logistic / ESPE 2015 For: Bag Inserts C/Botanica Entrada Nr. 4 Fira Gran Via L Hospitalet Spain Contact : Martha Pastor It is also very important that you clearly mark the shipment with your Company Name including Bag Inserts ESPE 2015 and send full pre advice by to simon@dhl-exh.com Your company is responsible for all transport charges up the bag packing location and Onsite handling charges for receiving shipment at Fira de Barcelona