Dear Supporter, We are happy to present you with the ATTD Technical 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 9 th International Conference on Advanced Technologies & Treatments for Diabetes will take place on February 3-6, 2016 at the MiCo - Milano Convention Center. Address MiCo - Milano Congressi North Wing Entrance Via Gattamelata, Gate 14 Italy www.micomilano.it A block of hotel rooms has been reserved for the ATTD 2016 Conference participants and supporters at a discounted rate. Hotel reservations can be made via the Conference website. Please click here. Please do not hesitate to contact me for further information or assistance. We look forward to welcoming you in Milan and wish you a successful Symposium. Warm regards, Shani Kupershmidt Meeting Planner 1
Table of Contents SECTION 1: Symposium Related Contact Information 3 Kenes Contacts Contractors Contacts SECTION 2: Deadlines Table 5 SECTION 3: Timetables 6 Symposia Timetable Exhibition and Registration Timetable SECTION 4: Symposium Session Hall 9 Hall Technical Details Location and Layout SECTION 5: Supplied AV 20 SECTION 6: Symposium Promotion 23 Symposium Title Final Programme Advertising Symposium Invitation Bag Inserts Symposium Signage SECTION 7: Mini Scanners 25 SECTION 8: Shipping, Tariffs, Material Handling and Shipping Labels 26 2
SECTION 1: Symposium Related Contact Information Congress Organizer Kenes International Rue François-Versonnex 7 1207 Geneva, Switzerland Tel: +41 22 906 9178 Fax: +41 22 732 2607 Website: http://esra2015.kenes.com/ Kenes Contacts Meeting Planner Ms. Shani Kupershmidt Tel: +41 22 908 0488 Ext 574 Email: skupershmidt@kenes.com Program Coordinator Ms. Hadar Attas Tel: +41 22 908 0488 Ext 970 Email: hattas@kenes.com Support & Exhibition Specialist Ms. Michal Lelcuk Tel: +41 22 908 0488 Ext 523 Email: MLelcuk@kenes.com Registration Manager Ms. Sharon Gamliel Tel: +41 22 908 0488 Ext 562 Email: sgamliel@kenes.com AV Coordinator Mr. Mike Perchig Email: nest@nest-av.com Accommodation Sales Ms. Irina Sapir Tel: +41 22 908 0488 Ext 998 Email: isapir@kenes.com 3
FURNITURE HIRE, ELECTRICS, INTERNET, IT, CLEANING MiCo - Milano Congressi Mr. Tommaso Bandera Tel: +39 02 49976176 Email: Tommaso.Bandera@fieramilanocongressi.it CUSTOMS CLEARANCE, FREIGHT / MATERIAL HANDLING Hermes-Merkur Ms. Zehavit Akerman Tel: + 49 6173 966 95 28 Mobile: +972 52 511 4982 Email: zehavitak@hermes-exhibitions.com LOCAL MANPOWER Millenium viaggi e vacanze srl Marina Maiolatesi Tel: +39 06 33250773 33250564 Mobile: +39 33 56299737 Email: marina@milleniumviaggi.it CATERING COMPASS GROUP ITALIA S.p.A. Mr. Fabio Marrale Tel: +39 02 48519301 Mobile: +39 3471822673 Email: fabio.marrale@compass-group.it 4
SECTION 2: Deadlines Table Item Deadline Contact Person Symposium Program Ms. Hadar Attas Tuesday, December 22, 2015 (for approval by Scientific Committee) hattas@kenes.com Staff Hotel Reservation As soon as possible Ms. Irina Sapir isapir@kenes.com Payment of Invoice Balance Must be received in full one week prior to the Conference Ms. Judit Gondor jgondor@kenes.com Program Book Advertisement Ms. Hadar Attas Tuesday, December 22, 2015 (for approval by Scientific Committee) hattas@kenes.com Draft of Bag Insert for Approval Ms. Hadar Attas Tuesday, December 22, 2015 (for approval by Scientific Committee) hattas@kenes.com Lead Retrieval Wireless Barcode Readers Order Tuesday, December 22, 2015 Catering Services Monday, January 22, 2016 Cargo Deadlines Airfreight shipments arrival to Frankfurt Airport Wednesday, January 20, 2016 Shipment via Germany warehouse no later than Tuesday, January 26, 2016 Direct Deliveries to Conference Venue Tuesday, February 2, 2016 Ms. Shani Kupershmidt skupershmidt@kenes.com Mr. Fabio Marrale fabio.marrale@compass-group.it Ms. Zehavit Akerman zehavitak@hermes-exhibitions.com 5
