CLINICAL & TRANSLATIONAL MEETING PHYSICS BIENNIAL MEETING 24-28 April 2015 Barcelona, Spain PROMOTIONAL SUPPORT & ADVERTISING CLINICAL PHYSICS GEC - ESTRO - ISIORT MEETING PREVENT AND TARGET MEETING RTT MEETING BRACHYTHERAPY RADIOBIOLOGY RTT
TABLE OF CONTENTS ABOUT THE 3RD ESTRO FORUM 4 Introduction 5 Statistics (2nd ESTRO Forum) 6 PROMOTIONAL SUPPORT 8 1. OPPORTUNITIES 9 Technical exhibition 1. Space rental 9 2. Space rental + modular shell scheme 9 Congress material 1. Congress bags, pens and notepads 9 2. Congress lanyards 9 3. Coffee cups NEW! 9 Social activities 1. Exclusive sponsorship of the welcome reception 10 2. Exclusive sponsorship of the social event 10 Discipline lodges NEW! VIP lounge / Discipline lodge 10 E-visibility 1. Wi-fi area NEW! 10 2. 3rd ESTRO Forum App NEW! 11 3. 3rd ESTRO Forum webpages NEW! 11 Company awards and grants 1. Young Scientists poster awards 11 2. ESTRO congress travel grants 11 Satellite symposium 1. Parallel session / Exclusive session 11 2. Promotional email to pre-registered participants NEW! 12 3. Webcast 12 2. TECHNICAL SPECIFICATIONS AND BOOKING FORMS 13 ADVERTISING 18 1. OPPORTUNITIES 19 Printed material 1. Final announcement 19 2. Programme book 19 Signage 1. Registration hall NEW! 20 2. Exhibition hall 20 3. Hotels NEW! 20 2. TECHNICAL SPECIFICATIONS AND BOOKING FORMS 21 3
ABOUT THE 3RD ESTRO FORUM INTRODUCTION The 3rd ESTRO Forum will provide an ideal platform in which to explore the latest innovations and advances in radiation oncology. Five meetings, each offering an outstanding scientific programme, will be hosted in parallel under its umbrella: Clinical and translational meeting Biennial physics meeting GEC-ESTRO-ISIORT meeting RTT meeting PREVENT and TARGET meetings Placing interdisciplinarity under the spotlight, clinicians, physicists, brachytherapists, radiobiologists and radiation therapists (RTTs) will have access to, in addition to the five meetings, the biggest European platform in the field in which to discover the latest innovations of the Industry. 4 5
STATISTICS (2ND ESTRO FORUM) 3,647 DELEGATES TOP 10 COUNTRIES THE NETHERLANDS: 324 ORIGINATING FROM 67 COUNTRIES WITH 78% COMING FROM EUROPE UNITED KINGDOM: 210 CLINICIANS (RADIATION AND CLINICAL ONCOLOGISTS) AND PHYSICISTS EACH MADE UP 42% OF THE ATTENDEES, FOLLOWED BY 14% RTTS 1,175 ABSTRACTS RECEIVED, OF WHICH 335 WERE SELECTED FOR PRESENTATIONS 260 INVITED SPEAKERS SWITZERLAND: 178 ITALY: 132 GERMANY: 129 FRANCE: 96 DENMARK: 95 88 EXHIBITING COMPANIES DEMONSTRATED THEIR WARES AND KNOW-HOW BELGIUM: 83 10 COMMERCIAL SATELLITE SYMPOSIA WERE HOSTED CANADA: 63 USA: 75 GEOGRAPHIC BREAKDOWN OF THE PARTICIPANTS DISCIPLINARY BREAKDOWN OF THE PARTICIPANTS 37% radiation oncology 37% physics 6,5% 78% 8% 14% RTT 5% clinical oncology 3% biology 0,5% 2% 3,5% 1% medical oncology 1% dosimetry 2% other 6 3RD ESTRO FORUM ESTRO PROMOTIONAL SUPPORT & ADVERTISING 7
PROMOTIONAL SUPPORT 1. OPPORTUNITIES TECHNICAL EXHIBITION 1. Space rental 500 / sqm The rate covers floor space only and does not include the construction of a modular booth or other extras. The minimum exhibition space is 9 square meters. The rate includes 3 exhibitors badges per 9 square meters rented. 2. Space rental + modular shell scheme 600 / sqm The rate covers the floor space and the modular booth package. The minimum exhibition space is 9 square meters. The rate includes 3 exhibitors badges per 9 square meters rented. The modular shell scheme package includes: Stand building 2,5m-high lacquered aluminium structure Beech-coloured melamine panel Curved white PVC fascia board 10cm-high black lettering (20 letters included) Lighting with 26 w spotlights Electrical switchboard with 1 socket (200 w power minimum available) Power supply included Surface covered with carpet Pre-inauguration cleaning CONGRESS MATERIAL 1. Congress bags, pens and notepads 10,000 + production Company s logo displayed on the congress bags together with the ESTRO