Sponsored Symposia Manual

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1 Sponsored Symposia Manual

2 Dear Supporter, We are happy to present you with the WSC 2016 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 10 th World Stroke Congress takes place on October 26-29, 2016 at the Hyderabad International Convention Centre (HICC). Hyderabad International Convention Centre Novotel & HICC Complex (Near Hitec City) Hyderabad India Website: A block of rooms has been reserved for the WSC 2016 congress participants and exhibitors at a discounted rate. Hotel reservations can be made via the congress website by clicking here. Please do not hesitate to contact me for further information or assistance. We look forward to welcoming you in Hyderabad and wish you a successful Symposium. Warm regards, Mor Kristal Senior Meeting Planner 1

3 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 Halls 8 Hall Technical Details Location and Layout SECTION 5: Supplied AV 13 SECTION 6: Symposium Promotion 14 Symposium Title Final Programme Advertising Symposium Invitation Bag Inserts Symposium Signage SECTION 7: Lead Retrieval Wireless Barcode Readers 16 K-LEAD Scanner Mini Scanner SECTION 8: Shipping, Tariffs, Material Handling and Shipping Labels 18 2

4 SECTION 1: Symposium Related Contact Information Congress Organiser Kenes International Rue François-Versonnex Geneva, Switzerland Tel: Fax: Website: Kenes Contacts Senior Meeting Planner Ms. Mor Kristal Tel: Ext Programme Coordinator Ms. Anna Varsanyi Tel: Ext Exhibition Manager Ms. Michal Lelchuk Tel: Ext Registration Department Tel: Fax: AV Coordinator Mr. Mike Perchig Industry Liaison and Sales Associate Ms. Leonie Hulstein Tel: Accommodation for Groups (10+ people) Mr. Elad Kurtz Tel: Ext Smaller bookings should be made directly via the Congress website at: 3

5 Contractors Contacts STAND FITTINGS, ELECTRICITY AND FURNITURE Santosh Kumar. G Violet Event Mktg. (India) Pvt. Ltd. Mobile: Office: , Fax: HOSTESS SERVICES, TOURIST SERVICES AND OTHER DOMESTIC SERVICES Praveen Kumar Kokne Plan it! by Creative Travel Mobile: TELECOMMUNICATIONS & INTERNET, PLANTS & FLORAL ARRANGEMENTS, SECURITY & CLEANING, CATERING SERVICES Dhana Lakshmi L Novotel Hyderabad Convention Centre Phone: Mobile: CUSTOMS CLEARANCE & FREIGHT HANDLING Ms. Zehavit Akerman Hermes-Exhibition and Projects, Ltd. Tel: Mobile:

6 SECTION 2: Deadlines Table Deadline Contact Person Staff Hotel Reservation As soon as possible Mr. Elad Kurtz Payment of Invoice Balance As soon as possible Pazit Hochmitz Symposium Programme Ms. Anna Varsanyi Tuesday, Aug. 2 (for approval by Scientific Committee) Programme Book Advertisement Ms. Anna Varsanyi Tuesday, Aug. 30 (for approval by Scientific Committee) Draft of Bag Insert for Approval Ms. Anna Varsanyi Tuesday, Aug. 30 (for approval by Scientific Committee) Lead Retrieval Wireless Barcode Readers Order Monday, Sept 26 Via the Exhibitor s Portal Catering Services Monday, Sept 26 Shipment Schedule Door to Door Shipments This service will be provided as per request. Airfreight shipments arrival to Hyderabad Airport Thursday, September 8 Direct Deliveries to Congress Venue Bag Inserts, sent directly to the venue, must be delivered only on Monday, October 24 until 9:00 am, to ensure they arrive on time to be packed into the Congress Bags Monday, October 24, until 9:00 am Mrs. Dhana Lakshmi L Ms. Zehavit Akerman 5

