10-15 JUNE 2019 MILAN, ITALY

Transcription

1 10-15 JUNE 2019 MILAN, ITALY SISTER SOCIETY MANUAL A new ERA for global Dermatology Società Italiana di Dermatologia (SIDeMaST)

2 Sister Society Meetings are scientific sessions that take place on 10 th June 2019, before the beginning of the 24 th World Congress of Dermatology. Meetings can be held by ILDS member societies in good standing. Joint meetings can be held, only if there are at least 2 ILDS members participating. The sessions are to be developed and managed by the participating societies, and can be held in any language. Societies must send the Scientific Programmes of their meetings to the Scientific Committee in order to be approved. All Scientific Programmes must be submitted by 31 st January A full programme must include: Title of session Name(s) of Chairperson(s) Titles of each presentation with their duration and names of Speakers. The Organising Secretariat does not require Sister Societies Meetings Speakers to submit abstracts of their lectures. Sister Societies can, however, publish their abstracts/papers for distribution among the attendees of their meeting. At the end of the session, participants are kindly requested to leave the room promptly to allow the setting up for the following session. Confirmation of room allocation will be sent by the end of January, REGISTRATION FEES & DEADLINES All Sister Societies must register for the 24th WCD all Chairs, Co-chairs and Invited Speakers involved in Sister Society meetings. Delegates who are registered to the Congress can have free access to these meetings, which will be scheduled in morning, afternoon or full day slots. CATEGORIES STANDARD RATE ON SITE Until 20 May, 2019 ILDS Member* 750,00 850,00 Non-ILDS Member 950, ,00 Resident & Fellow** 450,00 550,00 Medical Student*** 450,00 550,00 Nurse & Physician s Assistant*** 450,00 550,00 *Members of international or national dermatologic societies that belong to the ILDS qualify for discounted registration rates. **Person doing an internship or studies of postgraduate medical training for the first time (up to specialisation in dermato-venereology). The age limit of the applicant is 40 Years old. Proof of status is required to finalise the registration. *** Proof of status is required to finalise the registration. Onsite registration desks will open at 08.30am on 9 th June and at 07.00am on 10 th June Please note that timings may be subject to change. 2

3 CONGRESS VENUE MAP LEGEND: REGISTRATION AREA OFFICES COMMON AREAS EXHIBITION AREA SPACE ROOMS 1 TO 4 SILVER ROOM WHITE ROOMS 1-2 RED ROOMS 1-2 BLUE ROOMS 1-2 YELLOW ROOMS 1 TO 3 GOLD PLENARY AMBER ROOMS 1 TO 8 BROWN ROOMS 1 TO 3 SUITES 1 TO 4 OVERFLOW AREA ESCALATOR 3

4 SET-UP HOURS Full day from to Half day am from to Half day pm from to TECHNICAL REHEARSAL Each sister society has only 30 minutes for rehearsals which will take place prior to start of the meeting. No additional costs will be charged for this service unless the society has specific requests or needs additional time. COSTS & CAPACITIES Meeting Room capacity of Room capacity of duration 150 people or less more than 150 people Half Day 1.000, ,00 Full Day 2.000, ,00 All costs exclude vat 22% CATERING To organise a catering service during or after the meeting, please contact the Organising Secretariat by wcd2019milan@thetriumph.com Breakfast receptions and lunch boxes can be arranged/provided directly in the meeting room. Any other kind of reception can be served in a dedicated area just outside the meeting room. All catering services must be provided by the official catering of the venue. Under no circumstances, can Societies provide their own food or beverages during their meeting. LEAD RETRIEVAL To rent a lead retrieval system please contact the Organising Secretariat by wcd2019milan@thetriumph.com EXTRA SERVICES The rental cost includes standard basic Av equipment (projector, screen, lectern, laptop computer, microphone, speakers table for 2 people with courtesy monitor and microphone). Please note that the speakers table and the podium will be already branded WCD, as the meeting room will have to be set up for the sessions that will follow. Additional Av equipment, technical assistance and hosts must be arranged via the Organising Secretariat and will be newly quoted in another budget. 4

5 DELIVERY, STORAGE AND HANDLING DHL Trade Fairs & Events UK Limited is the sole handling agent for the up-coming 24 th WCD 2019 in Milan. The DHL storage area is located on Level +1, in Hall 4. To ensure smooth unloading and arrival of the material into the venue, we recommend using the official freight forwarder services. Companies who choose to use their own services to deliver their goods to the venue door or warehouse are still required to contact DHL Trade Fairs & Events in order to coordinate the time schedule for unloading of freight into the venue. DHL Trade Fairs & Events (UK) Limited Unit 17 & 21 2nd Exhibition Avenue NEC Birmingham B40 1 PJ United Kingdom Phone: horst@dhl-exh.com Contact: Horst Froehling DHL Trade Fairs & Events is the exclusive handler inside the venue. No other company is permitted to handle cargo within the venue. To view the full 24 th WCD 2019 Shipping Instructions, including Tariffs and Material Handling and Shipping Labels, select the relevant links on the following page: Shipping Guidelines Logistic Tariffs 5

