ECE 2018 20th European Congress of Endocrinology 19-22 May 2018 Barcelona, Spain Satellite manual www.ece2018.org
Contents Key Deadline Dates... 3 Essentials checklist and Deadlines... 4 Contact Information... 5 Introduction... 6 About the Venue... 7 Venue Layout and Room Floor Plans... 8 Satellite Symposium Slots... 11 Satellite Symposium Provider Entitlements... 12 Set up, Rehearsals and Timings... 13 Advance Marketing (included)... 14 Invitations in Delegate Bags Email blasts Final conference programme/online programme Programme Book Advert Additional Onsite Marketing Opportunities... 16 Branding Badge scanners Branded Top/Faculty Table and Lectern Audio Visual Equipment... 18 Basic AV package Checking in slides/own laptops Filming Other Items Catering... 19 Hospitality Suites/Additional Meeting Rooms. 20 Registration for Satellite Attendees... 21 Satellite only badges Social events Registration desk opening times Group registration/badge collection Satellite Symposium Terms & Conditions... 22 Cancellation of contract Cancellation of exhibition Appendix..... 23 Satellite Proposal Form Satellite Manual 1 ECE 2018_V1
Key Deadline Dates SERVICE DEADLINE DATE Provisional Satellite Programme content deadline content Friday 29 December 2017 Submission of content, topics and speakers for satellite symposium Monday 29 January 2018 Receipt of satellite invite for approval Wednesday 9 March 2018 (bag insert only) Early Bird Registration Deadline Wednesday 28 March 2018 Satellite Room specification form to be returned Wednesday 28 March 2018 Hospitality Room specification form to be returned Wednesday 28 March 2018 Receipt of orders for hospitality/catering Wednesday 18 April 2018 Receipt of content for first email blast invite Wednesday 1 April 2018 Delegate bag insert (to DHL) 3,500 Thursday 3 May 2018 Receipt of text for second email blast (if changed) Wednesday 2 May 2018 Satellite Manual 2 ECE 2018_V1
Essentials Checklist and Deadlines REQUIRED SERVICE Provisional satellite programme deadline Submission of proposed satellite Symposia speakers and topics for Committee approval Advert for final congress programme for approval PDF proof of congress bag insert for approval MANDATORY/ OPTIONAL Mandatory - Satellite Sponsors Mandatory if booked (additional cost) Mandatory if part of agreed package From/Link DEADLINE DATE Email Friday 29 December 2017 Form B Monday 29 January 2018 Email PDF artwork Friday 9 March 2018 Email PDF artwork Friday 9 March 2018 WHERE TO SEND/CONFIRM Hannah Preston ece2018@endocrinology.org Hannah Preston ece2017@endocrinology.org Hannah Preston ece2017@endocrinology.org Hannah Preston ece2017@endocrinology.org Furniture and sets for Hospitality & Satellite Rooms Graphics/Printed items (table fronts and lectern panels) Optional Email Friday 27 April 2018 Optional Email requirements Friday 27 April 2018 Audio Visual Optional Email Friday 27 April 2018 Internet and Telecoms Optional Email Friday 27 April 2018 Hostesses, translation, Optional Email Friday 27 staffing, additional April 2018 security Satellite Room and Hospitality Suite Catering Delivery of congress bag insert to DHL (QUANTITY 3500) Optional Email Friday 27 April 2018 Mandatory if part of the package Form H Thursday 3 May 2018 Badge scanners Optional ECE Scanner Hire Friday 4 May 2018 Exhibitor Registration Mandatory - Appendix Form O Friday 27 Form All April 2018 satellites@ccib.es satellites@ccib.es satellites@ccib.es satellites@ccib.es satellites@ccib.es satellites@ccib.es DHL Simon Latchford simon@dhl-exh.com scanners@reftech.co.uk Hannah Preston ece2018@endocrinology.org Satellite Manual 3 ECE 2018_V1
Contact Information Please note that orders to the Venue or Venue partners will ONLY be accepted via the Exhibitor Manual orders form L, provided in the Appendix to this Manual. The Venue and their suppliers will contact you direct should you have any bespoke requests outlined in your order. Please also specify whether your order relates to your Exhibition Space, Hospitality Room or Satellite Symposium. Congress Organisers Bioscientifica Ltd 22 Apex Court, Woodlands Bradley Stoke Bristol, BS32 4JT, UK Contact: Niki Cripps Tel: +44 (0)1454 640467 Fax: +44 (0)1454 642222 Email: ece2017@endocrinology.org Web: www.ece2018.org Sponsorship and Exhibition Manager Bioscientifica Ltd Contact: Hannah Preston Tel: +44 (0)7795 118228 Fax: +44 (0)1454 642222 Email: ece2017@endocrinology.org Web: www.ece2018.org Sponsorship and Exhibition Sales Manager Bioscientifica Ltd Contact: Amanda Helm Tel: +44 (0)1454 642268 Fax: +44 (0)1454 642222 Email: amanda.helm@bioscientifica.com Web: www.ece2018.org Venue