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Sponsored Symposium Manual 2017 MEETING OF THE EUROPEAN SOCIETY FOR IMMUNODEFICIENCIES EDINBURGH, UK | 11-14 SEPTEMBER 2017 kenes.com/esid SPONSORED SYMPOSIUM MANUAL Dear Supporter, We are happy to present you with the 2017 Meeting of the European Society for Immunodeficiencies (ESID 2017) Symposium Manual. This manual covers important information and is designed to assist you in preparing for your symposium. We trust that you will find it helpful and suggest that you read all the information presented. It will take you very little time now and could save you a great deal of time later. Please do not hesitate to contact us, your Project Team, for further information or assistance. Kind regards, Robert Nesbitt Senior Meeting Planner +41 22 9080488 ext. 590 [email protected] 1 TABLE OF CONTENTS SECTION 1: Contact Information 3 Kenes Contacts Contractors Contacts SECTION 2: Deadlines Table 5 SECTION 3: Timetables 6 SECTION 4: Symposia Session Halls 7 Hall Technical Details Supplied AV SECTION 5: Symposium Advertising 18 Symposium Signage 20 SECTION 6: Lead Retrieval Bar-Code Readers 21 SECTION 7: Shipping, Tariffs, Material Handling and Shipping labels 23 SECTION 8: Catering 45 2 SECTION 1: CONTACT INFORMATION Meeting Organiser Audio Visual Coordinator Kenes International Organizers of Congresses S.A. For extra AV order and technical rehearsals Rue François-Versonnex 7 Mr. Mike Perchig 1207 Geneva, Switzerland [email protected] Tel: +41 22 908 0488 Fax: +41 22 906 9140 Industry Liaison and Sales Associate Ms. Frederiek Strating Senior Meeting Planner +31 20 763 05 12 Mr. Robert Nesbitt [email protected] +41 22 9080488 Ext. 590 [email protected] Registration Manager Ms. Shelley Kurtz Programme Coordinator +41 22 9080488 Ext.398 Ms. Timi Simantov [email protected] +41 22 9080488 Ext. 592 [email protected] Group Hotel Reservation Mr. Elad Kurtz Exhibition and Industry Coordinator +41 22 9080488 Ext.925 Ms. Sharon Gamliel [email protected] +41 22 9080488 Ext. 562 [email protected] 3 OFFICIAL CONTRACTORS CONTACT INFORMATION VENUE CATERING & BEVERAGE Edinburgh International Conference Centre Leith's at the EICC (EICC) Catering Event Planner Sofia Fenoglio Abbie Lloyd EICC Event Designer Tel: +44(0) 131 519 4007 The Exchange [email protected] Edinburgh EH3 8EE, UK Tel : +44 (0) 131 519 4038 www.eicc.co.uk [email protected] FREIGHT HANDLING & ONSITE LOGISTIC AGENT HOSTESSES AND TEMPORARY STAFF Hermes-Exhibition and Projects, Ltd. Sofia Fenoglio Zehavit Akerman EICC Event Designer Tel: +49 6173 966 95 28 The Exchange Mobile: +972 52 511 4982 Edinburgh EH3 8EE, UK [email protected] Tel : +44 (0) 131 519 4038 www.eicc.co.uk [email protected] 4 SECTION 2: DEADLINES TABLE Submission of Forms Deadlines Hotel Reservation for Staff As soon as possible Badge Order Monday, August 7 Lead Retrieval Wireless Barcode Reader Monday, August 7 Session title and programme Monday, July 3 Ad for final programme Monday, August 7 Bag insert for approval Monday, August 7 Payment of Invoice Balance Must be received in full by before the meeting opens Door to door shipments Please contact Hermes – Merkur Airfreight shipments Arrival to Frankfurt airport August 28 Shipment via Germany warehouse No later than September 4 Direct deliveries to Congress venue Saturday September 9 5 SECTION 3: TIMETABLES Symposia Timetable Sponsor Date Session Time Location Shire Monday, September 11, 2017 15:30-17:00 Pentland Suite CSL Behring Tuesday, September 12, 2017 12:45-14:15 Pentland Suite Octapharma Wednesday, September 13, 2017 12:45-14:15 Tinto/Moorfoot In order to set up the hall prior to the start of your Symposium, we would recommend arriving to your Symposium 15 minutes prior to the event start time, where a member of the logistics team will be available should you need any assistance. If a technical rehearsal in the hall itself is required, please make arrangements directly with the meeting audio visual coordinator, Mike Perchig at: [email protected] 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 ESID2017 website by clicking here. 6 SECTION 4: SYMPOSIA SESSION HALLS Pentland Suite of the EICC on level 3. (For Symposia taking place in the Pentland Suite, the room will be referred to as Pentland Suite, in all Symposia publications and directional signage.) Hall Technical Details Hall Capacity & Layout 1,200 raked seat auditorium Stage Flexible stage