6 FILMING AND RECORDING OF SESSIONS The Organising Secretariat allows the filming of Sister Society Meetings. This should be organised by the sister society itself as the Organising Secretariat does not offer a videoing service. Any audio visual equipement non included in the room rental must be arranged via Organising Secretariat. The footage should not be made available and/or released on any websites or meetings or be broadcasted before the end of the Congress. Any recording is a full responsibility and liability of the sister society. Express consent from the Chairs and Speakers is necessary. A self declaration of the sister society is required, stating that Chairs and Speakers of the session gave their consent to the recording of the session. PRESENTATION FORMAT Only PowerPoint presentations, Office (PowerPoint version used in the meeting room is Office 2016 for best compatibility reasons). The projection format will be 16:9 aspect ratio so slide presentations should be set in the same format. If the format will be 4:3, 2 back rows on the left and on the right of the projection screen will be visible. Presentations must be saved on a CD or USB key. Personal laptops are not allowed. Pictures must be under the following format:.jpg,.gif,.tiff, or.bmp (format.pict prohibited). video files attached to power point presentations must be in the following format:.mpg,.mpeg,.avi or.wmv. The format.mov (quick time) is NOT accepted. When saving final presentations to CD or USB stick, all video files if any and all links to these multimedia files must be included. If PPT 2010 or 2013 or 2016 is used, all videos must be embedded in PPT presentation files. Presentations must be pre-loaded in the Speaker Preview Room on 9th June and on 10 th June before the presentation begins. Usual PC fonts for PowerPoint presentations must be used, such as Arial, Times New Roman and the Wingdings collection for special characters and other signs. On the contrary, if a "personal font" is used, it must be given in the Speaker Preview Room the day before the presentation. 6

7 S.I.A.E. PERMITS-SCF RIGHTS Sister Society are obliged to request, if necessary, the show permit" from the S.I.A.E. for any film or slides or sound transmissions or background music during the Event, as well as to make at his or her own expense and care the relative advance payment of the fees due. If the Sister Society intends upon playing and disseminating musical recordings on any media (CD, DvD, audio and video cassettes, hard disk, servers, etc.) he or she will also be required to fulfil the rights of, pursuant to Art. 72 and 73 Law n. 633/1941, to the artists, performers and producers and to the phonographic rights holders on the recordings, directly to the phonographic producers or SCF - Società Consortile Fonografici S.p.A., via Leo XIII, 14, Milan. In any case the Sister Society indemnifies and releases Fiera Milano Congressi, Fondazione Fiera Milano and Fiera Milano, from any payment request should the same come from S.I.A.E. or by SCF - Società Consortile Fonografici S.p.A. Here are SIAE contacts: S.I.A.E. Via Arco, n Milan - Ph / milano@siae.it PEOPLE FLOW For safety reasons, Organising Secretariat will not allow delegates to stand in the back of the room, in the aisles or lean against the walls. People standing will be asked to find a seat in the room and other delegates will be stopped from entering the session during this time. Hostesses should be briefed to kindly but firmly ask delegates to find a seat. 7

8 ADVERTISEMENT SPACES Sister Societies will be entitled to advertise their session with pop-up banners which can be positioned inside and just outside their booked room. The Organising Secretariat, upon request, can assist Sister Societies with printing, handling and setting of any kind of advertisements (i.e. banners, signages, flyers). The Organising Secretariat will manage the company logo projection on the screen during the walk-in and walk-out sessions. Final layouts of the advertisements and company logo must be sent by 10 th May Please note that after this deadline, no advertisement requests will be accepted. Important please use your preferred font in the text if attached images are required, see below Image Characteristics Please save in one of the following formats: EPS or PDF, TIF or JPG If in colour, please use CMYK (not in RGB) The resolution of large format files must be at least 72 dpi in 1:1 scale. If the image contains text, the resolution must be between 150 and 300 dpi in 1:1 scale. If the image must be enlarged 4 times greater than your file, the resolution should be at least 300 dpi (to avoid graininess). Please ALWAYS include the prints in colour or in b/w (with the PANTONE colour references). Please give the dimensions and quantity required. Specify on the printing the name of the file to be produced. Transfer of files online Files up to 10 Megabytes may be sent by . Larger files may be sent using the FTP address, following a telephone contact with our technical office. We further specify that in all cases, even when a low-resolution PDF is required or a draft with the specifications is faxed, it must always be followed by a telephone confirmation of the order. For any clarifications or information, our graphic office is at your complete disposal. Larger files may also be sent via WeTransfer and/or Dropbox. If files do not meet the above specifications, you will be contacted by our commercial department. 8

9 RULES AND REGULATIONS Sister Societies have to inform the Scientific Committee if their meetings are supported by Sponsors. The Scientific Committee will evaluate and then decide if these sponsorships interfere or conflict with the main 24 th WCD fundraising. All companies who support only Sister Society Sessions are not allowed to advertise or claim that they are supporting the 24 th WCD. All kinds of advertisements, publicities or use of 24 th WCD s logo must be approved by the 24 th WCD Scientific Committee. The 24 th WCD may take legal action against any offending organisation and reserves the right to file a lawsuit as deemed appropriate. The 24 th WCD reserves the right to alter or amend these rules as it deems necessary. EXHIBITION BOOTH All Societies that are interested in booking an exhibition booth for the whole duration of the congress, must directly contact our sponsor department: wcd2019sponsor@thetriumph.com ACCOMMODATION Reduced rates on hotel accommodation are available close to the MiCo Congress Centre in Milan and downtown. All queries pertaining to accommodation, including group reservations should be addressed to: wcd2019grouphousing@thetriumph.com 9

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