CCIB - Plaza Willy Brandt 11-14 08019 Barcelona Contact: Andrea Csismazia Tel: +34 932301046 Email: stands@ccib.es / satellites@ccib.es Web: www.ccib.es NOTE: For all services provided by the CCIB: All prices indicated are valid until 29 April 2018; from this date prices will undergo a 20% increment. Order forms WILL NOT be accepted after 9 May 2018. The venue is also the supplier for: AV and Video Equipment, Catering, Cleaning, Design and Print, Electrics, Flowers/Plants, Furniture, Hostesses, Internet & Telecoms, Security, Shell scheme construction, Water & Waste. Accommodation Ceara Foley, Accommodation Manager Bioscientifica Ltd 22 Apex Court, Woodlands Bradley Stoke Bristol, BS32 4JT, UK Tel: +44 (0)1454 642766 Mobile: +44 (0)7733 384056 Email: ceara.foley@bioscientifica.com 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 Freight Forwarding DHL Trade Fairs & Events (UK) Ltd Unit 17 & 21 2nd Exhibition Avenue Birmingham B40 1PJ United Kingdom Contact: Simon Latchford Phone: +44(0) 121 782 4626 Email: simon@dhl-exh.com Web: www.dhl-exh.com Satellite Manual 4 ECE 2018_V1
Introduction Welcome to the ECE 2018 Satellite Symposium Technical Manual. ECE 2018 is set to attract over 3000 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 375 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 Hannah Preston (Operations) or Amanda Helm (Sales) at ece2018@endocrinology.org. Full contact details are provided on page 3 of this Manual. Satellite Manual 5 ECE 2018_V1
About CCIB Location, Access and Parking CCIB The CCIB - Centre de Convencions Internacional de Barcelona, the Barcelona International Convention Centre - is an integral part of Diagonal Mar, the newest section of Barcelona s seafront. This also places the CCIB in the heart of the technology and business district known as Barcelona 22@. Venue Address CCIB - Plaza Willy Brandt 11-14 08019 Barcelona How to get there Visit: http://www.ccib.es/getting-to-the-ccib/visitor-access PRIVATE VEHICLE The best option to access the CCIB from the city center by car is to cross the city along Avenida Diagonal until its end. Ronda Litoral (exit 24) is the most direct way to reach the CCIB from the airport or from out of town. An estimate journey time from the airport or the city center is 25 minutes, depending on traffic. Satellite Manual 6 ECE 2018_V1
FROM AND TO THE AIRPORT The international airport, Aeroport del Prat, is located 13 km south-west of Barcelona and 20 km from the CCIB. The highway C-31 directly connects the airport with Barcelona. To enter the city, the most direct routes to the city center are Avinguda Diagonal and Gran Via and also Ronda de Dalt and Ronda Litoral, which surround the city. AEROBUS The bus service between the airport and the center of Barcelona (Plaça Catalunya) runs from 6:00 to 1:00 (to Barcelona) and from 5:30 to 0:15 (to the airport) every day. The bus frequency is one every 10-12 minutes and the journey time is around 30 minutes. TAXI The taxi ride takes about 20 minutes. The rates change depending on the schedule. You can book a taxi in some of the following websites: BarnaTaxi or Radiotaxibarcelona. URBAN PUBLIC TRANSPORT The best options for traveling within the urban area of Barcelona are: train, bus, metro and tram. Visit the following websites: For bus and metro: Transports Metropolitans de Barcelona For tram: Tram Barcelona For trains: FGC and Rodalies Catalunya Next to Plaça Catalunya there is Urquinaona station or the metro yellow line (L4) that leads directly to the CCIB by Maresme-Forum station. You can also get to the CCIB by bus: lines 7, H16 and tram: Forum station. All these means of transport leave you just few minutes away from the CCIB by foot. Satellite Manual 7 ECE 2018_V1
Venue Layout and Room Floor Plans Exhibition Location Level 0 The exhibition will be located in Areas 4, 5 & 7 on PO Floor (see below). Catering in all scheduled breaks will take place in the exhibition hall (4, 5 & 7) allowing for maximum interaction with Congress delegates. Note: The Welcome Reception on Saturday night will be held here and as such all stands will need to be completed by 16:00 on Saturday 19 May. The current exhibition floorplan can be found on the ECE2018 website. There is a link on the CCIB website detailing each room along with images of the room and various layouts, click here. ECE 2018 rooms in use at the venue Level 0 Foyer A = Registration and cloakroom Area 4-8 = Exhibition, catering and posters Auditorium = Main plenary room (via Ramblas walkway) Level 1 (Mezzanine) VIP room = Organiser's Office Level 1 Room 111 = Breakout room 1 (361 theatre) Room 112 = Breakout room 2 (819 theatre) Room 113 & 114 = Breakout room 3 (743 theatre) Room 115 & 116 = Breakout room 4 (743 theatre) Room 117 = Breakout room 5 (781 theatre) Meeting Room 133 & 134 = ESE Meeting Room Meeting Room 130 = Media room Meeting Room 131 = Speaker preview room Meeting Room 132 = Prayer room Level 2 Room 211 = Breakout room 6 (819 theatre) Satellite Manual 8 ECE 2018_V1