logo. Acknowledgement of sponsor in the congress programme book and on the on site sponsors board. Quantity: 3,400 units of each item 2. Congress lanyards 10,000 + production Company s logo displayed on the congress lanyards distributed to all participants. Acknowledgement of sponsor in the congress programme book and on the on site sponsors board. Quantity: 5,000 units 3. Coffee cups 5,000 +production NEW! Company s logo displayed on all cups available in the catering areas during the 3 lunchtimes and 7 coffee breaks. Acknowledgement of sponsor in the congress programme book and on the on site sponsors board. Quantity: 35,000 units 8 3RD ESTRO FORUM ESTRO PROMOTIONAL SUPPORT & ADVERTISING 9
SOCIAL ACTIVITIES 1. Exclusive sponsorship of the welcome reception (24 April 2015) 25,000 2. 3rd ESTRO Forum App: integration of company s url 500 NEW! The congress App will display an interactive version of the floorplan where you will have the possibility to incorporate your website link. The welcome reception marks the opening of the industrial exhibition and takes place in the exhibition hall. It can offer some visibility opportunities: Display of sponsor s roll-up at the main entrance of the exhibition hall Use of sponsor s napkins or other promotional material during the reception Acknowledgement of sponsor in the congress programme book and sponsors board Possibility for sponsor to offer a welcome drink at their booth 3. 3rd ESTRO Forum webpage: integration of company s url 500 NEW! Your company s logo and url will be incorporated in the exhibitors list on the 3rd ESTRO Forum webpage. 2. Exclusive sponsorship of the social event (27 April 2015) 30,000 The social event has become a tradition at ESTRO congresses where the delegates celebrate the end of the congress in a relaxed atmosphere. Visibility: Display of sponsor s logo on the invitation cards Display of the sponsor s logo on a hanging banner at the venue Display of sponsor s roll-up and napkins or other promotional material during the event Acknowledgement of sponsor in the congress programme book and sponsors board COMPANY AWARDS AND GRANTS 1. Young Scientists poster awards 1,000 /award An award per discipline (clinical, physics, radiobiology, RTT and brachytherapy) will be presented by a company delegate at the Young Scientists reception on Monday 27 April 2015. The awardee will be offered a free registration to an ESTRO teaching course. Visibility: The awards are handed to the winner by a representative of the sponsor. Acknowledgement of sponsor in the congress programme book and sponsors board, in the congress report, in the ESTRO newsletter and on the ESTRO website. DISCIPLINE LODGES NEW! VIP lounge / Discipline lodge Five lodges will welcome participants during the congress, according to their discipline: clinical, physics, brachytherapy, RTT and radiobiology. By sponsoring one of these rooms, the company will have the opportunity to directly reach targeted groups of the radiation oncology community. 2. ESTRO congress travel grants 1,000 / grant This grant covers the participant s registration to the congress + contributes towards the costs of travel expenses. Visibility (as of 5 educational grants sponsored): Acknowledgement in the annual congress programme book Visibility on the ESTRO website, under the School section Visibility on sponsors board during the annual congress In addition to the five lodges, a lounge will be dedicated for ESTRO VIPs (members of the ESTRO governance, past presidents, awardees, invited speakers, etc). In each room, you will have the possibility to display flyers/brochures, roll-up and promotional material. VIP lounge: 4,000 Discipline lodge: 3,000 / room SATELLITE SYMPOSIUM 1. Parallel session / Exclusive session Parallel session: 15,000 Exclusive session: 75,000 The satellite symposium is the perfect place for companies to present their products and services through a live presentation on the congress centre premises. E-VISIBILITY 