16-20 May 2015 DUBLIN, IRELAND 17th EUROPEAN CONGRESS OF ENDOCRINOLOGY SATELLITE MANUAL www.ece2015.org
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... 10 Invitations Email blasts Final conference programme/online programme Onsite Marketing Opportunities... 11 Branding Branded items Registration screens Badge scanners Audio Visual Equipment... 13 Basic AV package Checking in slides/own laptops Filming Furniture Keypad voting Rope and pole/tensile barriers Speaker phones Catering... 16 Hospitality Suites/Additional Meeting Rooms. 17 Audio visual equipment Flipcharts Furniture Hostesses Internet connection Registration for Satellite Attendees... 18 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 ECE 2015
Key Deadline Dates SERVICE DEADLINE DATE Receipt of satellite invite for approval Wednesday 11 March 2015 (bag insert only) Receipt of text for email blast invite Monday 31 March 2015 Delegate bag insert (to DHL) Friday 1 May 2015 Receipt of text for email blast (if different from Monday 27 April 2015 1st) Receipt of orders for hospitality/catering Friday 1 May 2015 Satellite Symposium Technical Manual 2 ECE 2015
Contact Information Congress Manager Claire Arrigoni BioScientifica Ltd 22 Apex Court, Woodlands Bradley Stoke Bristol, BS32 4JT UK Tel: +44 (0)1454 642240 Fax: +44 (0)1454 642222 Email: ece2015@endocrinology.org Sales Contact: Amanda Helm Tel: +44 (0)1454 Email: amanda.helm@bioscientifica.com Satellite Management Hannah Langfield BioScientifica Ltd 22 Apex Court, Woodlands Bradley Stoke Bristol, BS32 4JT UK Tel: +44 (0)1454 640469 Fax: +44 (0)1454 642222 Email: ece2015@endocrinology.org Audio Visual CCD https://onlineorders.theccd.ie/iebms/sopsec/default.aspx Catering CCD https://onlineorders.theccd.ie/iebms/sopsec/default.aspx YOUR EVENT ID: 8931 Graphics, Signage and Branding Obrien Expo Services Ltd (OBEXPO) The Coachhouse Rear of 1 Warwick Terrace Applan Way, Ranelagh, Dublin 6, Ireland Contact: Alain Rochecouste Mobile : +33 86 850 1930 Tel: +33 1 614 4700 Email: alain@obexpo.ie Web: obexpo.ie Stage Sets and Furniture Obrien Expo Services Ltd (OBEXPO) The Coachhouse Rear of 1 Warwick Terrace Applan Way, Ranelagh, Dublin 6, Ireland Contact: Tony O Brien Mobile : +3353872492489 Tel: +0035316144700 Email: tony@obexpo.ie Web: obexpo.ie Badge Scanners RefTech 1-3 The Pavilions Tamworth Staffordshire B77 4RP Tel: +44 (0)1827 61666 Fax: +44 (0)1827 61661 Email: scanners@reftech.co.uk Web: www.reftech.co.uk Satellite Symposium Technical Manual 3 ECE 2015
Introduction Welcome to the ECE 2015 Satellite Symposium Technical Manual. ECE 2015 is set to attract over 2500 participants from all areas of endocrinology and from over 90 countries, including clinicians, nurses, basic researchers, fellows and trainees all experts and key opinion leaders in the field of endocrinology. Significant opportunities have been created within the conference programme to provide maximum delegate exposure to the satellite symposia sessions, which in previous years have recorded an average attendance of 350 delegates. 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 ece2015@endocrinology.org. Full contact details for everyone are provided on page 3 of this Manual. Satellite Symposium Technical Manual 4 ECE 2015
About the Venue The Convention Centre Dublin (CCD) is Ireland's world class purpose-built international conference and event venue. The venue is located right in the centre of Dublin, which makes it easy to access by public transportation. The Convention Centre Dublin (The CCD) was designed with the delegate experience in mind. With a range of 22 highly-flexible rooms, suitable for meetings, conferences, exhibitions and banquets of all shapes and sizes, The CCD is the premier event and conference venue in Ireland. Every hall, meeting room and foyer is finished to the highest specifications, while the stunning glass atrium offers panoramic views of Dublin city, bay and mountains. Purposebuilt facilities including AV control rooms, truck and van lifts, integrated screens and projectors, and user-friendly control panels, are all designed to facilitate delegate engagement. The main plenaries will take place in the Auditorium, which is a modern and spacious room with fixed raked seating that can accommodate up to 2000 people. The breakout rooms each have the following capacities: Main room: Auditorium = 2000 theatre style (Level 3) Breakout 1: The Liffey A = 710 theatre style (Level 1) Breakout 2: The Liffey B = 954 theatre style (Level 1) Breakout 3: Liffey Hall 2 = 300 theatre style (Level 1) (when 5 parallel sessions take place) Breakout 4: Wicklow Hall 2 = 500 theatre style (Level 2) The Exhibition will be held in the forum, which is a large, multipurpose area located directly ahead of the main entrance and behind the registration area. Satellite Symposium Technical Manual 5 ECE 2015
Venue Layout and Meeting Room Floorplans Satellite Symposium Technical Manual 6 ECE 2015