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Auditoria, Satellite and Hospitality Rooms There will be seven parallel scientific sessions running over the three days. The Satellite sessions will also take place in these rooms. There will not be any scientific sessions (apart from New Scientific Approach sessions during the post-lunch slots) running at the same time the satellites are scheduled for. The Auditoria is located on Level 0 and and is marked on the map below. There are a number of rooms available for Hospitality and Team rooms located on Level 1 - they can be seen on the maps above. Forum Auditorium Designed by prestigious Swiss architects Herzog and DeMeuron, this majestic blue triangle is 25 m high, 180 m long and has a surface area of 25,000 m 2. It houses the Forum Auditorium with a total of 3,140 seats, a 740 m 2 stage and is directly connected to the Convention Centre by an underground corridor. Satellite Manual 10 ECE 2018_V1
Satellite Symposium Slots The ECE 2018 Congress will once again offer Companies the opportunity to hold: a) BREAKFAST OR LUNCHTIME satellite symposium session of 75 minutes including set up and break down OR b) EVENING satellite symposium session of 120 minutes (90 minutes for the satellite session and 15 minutes before and after to set up and break down). These sessions have been created to allow each Company the opportunity to showcase their organisation to their target audience. Three satellite symposia slots, in parallel, are available at the following times: Lunchtime sessions Sunday 20 May 14:00 15:15 Ipsen Shire (Satellite 14:00-15:00, access 13.30, vacate 15:15) Monday 21 May 14:00 15:15 Novartis Shire B (Satellite 14:00-15:00, access 13.30, vacate 15:15) Tuesday 22 May 13:30 14:45 Available Alternative sessions available Saturday 19 May 15:30 17:00 Sandoz (Satellite 15:30-17:00, access 15:00, vacate by 17:30) Sunday 20 May 07:00 08:00 Available 18:00 19:30 HRA Otsuka Pfizer (Satellite 18:00-19:30, access 17:30, vacate by 19:45) Monday 21 May 18:30 19:30 Available NOTE: Please take note of access and breakdown times as these vary from session to session. Satellite Manual 11 ECE 2018_V1
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 1x English speaking room host/hostesses (who will be there to look after the room generally and to assist but NOT to hand out information or scanners etc.) Access to the Speaker Preview Centre Publishing of the satellite symposium programme in the ECE Final Conference Programme in a dedicated Satellite Symposium section and on the 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 one 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 one 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 the delegate list for marketing the satellite symposium will be considered as the allocation of the single-use agreement. The list includes delegate title, first name, surname, city and country. 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 please email satellites@ccib.es and a quote will be provided to you. The content of each satellite symposium is subject to approval by the Congress Programme Organising Committee. Please complete the Symposium Programme form and return to the Congress Organiser no later than 29 January 2018. Please Note: It is the sponsor s responsibility to comply with local regulations. It is recommended that sponsors work with their local affiliate. Satellite Manual 12 ECE 2018_V1
Set up, Access, Rehearsals and Timings Set Up Your chosen Satellite room will be set up in the ECE 2018 standard conference set up and will be in use throughout the event for the general scientific programme. It is possible to change or adapt the set up but you must liaise with the ECE Venue Event team on satellites@ccib.es at least six weeks prior to the event to arrange this (see contact page for details). Your requests will be considered taking availability, capacity and time constraints into consideration. Additional charges may apply depending on requirements. These will be quoted directly to you. Satellite Room Access and Exit Access to the room is granted 15 minutes prior to the start of the session. The room must be vacated no later than 15 minutes after the end of the session and all materials must be taken away