1. Wi-Fi area 10,000 Company s logo displayed on a banner in the wi-fi area and on the wifi login page. Possibility of placing 2 roll-up displays in the wifi area. Acknowledgement of sponsor in the programme book and on the sponsors board during the conference. The satellite symposium represents the content and view of the sponsor and is not part of the official ESTRO annual congress programme. A satellite package includes: Rent of the meeting room for the duration of the symposium AV/IT technicians and 1 hostess Basic AV/IT material 10 3RD ESTRO FORUM ESTRO PROMOTIONAL SUPPORT & ADVERTISING 11
Possibility of displaying inserts in the congress bags 1 signage displayed before your event in the congress centre Participants list (including full name, specialty, department and postal address) to be used for the promotion of the satellite symposium Inclusion of the satellite symposium agenda in the 3rd ESTRO Forum programme book Sessions will be held as follows: Pharmaceutical companies Friday 24 April 2015 from 17:30 to 18:30 Exclusive session only Non pharmaceutical companies Saturday 25 April 2015 from 13:15 to 14:30 Sunday 26 April 2015 from 13:15 to 14:30 Monday 27 April 2015 from 13:15 to 14:30 2. Promotional email to pre-registered participants 6,000 NEW! Companies can promote their satellite symposium by using ESTRO s emailing system: text and artwork will be provided by the company and the email sent by ESTRO to the database of pre-registered participants. Companies taking advantage of this option and who contact ESTRO well in advance can choose the date of release of the email (under the condition that the date doesn t conflict with another email blast sent by ESTRO). Potential reach: the total number of pre-registered participants by the date of the release. 3. Webcast 8,000 Satellite symposium session webcasted and displayed on the ESTRO website. 2. TECHNICAL SPECIFICATIONS AND BOOKING FORMS BOOKING PROCEDURE The timeline for sending the booking forms is as follows: 1st round bookings (open to ESTRO Gold Corporate members only): as of 8 October 2014, 15:00 CET 2nd round bookings (open to all ESTRO Corporate members): as of 13 October 2014, 15:00 CET 3rd round bookings (open to the whole Industry): as of 16 October 2014, 15:00 CET All booking forms are available in the Exhibition & Sponsorship section on the 3rd ESTRO Forum website under Downloads. TECHNICAL EXHIBITION Space rental Space rental + modular shell scheme Applications will be dealt with on a first-come, first-served basis CONGRESS MATERIAL 1. Congress bags, pens and notepads Bags: Sponsor s logo and ESTRO logo must be of equal size Minimum size of bag: A4 Quantity needed: 3,400 units of each item Artwork to be submitted before production for approval to ESTRO vcremades@estro.org 2. Congress lanyards Quantity needed: 5,000 units Picture of lanyard to be submitted before production for approval to ESTRO vcremades@estro.org 12 3RD ESTRO FORUM ESTRO PROMOTIONAL SUPPORT & ADVERTISING 13
3. Coffee cups NEW! Material needed for 7 coffee breaks + 3 lunches Quantity needed: 35,000 units Artwork to be submitted before production for approval to ESTRO vcremades@estro.org SOCIAL ACTIVITIES 1. Exclusive sponsorship of the welcome reception (24 April 2015) Roll-up and napkins or other promotional material to be provided by the sponsor. Roll-up dimensions: height 2 m and width 85 cm Artwork of promotional material to be submitted before production for approval to ESTRO vcremades@estro.org 2. Exclusive sponsorship of the social event (27 April 2015) DISCIPLINE LODGES NEW! 1. VIP lounge / Discipline lodge Display of roll-up, flyers and brochures in one of the six lodges / lounge (clinical, physics, brachytherapy, RTT, radiobiology and VIP) Artwork of promotional material to be submitted before production for approval to ESTRO vcremades@estro.org E-VISIBILITY 1. Wi-Fi area Logo files: pdf or jpeg Banner dimensions: to be confirmed with ESTRO vcremades@estro.org Roll-up dimensions: height 2 m and width 85 cm Artwork of promotional material to be submitted before production for approval to ESTRO vcremades@estro.org Roll-up and napkins or other promotional material to be provided by the sponsor. Logo files: pdf or jpeg Roll-up dimensions: height 2 m and width 85 cm Banner dimensions: to be confirmed with ESTRO vcremades@estro.org Artwork of promotional material to be submitted before production for approval to ESTRO vcremades@estro.org 2. 