Satellite Symposium Slots The ECE 2015 Congress will once again offer Companies the opportunity to hold a satellite symposium session of 90 minutes duration. These sessions have been created to allow each Company the opportunity to showcase their organisation to their target audience. Four satellite symposia slots, in parallel, are available at the following times: Lunchtime sessions available Sunday 17 May 13.00 14.15 Monday 18 May 13.00 14.15 Tuesday 19 May 13.00 14.15 Alternative sessions available Saturday 16 May 15:00 17:00 Sunday 17 May 07:00 08:00 18:00 19:30 Monday 18 May 07:00 08:00 18:00 19:30 Wednesday 20 May 07:00 08:00 Satellite Symposium Technical Manual 7 ECE 2015
Satellite Symposium Provider Entitlements The following is the minimum each sponsor will receive: Access to the conference room for set-up, at least 15 minutes prior to the satellite symposium scheduled start time Standard audio-visual equipment as included in the main conference sessions Two x English speaking Hostesses who will wear a black suit with a white shirt (will arrive 15 minutes prior to start of session for briefing) Access to the Speaker Preview Centre Publishing of the satellite symposium programme in the ECE Final Conference Programme in a dedicate Satellite Symposium section and on Congress website Inclusion of the satellite symposium invitation in the delegate bags Provision for the ECE Congress Secretariat to send one email invitation, on behalf of the supporting company, for the satellite symposium to all registered delegates approximately 1 month prior to the meeting Provision for the ECE Congress Secretariat to send one email reminder, on behalf of the supporting company, for the satellite symposium to all registered delegates approximately 1 week prior to the meeting If a delegate list has been bought as a sponsored item or as part of a sponsorship package, the single use of delegate list for marketing the satellite symposium will be considered as the allocation of the single-use agreement 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 additional Hostesses to assist before and during your satellite symposium you should order these through the CCD. 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 2015. 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 8 ECE 2015
Access, Rehearsals and Timings Rehearsal Access If you wish to hold a rehearsal with your Faculty in the assigned meeting room please contact Hannah Langfield to discuss options. Access can only be given when the room is not being used for the main Congress sessions. If you require a technician for your rehearsal or if you wish to conduct a rehearsal outside of the Congress opening times additional charges will apply for security and technical support. Full details can be obtained from the Venue (see Contacts section on page 2). NB: Food and drink can be taken into all meeting rooms but NOT the main auditorium. Satellite Symposium Technical Manual 9 ECE 2015
Advance 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 Invitations Each company can include a satellite symposium invitation in the delegate bags. These should be no more than one page and no bigger than A4 in size. The invitations must be approved first by the ECE Secretariat before they are printed and any revisions will need to be re-submitted for approval. Please submit adverts no later than 11 March 2015. Please do not print invitations or advertisements before they have been approved by the ESE Secretariat. Use of the ECE 2015 logo is not permitted on any marketing materials. You should print a quantity of 3000 invites for the delegate bags. Delegate bag inserts should be sent directly to: DHL Trade Fairs and Events (UK) Ltd Unit 17 & 21, 2 nd Exhibition Avenue NEC Birmingham B40 1PJ UK An order form is included at the back of this Manual. Email Blasts The ECE Secretariat will distribute two email blasts on behalf of sponsors to all registered delegates. The first email will go out week commencing 6 th April 2015 and the second will go out week commencing 4 th May 2015. The content of the email will need to be approved in advance by the ECE Secretariat so please allow at least 5 working days for this. Each sponsor should provide the email in HTML format that can be dropped into an email marketing system. Please get in touch with ece2015@endocrinology.org if you have any questions. Please note that the ECE Secretariat will not design or proof read your email nor will they test or check any links that you might include. The email will be forwarded to all registered delegates exactly as it is received. The same email will be used for both email blasts unless you notify the ECE Secretariat to the contrary. If you wish to supply different content for the second email blast this must be approved in advance by the ECE Secretariat so please allow at least 5 working days for this. Final Conference Programme/Online Programme The full agenda including talk titles and speaker names will be included in the online programme and the final conference programme, which is distributed to all attendees at the start of the Congress. The online programme will be updated when approved details are received by the ECE Secretariat. If you wish to include full session details on the final conference programme then you must supply full approved details to the Congress Manager (see Contacts section for details) by 26 February 2015. Satellite Symposium Technical Manual 10 ECE 2015