SECTION 3: Timetables Symposia Timetable WEDNESDAY, FEBRUARY 3, 2016 Red Hall Blue Hall Yellow Hall 12:30-14:00 PARALLEL INDUSTRY WORKSHOP Medtronic 14:30-16:00 PARALLEL INDUSTRY SYMPOSIUM Animas PARALLEL INDUSTRY SYMPOSIUM Abbott PARALLEL INDUSTRY WORKSHOP Medtronic 16:15-17:45 THURSDAY, FEBRUARY 4, 2016 PARALLEL INDUSTRY WORKSHOP Roche Diabetes Care PARALLEL INDUSTRY WORKSHOP Cequr PARALLEL INDUSTRY WORKSHOP Medtronic Silver Plenary Blue Hall Yellow Hall 10:30-12:00 PLENARY INDUSTRY SYMPOSIUM Medtronic 13:00-14:30 PARALLEL INDUSTRY WORKSHOP Medtronic 15:00-16:30 PLENARY INDUSTRY SYMPOSIUM Sanofi 16:30-18:00 PARALLEL INDUSTRY WORKSHOP Dexcom PARALLEL INDUSTRY SYMPOSIUM Novo Nordisk 6
FRIDAY, FEBRUARY 5, 2016 Silver Plenary Yellow Hall 10:30-12:00 PLENARY INDUSTRY SYMPOSIUM Roche Diabetes Care 12:00-13:00 PARALLEL INDUSTRY WORKSHOP Medtronic SATURDAY, FEBRUARY 6, 2016 Red Hall 9:30-10:00 PLENARY INDUSTRY SYMPOSIUM Glooko In order to set up the hall prior to the start of your Symposium, we recommend arriving early, where a member of the Logistics Team will be available should you need any assistance. If a technical rehearsal in the hall is required, please contact the Meeting Planner, Shani Kupershmidt at skupershmidt@kenes.com We ask presenters to follow the time schedule precisely in order that the day s events may run smoothly. An updated Scientific Program can be found on the ATTD 2016 website by clicking here. 7
Exhibition Timetable Set up Tuesday, February 2 10:00-20:00 Wednesday, February 3 8:00-14:00 Exhibition hours Wednesday, February 3 19:00 21:00 Thursday, February 4 9:30 15:30 Registration Desk Opening Hours* Wednesday, February 3 11:30-20:00 Thursday, February 4 8:00-18:00 Friday, February 5 7:30-18:00 Saturday, February 6 8:00-14:00 *Registration hours are subject to change Friday, February 5 9:30 15:30 Saturday, February 6 9:30 14:00 Breakdown Saturday, February 6 13:00 21:00 8
SECTION 4: Symposia Session Hall Silver Plenary Silver Plenary - Technical Details Hall Capacity & Layout Ceiling Height Hall Dimensions Stage Dimensions 1800 persons in Theatre 8,00 m 1476 sqm (30,35 x 48,65m) 30 sqm (10x3m) height: 80cm Speaker Lectern W H Banner dimensions 54 cm 127 cm Head Table W 190 cm x 3 tables= 570 cm 70 cm H Banner Dimensions Sufficient seating for up to 6 persons 10mm Foam board or similar rigid material is recommended for branding the table and lectern. Dimensions for branding the lectern: 54x h:127cm Dimensions for branding the head table: 586,5 x h:81cm The general stage setting includes 1 speaker lectern and a head table accommodating up to 4 persons. For alternative/additional stage setting please contact Shani Kupershmidt at skupershmidt@kenes.com 9
Silver Plenary 10
Blue Hall (1+2) Blue Hall - Technical Details Hall Capacity & Layout Ceiling Height Hall Dimensions Stage Dimensions 412 persons in Theatre 4,70 m 460.5 sqm 12 sqm (6x2m) height:40cm Speaker Lectern W H Banner dimensions 54 cm 127 cm Head Table W H Banner Dimensions 190 cm x 2 tables= 380 cm 70 cm Sufficient seating for up to 4 persons 10mm Foam board or similar rigid material is recommended for branding the table and lectern. Dimensions for branding the lectern: 54x h:127cm Dimensions for branding the head table: 391x h:81cm The general stage setting includes 1 speaker lectern and a head table accommodating up to 4 persons. For alternative/additional stage setting please contact Shani Kupershmidt at skupershmidt@kenes.com 11
Blue Hall (1+2) 12
Red Hall (1+2) Red Hall - Technical Details Hall Capacity & Layout Ceiling Height Hall Dimensions Stage Dimensions 643 persons in Theatre 4,70 m 666.8 sqm 12 sqm (6x2m) height:40cm Speaker Lectern W H Banner dimensions 54 cm 127 cm Head Table W H 190 cm x 2 tables= 380 cm 70 cm Banner Dimensions Sufficient seating for up to 4 persons 10mm Foam board or similar rigid material is recommended for branding the table and lectern. Dimensions for branding the lectern: 54x h:127cm Dimensions for branding the head table: 391x h:81cm The general stage setting includes 1 speaker lectern and a head table accommodating up to 4 persons. For alternative/additional stage setting please contact Shani Kupershmidt at skupershmidt@kenes.com 13