7 SECTION 3: Timetables Symposia Timetable Supporter Date Session Time Location Emcure Pharma Wednesday, October 26 17:40-19:10 Hall B BI Thursday, October 27 12:30-14:00 Hall A BI India- Meet The Expert Thursday, October 27 18:00-19:00 Hall B Medtronic Friday, October 28 13:00-14:30 Hall B Ever Neuro Pharma Friday, October 28 13:00-14:30 Hall C Penumbra Friday, October 28 18:25-18:55 Hall B In order to set up the hall prior to the start of your Symposia, we would recommend arriving to your Symposium 30 minutes before the start of the session, 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 Mr. Mike Perchig at We ask presenters to follow the time schedule precisely in order that the day s events may run smoothly. An updated Scientific Programme can be found on the WSC 2016 website by clicking here. 6

8 Set up Monday, October 24 Tuesday, October 25 For Space Only Stands Tuesday, October 25 For Shell Scheme Stands Wednesday, October 26 For all stands Exhibition hours Exhibition Timetable 10:00-20:00 12:00-20:00 8:00-16:00 Decoration only Wednesday, October 26 19:00-21:00 Registration Hours* WEDNESDAY, OCTOBER 26 08:00-20:00 THURSDAY, OCTOBER 27 07:00-19:30 FRIDAY, OCTOBER 28 07:00-19:30 SATURDAY, OCTOBER 29 06:30-13:00 *Registration hours are subject to change Thursday, October 27 9:30-16:45 Friday, October 28 9:30-16:45 Breakdown Friday, October 28 17:00-21:00 Saturday, October 29 7:00-13:00 7

9 SECTION 4: Symposia Session Halls Hall A Hall A Technical Details Hall Capacity & Layout Ceiling Height Hall Dimensions Speaker Lectern Banner dimensions Head Table Banner Dimensions 1000 pax seats in theatre style 40 ft ( meters) 58 meter Long x 33 meter Wide Vertical 42 Plasma screen in front of the lectern, projecting the name of the speaker and the Logo* (podium size: 4 H X & 2.5 W) Wide 12.4 = meters (2 units will be provided, 6.2 = meters for a single module) High 2.5 =76.2 cm Sufficient seating for up to 6 persons. 3 mm foam board or similar rigid material is recommended for branding the table and lectern. The general stage setting includes 1 speaker lectern and a head table accommodating up to 6 persons. For alternative/additional stage setting please contact Mor Kristal at 8

10 Hall B, C Hall B, C Technical Details Hall Capacity & Layout Ceiling Height Hall Dimensions Speaker Lectern Banner dimensions Head Table Banner Dimensions 300 pax seats in theatre style 40 ft ( meters) 29 meter Long x 15 meter Wide Wide High 2 = cm. 4 = cm. Wide 12.4 = meters (2 units will be provided, 6.2 = meters for a single module) High 2.5 =76.2 cm Sufficient seating for up to 6 persons. 3 mm foam board or similar rigid material is recommended for branding the table and lectern. The general stage setting includes 1 speaker lectern and a head table accommodating up to 6 persons. For alternative/additional stage setting please contact Mor Kristal at 9

11 Halls Pictures (*for illustration only) 10

12 Lectern and Head Table Pictures (*for illustration only) 11

13 Location and Layout- Ground Floor 12

14 SECTION 5: Supplied AV Hall A Two large front projection screens, image of W6.00xH4.50 meters each. Two Data projectors, ansi-lumens each incl. the necessary cables between the projectors and the AV Control desk. Two Relay screens, installed halfway, image of W3.60xH2.70 meters each. Two Relay Data projectors, 6000 ansi-lumens each incl. the necessary cables between the projectors and the AV Control desk. 42" Confidence monitor in front of the head table, showing the same image as being projected on the main screens. 5th. front projection screen, image of W4.80XH3.60 meters, installed in the center (see next item) 5th. Data projector, 6000 ansi-lumens, to project the image of the face of the speaker during presentations and the Logo during Q&A discussions on the central screen (see photo below) *. Video camera to capture the face of the speaker at the lectern / moderators at the head table for live close-circuit projection. Data/Video seamless switchers at the AV Control desk, including all necessary cabling to the laptop computer at the lectern and to the fixed video camera. Vertical 42 Plasma screen in front of the lectern, projecting the name of the speaker and the Logo (see photo below) * Laptop computer for PowerPoint presentations, incl. 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 when having quadro Data projection system). P.A. ( sound ) system which covers the hall, incl. 10 wired microphones ( 3 head table, 2 lectern, 5 Q&A ) with stands ( floor/table ), 1 wireless tie-clip microphone and connection to sound from computers ( mini PL plug ) at the lectern. Audio monitors on stage, for the lectern and the head table. Lighting system illuminating the lectern and the head table. Colorful Lighting along the front of the Hall. 5 x English speaking AV technicians, to operate the abovementioned systems. * For Sponsored Symposia being held in Hall A, the company virtual banner in front of the lectern and on the 5th. screen (during walk-in and Q&A discussions ) will be projected. Please contact the AV Coordinator, Mr. Mike Perchig ( in order to design the images according to the required resolution. The virtual banner can include the name/title of the symposium and the name with the Logo of the Sponsor. 13