size of up to 14m deep Speaker Lectern Vertical 42” Plasma screen Branding W H 1715mm 115mm Top Table Header Sufficient seating for up to 6 persons*. Two modules will be used. Each module is 200cm wide x 90cm high. Printing should be arranged directly with the EICC *Please Note: The general stage setting includes 1 speaker lectern and head table (2 modules) accommodating up to 6 persons. For alternative/additional stage setting please contact Robert Nesbitt at: [email protected] 7 Full head table branding Please contact the EICC directly 3 3 8 9 Supplied AV Room Pentland Suite of the EICC • Front projection screen, projected image of H4.5 X W8 meters (projection ratio of 16:9) • High-powered Data projector to project the PowerPoint & Video images on the screen. • Data/Video control system, including a seamless Data/Video switcher and all necessary cabling. • Fixed video camera, to capture the face of the speaker at the lectern for live close-circuit projection during Q&A discussions • 42” 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, USB port, sound card – 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 - resolution of 1920x1080) *. • 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 12 wired microphones (4 head table, 2 lectern, 6 Questions & Answers) with stands (floor/table), 1 wireless tie-clip microphone and connection to sound from computers (mini PL plug) at the lectern. • Audio monitors for the lectern and the head table on the stage. • Lighting system, illuminating the lectern and the head table. • Colourful lighting along the stage. • 4 x AV technicians to operate the above-mentioned systems. The sponsor’s logo/image may be projected on main screen during walk-in. Please contact the AV Coordinator, Mr. Mike Perchig at: [email protected] in order to design the images according to the required resolution. 10 Pentland Suite of the ESID 2017 Meeting For demonstration only For Sponsors’ Symposia being held in the Pentland Suite, the company “virtual” banners in front of the lectern will be projected. Please contact the Audio-Visual Coordinator, Mr. Mike Perchig (e-mail: [email protected]), in order to design the images according to the required resolution. The “virtual” banners can include the title of the Symposium and the name and logo of the Sponsor. 11 Location and Layout For illustrative purpose only, diagram is not to scale 12 Tinto/Moorfoot Hall of the Lomond Suite on level 0. (For Symposia taking place in the Tinto/Moorfoot, the room will be referred to as Tinto/Moorfoot, in all Symposia publications and directional signage.) Hall Technical Details Hall Capacity & Layout 400 theatre Demountable 19.2m curved wide x 3.15m deep x Stage 0.47 high Speaker Lectern 385mm w x 478mm h Branding W H 1715mm 115mm Top Table Header Sufficient seating for up to 3 persons. Printing should be arranged directly with the EICC The general stage setting includes 1 speaker lectern and a head table accommodating up to 3 persons. For alternative/additional stage setting please contact Robert Nesbitt at: [email protected] 13 Tinto 14 Supplied AV Room Tinto/Moorfoot of the EICC • 2 x front projection screen, projected image of W4 meters each (projection ratio of 16:9). • 2 x Data projectors to project the PowerPoint images on the screen. • 32” 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, USB port, sound card – 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 and the stage, including 6 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. • Audio monitors for the lectern and the head table on the stage. • Lighting system, illuminating the lectern and the head table. • 1 x AV technician to operate the above-mentioned systems. The sponsor’s logo/image may be projected on main screen during walk-in. Please contact the AV Coordinator, Mr. Mike Perchig at: [email protected] to design the images according to the required resolution. 15 Location and Layout For illustrative purpose only, diagram is not to scale 16 Innovative Products for Symposium Sessions Maximize your Participant Experience – Use our innovative technologies for your Symposium Kenes is proud to deliver a wide variety of quality onsite technology products and services. We offer: • Webcasting, Synchronized Video/Audio/PowerPoint Recording, Live Streaming and many more products designed for capturing and recording symposium content.
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