Red Hall (1+2) 14
Yellow 3 Hall Yellow 3 Hall - Technical Details Hall Capacity & Layout Ceiling Height Hall Dimensions Stage Dimensions 145 persons in Theatre 4,70 m 167 sqm (9,40 x 17,80m) 12 sqm (6x2m) Speaker Lectern W H Banner dimensions 54 cm 127 cm Head Table W H 190 cm x 2 tables= 380 cm 70 cm Banner Dimensions Sufficient seating for up to 4 persons 10mm Foam board or similar rigid material is recommended for branding the table and lectern. Dimensions for branding the lectern: 54x h:127cm Dimensions for branding the head table: 391x h:81cm The general stage setting includes 1 speaker lectern and a head table accommodating up to 4 persons. For alternative/additional stage setting please contact Shani Kupershmidt at skupershmidt@kenes.com 15
Yellow 3 Hall 16
Lectern and Head Table Specifications The Head Table in Blue, Red and Yellow Halls will include 2 tables of 2 persons each (4 persons in total) with the following measurements (A_12). The Head Table in Silver Plenary will include 3 tables of 2 persons each (6 persons in total) with the following measurements (A_13). 17
The Lectern in all halls will have the following measurements: 18
Location and Layout 19
SECTION 5: Supplied AV Silver Hall Large front projection screen, image of at least H6 X W11 m (see photo below)* 2 x High-powered Data projectors (Main and 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. 47 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, located at the lectern and networked to the Speakers Ready Room. Vertical 42" 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 9 wired microphones (3 head table, 2 lectern, 4 Questions & Answers) with stands (floor/table), 1 wireless tie-clip microphone and connection to sound from computers (mini PL plug) at the lectern. Lighting system, illuminating the lectern and the head table. Colorful Lighting along the stage. 4 x AV technicians to operate the above-mentioned systems. 20
For demonstration only For Sponsors Symposia being held in the Silver, 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 (e-mail: nest@nest-av.com), 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. Red Hall (1+2) 2 x front projection screens (projected image of at least H3 X W4 m each) 2 x Data projectors, at least 5500 ansi-lumens each including all the necessary cables between the projectors and the lectern. 47 Confidence monitor in front of the head table, showing the same PowerPoint image as being projected on the main front projection screens. Laptop computer for PowerPoint presentations, 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 5 wired microphones (2 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 and the head table. 1 English speaking AV technician to operate the above-mentioned systems. Blue Hall (1+2) 2 x front projection screens (projected image of at least H3 X W4 m each) 2 x Data projectors, at least 5500 ansi-lumens each including all the necessary cables between the projectors and the lectern. 47 Confidence monitor in front of the head table, showing the same PowerPoint image as being projected on the main front projection screens. Laptop computer for PowerPoint presentations, 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 5 wired microphones (2 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 and the head table. 21
1 English speaking AV technician to operate the above-mentioned systems. Yellow 3 Hall Front projection screen (projected image of at least H3 X W4 m ) Data projector, at least 5500 ansi-lumens including all the necessary cables between the projector and the lectern. Laptop computer for PowerPoint presentations, 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 5 wired microphones (2 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. To order any additional AV items during your symposium, please contact Mr. Mike Perchig, e-mail: nest@nest-av.com. 22