Onsite Marketing Opportunities Branding Each sponsor may install branded signage within the meeting room assigned to their satellite symposium. However, this can only be in position for the duration of the symposium. Depending on your access time you may not have time to install hanging banners so should consider freestanding uni-banners and panels for the tribunal table and lectern as an alternative. All branded items must be removed immediately following the symposium otherwise they will be disposed of by the venue. In addition to the assigned meeting room, each sponsor is also permitted to install the following branded items in the venue. These can only be installed on the day of your symposium and must be removed at the end of that day s session:- One sign or roll-up banner in the Registration area and in the assigned symposium room One sign or roll-up banner outside the entrance door of the symposium room Signs may be placed within the exhibition booth assigned to the sponsor Sponsors may distribute literature and invitations from their exhibition booth or on the literature tables specifically assigned for distribution of literature No other signage is permitted inside or around the Congress venue and the ECE Congress Secretariat will remove any additional signs placed without notice. It is also forbidden to attach any signage to the walls, pillars etc. within the venue. OBEXPO will be providing all the meeting room signage for the main meeting and can also print, deliver and install any branding you need for your symposium (see Contact section on page 3). Some ideas for basic branded items, with the relevant dimensions, are provided on the next page. The prices given assume that the satellite provider will supply print ready artwork. All costs are exclusive of VAT. If you wish to order any of these, or other, items please contact OBEXPO directly (see Contacts section on page 3). Satellite Symposium Technical Manual 11 ECE 2015
Branded Items Please see the order form at the reverse of this manual. Dimensions are as follows: (include images) Top Table 72cm H x 179cm W (Suitable for 3 speakers) if you have more than 3 speakers we will install two tables Podium / Lectern 104.5cm H x 39.5cm W same size for all rooms Room signs on easels 70cm H x 60cm W or A1 (59.4 cm x 84.1 cm) Screen resolution 1920 x 1080 Satellite Symposium Technical Manual 12 ECE 2015
Onsite Marketing Opportunities Registration screens Companies can have a branded slide included in the Registration Screen powerpoint slides, which are displayed on plasma screens throughout the venue during the open days of the Congress. Further details, including costs, can be obtained from Amanda Helm at Bioscientifica (please see Contacts section for details). 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: http://ece15scannerhire.eventreference.net/ or contact RefTech directly (see Contacts section for details). Points to remember... For the purpose of clarity, the ESE 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 ECE Congress If required, it is the responsibility of the sponsor to provide participants with a record of participation It is NOT permitted to use the ECE 2015 logo on any marketing materials connected to the satellite symposium Satellite Symposium Technical Manual 13 ECE 2015
Audio Visual Equipment Basic AV Package Each meeting room assigned for the satellite symposia sessions will come with a basic AV package, as follows:- Projector Screen resolution 1920 x 1080 Computers equipped with Powerpoint 2010 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 For a full technical specification please refer to the next page. If you wish to order any additional items for your symposium such as an extra lectern, additional microphones, headset microphones or additional technical support you will need to place your order via the venue; https://onlineorders.theccd.ie/iebms/sopsec/default.aspx. All orders must be paid for at the time of ordering. The tribunal table and lectern panels will be fitted with Congress branding. If you wish to replace these with your own branded panels please contact OBEXPO for details (see Contacts section on page 3). The size of the tribunal table is 72cm H x 179cm W and this seats 3 comfortably. If you have more than speakers two tribunal tables will be set up. A surround is fitted around the tribunal table into which the branded panel slots. If you wish to increase to two tribunal tables please contact the OBEXPO for details of any extra costs associated with a second table surround. If you are bringing your own branded panel for the tribunal table please