15 Halls B & C Large front projection screen, image of W4.80xH3.60 meters. Data projector, 6000 ansi-lumens - incl. the necessary cables between the projectors and the lectern. 42" Confidence monitor in front of the head table, showing the same image as being projected on the main screens. Laptop computer for PowerPoint presentations, incl. 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, incl. 4 wired microphones ( 1 head table, 1 lectern, 2 Q&A ) with stands ( floor/table ), 1 wireless tie-clip microphone and connection to sound from computers ( mini PL plug ) at the lectern. Audio monitors on stage, for the lectern and the head table. Lighting system illuminating the lectern and the head table. 3 x English speaking AV technicians, to operate the abovementioned systems. To order any additional AV items during your symposium, please contact Mr. Mike Perchig, 14

16 SECTION 6: Symposium Promotion Symposium Title If there are any changes to your Symposium title or programme, or you have not yet provided your complete programme details, please inform Mrs. Anna Varanasyi at as soon as possible. Final Programme Advertising For Supporters entitled to adverts in the final programme as per their signed contract, please adverts to Mrs. Anna Varanasyi at no later than Tuesday, Aug 30 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 programme are A5. Please refer to the adjacent diagram for advert dimensions for the final programme. Symposium Invitation Bag Inserts Should you be entitled to a bag insert as per your contract, please follow the below procedure: 1. Please the invitation draft (including graphic design) prior to printing for approval to Mrs. Anna Varanasyi at no later than Tuesday, Aug 30. The bag insert should not exceed standard A4 dimensions. 2. A quantity of 2300 inserts is requested. Inserts / Display material need to arrive at the venue no later than 9:00 on Monday, October 24 For inclusion in the congress bags, packages should be labeled accordingly with the supporters company s name, the name of the responsible person (who will be in the event), and the name and date of event. Please note: Any deliveries made directly to the venue without going through the official congress shipping agent, will be at the supporters own risk. If they do not arrive on time or are mislaid, the congress organizers and official congress 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. 15

17 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 WSO/WSC 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 On-site Manager. Please make sure to bring your own easels if needed. 16

18 SECTION 7: Lead Retrieval Wireless Barcode Readers Lead Retrieval Wireless Barcode Readers are a helpful tool for collecting participants contact information. K-LEAD Scanner Unique opportunity to use our advanced ipod touch lead retrieval system, enabling exhibitors to enhance their database by securing valuable leads for further marketing and communication. Compact and intuitive design Sleek ipod touch with customized scanner Effortless process using registration badge barcode Option for pre-installed survey tailored to exhibitor needs Ability to insert exhibitor comments for each lead Immediate information retrieval online Secure use and password protected Package includes hardware and software with on-site support Use of device for full duration of exhibition Cost per unit - USD % CC charges Mini Scanner No editing capabilities Basic participant info Pocket size Cost per unit USD % CC charges 17

19 Please Note: Attendee data is supplied by each 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 Organising 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. Please note, if the system is not returned to the Exhibition Manager one hour after the exhibition closing hour, an additional 2000 charge will be made to your credit card. If further assistance is required to place your order, please feel free to contact the Exhibition Manager Mrs. Michal Lelchuk at 18

20 SECTION 8: Shipping, Tariffs, Material Handling and Shipping Labels CUSTOMS CLEARANCE & FREIGHT HANDLING Hermes-Merkur Ms. Zehavit Akerman Tel: Mobile: Hermes - Merkur is the sole handling agent for the coming "WSC 2016" Congress in India. 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 WSC 2016 Shipping Instructions, including Tariffs, Material Handling and Shipping Labels please click here 19

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