with you and any Congress signage replaced exactly as it was beforehand. Please note any waste materials left behind may be charged. Please note set up and breakdown times will vary depending upon the scientific programme and you will be informed. Technical Rehearsal Each Satellite is entitled to one 30 minute technical rehearsal in your satellite room. Please contact Hannah Preston from the ECE Events team for room availability and to discuss options at least six weeks in advance via ece2018@endocrinology.org. Access can only be given when the room is not being used for the main Congress sessions. If you wish to conduct a rehearsal outside of the Congress opening times, or in a separate room additional charges may apply for security, hire and technical support. Full details can be obtained from the ECE Events team (see Contacts section on page 2). Please note availability is granted on a first come first served basis. Furniture, Keypad Voting, Rope and Pole/Tensile Barriers and Speaker Phones If you would like to enquire about the hire of any of the above items please email satellites@ccib.es and they will provide you with a quote. Satellite Manual 13 ECE 2018_V1
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 and logo usage. ECE Secretariat Marketing Opportunities Invitations in Delegate Bags 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 Team before they are printed and any revisions will need to be resubmitted for approval. Please submit adverts no later than Friday 9 March 2018. Please do not print invitations or advertisements before they have been approved by the ESE Team. Use of the ECE 2018 logo is not permitted on any marketing materials. You should print a quantity of 3500 invites for the delegate bags. Delegate bag inserts should be sent directly to DHL as below, by Thursday 3 May 2018: DHL Trade Fairs and Events (UK) Ltd Unit 17 & 21, 2 nd Exhibition Avenue NEC Birmingham B40 1PJ, UK Please download Order Form H to book your delegate bag insert shipping with DHL. Note: There will be a charge made by DHL for this please request a quote at time of booking. 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 1 April 2018 and the second will go out week commencing 7 May 2018. The content of the email will need to be approved in advance by the ECE Secretariat and then uploaded into a format approved by you, so please allow at least seven (7) working days for this. Each sponsor should provide the email as an html document with a folder containing any images to be embedded to ece2017@endocrinology.org for the attention of Thea Cook. Please ensure that in the html document source code you clearly mark where any images are to be embedded so that these can be easily dropped into the correct place within the email. A JPEG or PDF should be provided of the email in its correct state as a reference for the source code loading process. Please get in touch with ece2018@endocrinology.org if you have any questions. Please note that the ECE Secretariat will not design or proof read your email nor will we test or check any links that you might include. The email will be forwarded to all registered delegates exactly as it is received. Amendment of source code will not be possible and the responsibility for fixing any coding issues will rest solely with the sponsor. Satellite Manual 14 ECE 2018_V1
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 and re-uploaded so please allow at least seven (7) 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. Please note that this will be included in a separate section in the programme book from the main scientific sessions. The online programme will be updated when approved details are received by the ECE Secretariat. If you wish to have full session details included in the final conference programme then you must supply full approved details to the Congress Manager (see Contacts section for details) no later than 29 January 2018. Programme Book Advert Size Spec FULL PAGE ADVERT All dimensions in mm, depth x width Full page trim size: 210 x 148 Full page bleed size: 216 x 154 Full page type area: 190 x 128 Please keep all type at least 10mm away from the left and right hand margins of a full page advert to avoid loss when trimmed Please supply electronic artwork as a high resolution PDF file with crop marks and 3mm bleed on all sides. All images must be uncompressed CMYK, and all fonts embedded. Points to remember For the purpose of clarity, 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 2018 logo on any marketing materials connected to the satellite symposium Satellite Manual 15 ECE 2018_V1