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 at hattas@kenes.com, as soon as possible. Final Program Advertising For Supporters entitled to adverts in the final program as per their signed contract, please email adverts to Ms. Hadar Attas at hattas@kenes.com no later than Monday, December 7, 2015 in one of the following formats at a resolution no less than 300 dpi: EPS, Illustrator, JPG or PDF. The adverts dimensions for the final program are A5 narrow. Please refer to the adjacent diagram for advert dimensions for the final program. Symposium Invitation Bag Inserts Should you be entitled to a bag insert as per your contract, please follow the below procedure: 1. Please email the invitation draft (including graphic design) prior to printing for approval to Ms. Hadar Attas at hattas@kenes.com, no later than Monday, December 7, 2015 The bag insert should not exceed standard A4 dimensions. 2. A quantity of 2550 inserts is requested. Inserts / Display material need to arrive at the venue no later than 8:00 on Tuesday, February 2, 2016. The bag line is scheduled for the morning of that day. For inclusion in the Conference bags, packages should be labeled accordingly with the supporters company s name, the name of the responsible person (who will be at the event), and the name and date of event. 23
We highly recommend to coordinate your shipping with the official freight coordinator of the congress, Zehavit Akerman from Hermes Merkur (copied), in order to make sure the inserts will arrive on time and in order for us to be able to track the shipment. Please note: Any deliveries made directly to the venue without going through the official Conference shipping agent, will be at the supporters own risk. If the inserts do not arrive on time or are mislaid, the Conference organizers and official Conference 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. 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. Please note that it is not permitted to use the ATTD logo on any of the symposia materials. The following may be displayed (and provided by the Supporter): 1. Session Hall Signage Self-Standing Sign One standalone sign to be placed at the entrance of the session hall 15 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. (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 Meeting Planner. Please make sure to bring your own easels. 24
SECTION 7: Mini Scanners No editing capabilities Basic participant info Pocket size Cost per unit - 300 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. 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 log into the NEW Kenes Exhibitors Portal. The login access code will be sent to you by the Exhibition Manager. This portal will include order forms for Exhibitors services such as: Company profile submission, Badge order, Booth drawing submission, Lead Retrieval Order and Fascia sign order for shell scheme booths. If further assistance is required to place your order, please feel free to contact the Exhibition Manager Ms. Michal Lelcuk at MLelcuk@kenes.com 25
SECTION 8: Shipping, Tariffs, Material Handling and Shipping Labels CUSTOMS CLEARANCE & FREIGHT HANDLING Hermes-Merkur Ms. Zehavit Akerman Tel: + 49 6173 966 95 28 Mobile: +972 52 511 4982 Email: zehavitak@hermes-exhibitions.com Hermes - Merkur is the sole handling agent for the coming ATTD 2016 Conference in Germany. 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 - Merkur in order to coordinate the time schedule for unloading of freight into the venue. Hermes is the exclusive handler inside the venue. No other company is permitted to handle cargo within 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. To view the full ATTD 2016 Shipping Instructions, including Tariffs, Material Handling and Shipping Labels please select the relevant links on the following page: 26
Shipping Instructions Shipping Instructions Inserts and Display Material Shipping Labels Bag Inserts Shipping Label Air Freight Material Handling and Payment Confirmation Form Handling Tariff Bag Inserts Shipping Label Warehouse Display Material Shipping Label Air Freight Display Material Shipping Label Warehouse 27