3rd ESTRO Forum App: integration of company s url NEW! url to be send to vcremades@estro.org 3. 3rd ESTRO Forum webpage: integration of company s url NEW! url to be send to vcremades@estro.org COMPANY AWARDS AND GRANTS 1. Young Scientists poster awards The artwork of the company logo must be submitted to vcremades@estro.org Files: pdf or jpeg Deadline for submission: 2 March 2015 14 3RD ESTRO FORUM ESTRO PROMOTIONAL SUPPORT & ADVERTISING 15
2. ESTRO congress travel grants Logo in.eps or.ai in CMYK or high resolution jpg Corresponding form sent upon request. Deadline for form submission: 13 August 2014 SATELLITE SYMPOSIUM 1. Inserts in congress bags Inserts must be produced by the company. 3,500 units Deadline for artwork submission to vcremades@estro.org: 2 March 2015 Inserts to be delivered to: 2. Roll-up displayed before your symposium in the congress centre Roll up dimensions: height 2 m and width 85 cm Produced by ESTRO Deadline for artwork submission to vcremades@estro.org: 2 March 2015 3. Inclusion of the satellite symposium programme in the congress programme book Deadline for submission of symposium programme to vcremades@estro.org: by 2 March 2015 4. Promotional email to pre-registered participants NEW! The company will provide ESTRO with: a text: Word file of 300 words maximum top banner: 600 pixels width x 171pixels height - 72 ppi.jpg picture (optional) After validating the content, ESTRO will proceed to the production of the email and send it to the database of pre-registered participants. 5. Webcast 1 Banner in jpeg format for the catalogue (height: 50px, width: 700px). 1 General abstract that can be displayed in the catalogue (Plain text, max. 150 words). 1 Player banner in jpeg format that comes on top of the webcasts (height: 60px, width: 468px) 1 Default slide in jpeg format (height: 768px, width: 1024px) This slide will be shown when the speaker doesn t have slides to show. Submission of material + further details: vcremades@estro.org 16 3RD ESTRO FORUM ESTRO PROMOTIONAL SUPPORT & ADVERTISING 17
ADVERTISING 1. OPPORTUNITIES PRINTED MATERIAL 1. Final announcement The final announcement is the first opportunity of visibility offered to your company in the frame of the 3rd ESTRO Forum. Benefit from this excellent opportunity of advertising and include an ad in the 3rd ESTRO Forum final announcement. Visibility: The final announcement will be spread as follows: Paper version: Flyers will be distributed in all ESTRO events, courses and Joint events all events where ESTRO is taking part as exhibitor National Societies events radio-oncology departments in European Institutes Electronic version: This version will be displayed on ESTRO website and Facebook page Green journal website Cancer World Journal The electronic version will also be sent to the ESTRO and National Societies database Back cover: 7200 2nd cover: 4500 Facing table of contents: 4500 3rd cover: 4000 Inside single page : 3000 Bookings are no longer possible for this item for 2015. 2. Programme book The congress programme book is the comprehensive congress information book inserted in the congress bags handed to all participants. This document contains information on all aspects of the congress. An electronic version of the programme book is also available online before and after the congress. Back cover: 7,500 2nd cover: 4,500 Facing table of contents: 4,500 3rd cover: 4,000 Inside single page: 3,000 Brief description of the company (limited to 20 lines): 15 /line Company logo (black & white) in the company s details list: 100 NEW! Note: Commercial advertisements are displayed in the non scientific part of the congress programme book. 18 3RD ESTRO FORUM ESTRO PROMOTIONAL SUPPORT & ADVERTISING 19