Onsite Marketing Opportunities Branding Each sponsor may install branded signage within the meeting room assigned to their satellite symposium (at their own cost). 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, doors, pillars etc. within the Venue. 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 Provided the organiser authorises us to release it, visitor data will include: - Visitor name and Job title - Visitor organisation name and full postal address - Organisation telephone and e-mail If you would like to hire the badge scanners please click on the following link: http://ece18scannerhire.eventreference.com/ or contact RefTech directly (see Contacts section for details). Satellite Manual 16 ECE 2018_V1
Branding (Top/Faculty Table and Lectern) Satellite sponsors can brand the top table and lectern panels in the satellite room. These must be booked via the Venue; satellites@ccib.es. We are still in discussion with the venue about how the branding requirements will be fixed and removed afterwards. Please enquire for more information. However, if you choose to bring your own graphics they must be able to be applied over the ECE2018 graphics and affixed with white tack (so as not to damage the ECE branding). Please detail your plans for this on the Satellite Requirements Form. Each Auditorium will have a stage with a Top/Faculty Table for three (3) PAX and a Lectern. If you require more than this please get in touch. Each Top Table is made up of four (4) sections as below. The branding panel for each section is 120cm long by 75cm depth. The total area that can be branded over the three (3) tables is 360cm long by 75cm depth The price including production and assembly is available on request Satellite Manual 17 ECE 2018_V1
The Lectern will be placed on the same stage as the Top Table. The branding panel for the Lectern is as below The price including production and assembly is available on request Please note you are NOT permitted to produce your own branding if it requires fixing. If you would like any branded items fixed to venue furniture this must be arranged with the Venue. If you would like to order branding for any of these items please contact satellites@ccib.es who will deal with your requirements. Please send the final artwork in digital format, preferably in.pdf,.tiff or.jpeg, with a minimum resolution of 72dpi, scaled to actual size (1:1), with fonts embedded. Satellite Manual 18 ECE 2018_V1
Audio Visual Equipment Basic AV Package (standard ECE conference set up) Each meeting room assigned for the satellite symposia sessions will come with a basic AV package, as follows: Projector Screen resolution: full HD, 16:9 ratio Computers equipped with PowerPoint minimum 2010 Comfort monitors on lectern and tribunal table 1 x lectern 1 x top/faculty table to seat a minimum of 3 people 3 x table top microphones for the top/faculty table 1 x fixed lectern microphone 1 x wireless microphone on stand for Q&As 1 x AV Technician for the duration of the session Note: The presenter will have direct control of their presentation via the mouse on the lectern. If you wish to have remote control you will need to arrange this with the AV team at the Venue via satellites@ccib.es. 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 show reel 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. Filming If you wish to arrange for your satellite symposium to be filmed please contact Amanda Helm to discuss (Contacts P3). Other Items If you wish to order any additional items for your symposium such as an extra lectern, additional microphones, headset microphones, Keypad Voting, Rope and Pole/Tensile Barriers, Speaker Phones or additional technical support please contact satellites@ccib.es. Satellite Manual 19 ECE 2018_V1
Catering Any sponsor wishing to provide hospitality, either before or after, the satellite symposium should first check with the Hannah Preston of the ECE Events Team (see Contacts section on page 3) to confirm there is a suitable area available within their Satellite Auditorium or just outside (depending on Auditorium location). Once an area has been agreed you should organise the catering requirements via satellites@ccib.es. Please ensure that you have sufficient time to set up hospitality should commence no more than 15 minutes before your session is due to start and for the Catering team to remove all catering before the next session begins. Satellite Manual 20 ECE 2018_V1