check the dimensions first with OBEXPO to ensure it will fit. A full technical fact sheet for each meeting room can be obtained from the Venue (see Contacts section on page 3). Checking in Slides/Own Laptops All the meeting rooms will be networked to the Speaker Preview Centre and speakers in the satellite symposia will have access to this room where they can upload their presentations and check compatibility. If you intend to provide a showreel with all the presentations included this needs to be checked into the Speaker Preview Centre during the morning (for evening satellites the same day) and the afternoon before (for breakfast satellites). It is NOT permitted to upload presentations in the meeting room and Speakers are strongly discouraged from using their own laptops (unless this has been pre-arranged with the CCD). Filming If you wish to arrange for your satellite symposium to be filmed please contact the Congress Manager (Contacts P3). Satellite Symposium Technical Manual 14 ECE 2015
Audio Visual Equipment AV Specification DVD Player HP 6545b laptop DSAN Perfect Cue & Additional Accentuator Analog Way Axion 2 Controller Analog way di-ventix 2 switcher Analogue way pulse LE - 8way LCD Screen 40" Christie Roadster HD 18K 14m x 4.3m edgeless Front Projection Screen VGA Distribution Amplifiers HSDHI Distribution Amplifier DVI Distribution Amplifiers Furniture The main Auditorium has fixed raked seating. All the other main meeting rooms are laid out with flat floor, theatre style seating. Trestle tables can be provided outside the entrances into each room for distribution of handouts but these must be arranged in advance. You will need to place your order via the venue; https://onlineorders.theccd.ie/iebms/sopsec/default.aspx. Keypad Voting Companies requiring this service will need to place your order via the venue; https://onlineorders.theccd.ie/iebms/sopsec/default.aspx. Rope and Pole/Tensile Barriers Companies requiring this service will need to place your order via the venue; https://onlineorders.theccd.ie/iebms/sopsec/default.aspx. Speaker Phones Companies requiring this service will need to place your order via the venue; https://onlineorders.theccd.ie/iebms/sopsec/default.aspx. Satellite Symposium Technical Manual 15 ECE 2015
Catering Any sponsor wishing to provide hospitality, either before or after, the satellite symposium should first check with the Congress 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 (see Contacts section on page 3). It is permitted to take food and drink into the meeting rooms but NOT the main auditorium. 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 16 ECE 2015
Hospitality Suites/Additional Meeting Rooms There are a number of opportunities for Companies wishing to hire an additional room for rehearsals, meetings or as a hospitality suite during the Congress. Please contact Amanda Helm at Bioscientifica for details of the rooms which are available and costs; (Contacts P3). Audio Visual Equipment These rooms are not provided with any audio visual equipment. You can hire a range of equipment, including projectors, screens, laptops, plasmas etc. via the Venue https://onlineorders.theccd.ie/iebms/sopsec/default.aspx Flipcharts Flipcharts are not provided as standard in these meeting rooms. If you wish to order flipcharts, pads and pens please do so via the Venue https://onlineorders.theccd.ie/iebms/sopsec/default.aspx Furniture Standard furniture can be provided in these rooms, such as tables and chairs. Additional furniture items can be ordered via the Venue https://onlineorders.theccd.ie/iebms/sopsec/default.aspx Hostesses Companies can hire additional personnel to assist with general duties in a Hospitality Suite or to assist with badge scanning, handouts etc. before a satellite symposium. The cost for hostesses is 40.00 per person, per hour, which includes an administration charge. This is a standard charge for all the hours of the Congress, including weekends and after 5.00pm. Please contact the Congress Manager (see Contacts page) Internet Connection WiFi is available free of charge throughout the venue. However, the connection is unstable and not suitable for downloading large files. Cabled internet connections can be provided into these meeting rooms and should be ordered via the Venue https://onlineorders.theccd.ie/iebms/sopsec/default.aspx Catering can also be arranged in these rooms with the caterers via the Venue https://onlineorders.theccd.ie/iebms/sopsec/default.aspx Satellite Symposium Technical Manual 17 ECE 2015