SIGNAGE 1. Registration hall NEW! Flyer display: 2,500 + production Company s flyer or brochure displayed in a dedicated place in the registration area. 2. Exhibition hall For further information on signage possibilities and prices, please contact Valérie Cremades at vcremades@estro.org 3. Hotels NEW! Registered exhibitors can enhance their exposure with a combination of advertising supports newly proposed by ESTRO. Costs might differ from one hotel to another. For detailed information, please contact Valerie Cremades at vcremades@estro.org General Personalised room key cards: price per 200 units minimum Customised hotel room key cards are distributed to attendees staying in an ESTRO-designated hotel. Personalised hotel rooms keys sleeves: price per 350 units minimum Customised room key sleeves are distributed to attendees staying in an ESTRO-designated hotel. Personalised Do not disturb sign: price per 250 units minimum Customised door hangers for guests to communicate with maintenance and housekeeping staff. Personalised coasters: price per 1,000 units minimum Customised coasters usually left on the minibar and in the bathroom area. Personalised Good night letter: price per 200 units minimum A paper letter (A4 format) introducing the company s activities, will be on the beds of the hotel s clients with the turndown service. Halls Roll-up: price per unit 200 x 80 cm customised roll-up on display in the hotel lobby. Display: price per unit Customised wooden structure of 200x100x50 cm on display in the hotel lobby. Orders will be processed as soon as the advertising content has been approved by ESTRO. 2. TECHNICAL SPECIFICATIONS AND BOOKING FORMS All booking forms are available in the Exhibition & Sponsorship section on the 3rd ESTRO Forum website under Downloads. PRINTED MATERIAL 1. Final announcement Full page advertisement should be supplied in the following format: PDF at print-optimised resolution (PDF 1.3) with fonts and images fully embedded No trim or crop marks CMYK 210 mm (w) x 297 mm (h) + 5 mm bleed on each side All images should be minimum 300 dpi Bookings are no longer possible for this item for 2015. 2. Programme book Full page advertisement should be supplied in the following format: PDF at print-optimised resolution (PDF 1.3) with fonts and images fully embedded No trim or crop marks CMYK 148 mm (w) x 210 mm (h) + 5 mm bleed on each side All images should be minimum 300 dpi Please note that for covers 2 and 3 an area of 0,5 cm on the inside of the ad page will not be visible due to the binding. (For example: cover 3 will have an area of 0,5 cm at the left side that will not be visible.) Deadline for artwork submission to vcremades@estro.org: 2 March 2015 SIGNAGE 1. Registration hall NEW! Flyer display on shelves Maximum size: A4 Artwork to be submitted before production for approval to ESTRO vcremades@estro.org Flyers to be delivered to: 20 3RD ESTRO FORUM ESTRO PROMOTIONAL SUPPORT & ADVERTISING 21
2. Exhibition hall For further information, please contact vcremades@estro.org 3. Hotels NEW! General For further information on prices, please contact Valérie Cremades at vcremades@estro.org Halls Roll-up: 200 x 80 cm Display: Customised wooden structure of 200 x 100 x 50 cm For further information on prices, please contact Valérie Cremades at vcremades@estro.org Orders will be processed as soon as the advertising content has been approved by ESTRO. Deadline for artwork submission to ESTRO vcremades@estro.org: 1 April 2015 22 3RD ESTRO FORUM ESTRO PROMOTIONAL SUPPORT & ADVERTISING 23
ESTRO European SocieTy for Radiotherapy & Oncology Rue Martin V, 40 1200 Brussels Belgium Tel.: +32 2 775 93 40 Fax: +32 2 779 54 94 info@estro.org www.estro.org