Registration for Satellite Attendees Satellite Only Badges Each Company holding a satellite will receive 4 complimentary passes for admission to your satellite only. These passes can be given to any personnel working on your symposium who require access to the session. They are not intended for use as registration for your Faculty or other guests/personnel who may be attending your symposium as part of the Congress. In the case of the latter you should register these in the usual way by completing the on-line registration form. The 5 complimentary passes will be available to collect from the Exhibitor Desk on Saturday 16 May. Congress Dinner The Informal Networking Evening will be held on Sunday 17 May 2015. Sponsors receive the following complimentary entitlements: Gold Sponsors Silver Sponsors Bronze Sponsors 3 complimentary tickets 2 complimentary tickets 0 complimentary tickets Complimentary tickets should be collected from the Exhibitor Registration Desk located in Foyer 1 on the ground floor. If you wish to purchase additional tickets these cost 60.00 for ESE Members, 75.00 for Non-ESE Members and 35.00 for Fellow/Student/Nurse ESE Members. Please book additional tickets via the Exhibitor Additional Personnel and Tickets form, which will be sent to you nearer the time (the form will also be available to download from the ECE 2015 website). Please note that ALL additional tickets for the Congress Dinner must be paid for at the time of booking. Registration Desk Opening Times The registration desks will be located in the Foyer area of the CCD and will be open at the following times: Saturday 16 May 2015 12:00 20:00 Sunday 17 May 2015 07:00 20:00 Monday 18 May 2015 07:00 20:00 Tuesday 19 May 2015 07:00 20:00 Wednesday 20 May 2015 07:00 15:00 Group Registration - Badge Collection The registration desk for Groups will open on Friday 15 May between 12:00 15:00 to enable you to collect badges and conference packs. Satellite Symposium Technical Manual 18 ECE 2015
Satellite Symposium Terms and Conditions Cancellation of Contract Following receipt of the signed contract, cancellation or any changes to the original booking must be made in writing to the ECE Congress Secretariat. The following cancellation charges will apply: Cancellation before 1 October 2014 Cancellation between 2 October and 30 November 2014 Cancellation after 1 December 2014 10% of total cost 50% of total cost 100% of total cost N.B. All prices are exclusive of VAT. VAT will be charged as applicable, and is subject to changes in legislation. Cancellation of Exhibition The ECE reserve the right to change the venue and dates for the ECE 2015 Congress and Exhibition, and to hold the ECE 2015 Congress and Exhibition at a different venue on other dates as near to the original dates as possible, utilising the right only when circumstances necessitate such action and without any liability to the ECE. The ECE accept no responsibility for any damages if the event is not performed due to any obstacle or hindrance outside the control of the ECE which the ECE could not reasonably have foreseen when signing the ECE 2015 Supporters Contract and which the ECE could not have avoided at a reasonable effort or cost. Such obstacles and hindrances include, but are not limited to, the outbreak of war, civil riots, governmental or other obstacles for the freedom of travel, union actions, natural disasters, fire, flooding, and any other circumstances that fall within the meaning of the above. Satellite Symposium Technical Manual 19 ECE 2015
o obexpo.ie Lectern Desk Branding Liffey Hall 2 Wicklow Hall lectern graphic panel 2000w x 800h - cost - 145 plus vat Freestanding graphic : 2500 h x 1100 w - on 10mm board cost: 55 plus vat 3000w x 800h - cost - 195 plus vat( THEATRE SIGN - hire of freestanding system plus new graphic cost: 275 plus vat 3000 h x 1250 w cost: 450 plus vat 2500 h x 1100 w cost : 275 plus vat Auditorium 5 m x 3m banner x 2 obexpo cost: 1600 plus vat ( excluding rigging costs) po obexpo.ie Liffey A or B Branded pull up banner : Freestanding Info sign A3 Directional Sign 4 m x 4 m banner x 2 850 w x 2100 h - cost: 165 plus vat 1500 h x 500 w cost: 45 plus vat cost: 1800 plus vat ( excluding rigging costs) 1000w x 2100 h - cost; 250 plus vat cost: 175 plus vat SEMINAR BRANDING
IMPORTANT NOTICE ECE 2015 - Dublin ECE 2015 Dublin Congress Bag Inserts: Logistics The packing of the congress bags for ECE 2015 will be done by our official show logistics contractor DHL Trade Fairs & Events (UK) Ltd. Please contact Simon as below if you require help with the logistics of your bag inserts. If you choose to arrange transport yourselves then they will need to be delivered latest by 01 May 2015 to the following address : DHL Trade Fairs & Events (UK) Ltd (ECE 2015 BAG INSERTS) Unit 17 & 21 2 nd Exhibition Avenue NEC Birmingham B40 1PJ United Kingdom Attention: Simon Latchford Phone: 0044 121 782 4626 Email: simon@dhl-exh.com It is very important that you clearly mark the shipment with your Company Name including Bag Inserts ECE 2015. Please send us full pre advice by email once you have dispatched your inserts to simon@dhl-exh.com. Your company is responsible for all charges up to our bag packing depot and please note that for each shipment received at the warehouse, a cost of 45 will occur to cover the cost of warehousing and handling. Please notify simon@dhl-exh.com prior to sending so we can arrange payment and be expectant of the delivery. www.dhl-exh.com