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. If you would like to book a hospitality room please get in touch as soon as possible to avoid disappointment as there are limited spaces available and these are sold on a first come first served basis (after the ECE Sponsors have chosen their rooms). Please contact Amanda Helm at BioScientifica; Amanda.Helm@BioScientifica.com for details of available rooms and costs. Please note that all hospitality rooms are sold with the standard Venue set up and to ensure you receive the set up exactly as you wish you will need to email satellites@ccib.es. Please note the sooner this is done the easier it is to ensure all your needs are met. You will need to specify the following: Number of days booked Room hours required (access) Lockable / non-lockable Power Capacity Set up (boardroom, theatre style) Furniture AV Equipment (projector, screen, PowerPoint etc) Internet Connection Catering There will be additional costs for your set up based on your requests and these need to be booked with, and paid for, the Venue. Please note if you do not complete and return the Hospitality Requirements Form and confirm and pay for all additional items with the Venue, your hospitality room will not have power or be furnished. Onsite requests cannot be guaranteed and will be fulfilled based on availability. If you have any queries we can assist you with these, ece2018@endocrinology.org. If you would like to book a hospitality room please contact Amanda.Helm@BioScientifica.com, Tel: +44 (0)1454 642268. Once you have booked a Hospitality Room, a set up and additional requests form will be sent to you so you can specify your requirements. A quote from the Venue will then be sent to you detailing costs for all additional items. Satellite Manual 21 ECE 2018_V1
Registration for Satellite Attendees Satellite Only Badges Each Company holding a satellite will receive five (5) 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 19 May. Social Events The Welcome Reception will be held on Saturday 19 May 2018 in the Congress Centre in the Exhibition Hall. The Informal Networking Event dinner will be held on Sunday 20 May 2018. Sponsors receive the following complimentary entitlements to this event: Gold Sponsors Silver Sponsors Bronze Sponsors 3 complimentary tickets 2 complimentary tickets 0 complimentary tickets Complimentary tickets should be collected from the Registration Desk located in the Foyer on the ground floor. If you wish to purchase additional tickets (cost will be advised in due course). Please book these via the Exhibitor Registration Form O. Please note that ALL additional tickets for the Informal Networking Event must be paid for at the time of booking. Please note prices will increase closer to the event. Registration Desk Opening Times The registration desks will be located in the main foyer and will be open at the following times: Saturday 19 May 2017 09:00 21:00 Sunday 21 May 2017 06:30 19:30 Monday 22 May 2017 06:30 20:00 Tuesday 23 May 2017 06:30 18:00 Group Registration - Badge Collection TO BE CONFIRMED The Registration Desk for Groups will open on Friday 18 May 2018: 15:00-18:00 and Saturday 09:00-12:00 to enable you to collect badges and conference packs. Appointments must be made with the ECE 2018 Registration Team (ece2018@endocrinology.org). This is ONLY available to Group registrations of 10 or more booked through the ECE2018 Registration Team. Exhibition passes can only be collected from 12:00 on Saturday 19 May 2018, when the general registration opens for ECE 2018. Contractors WILL require passes for set up. Satellite Manual 22 ECE 2018_V1
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 2017 Cancellation between 2 October and 30 November 2017 Cancellation after 1 December 2017 10% of total cost 50% of total cost 100% of total cost NB All prices are exclusive of VAT. VAT will be charged as applicable, and is subject to changes in legislation. Cancellation of Congress The ECE reserve the right to change the venue and dates for the ECE 2018 Congress and Exhibition, and to hold the ECE 2018 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 2018 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 Manual 23 ECE 2018_V1
Appendix ECE 2018 SATELLITE SYMPOSIA PROPOSED SPEAKERS AND TOPICS List below the topics and speakers proposed for the satellite symposium. Company name Company contact Date and time of satellite symposium Description of satellite symposium topic and objectives Title of satellite symposium Satellite Manual 24 ECE 2018_V1
Name & Institution of Chair Person(s) 1. 2. Topic 1. Speaker Name and Institution 2. 3. 4. For more information & return by 29 January 2018 ECE Congress Secretariat, Bioscientifica Ltd, Euro House, 22 Apex Court, Woodlands, Bradley Stoke, Bristol BS32 4JT, UK, Tel: +44 (0)1454 642763, Fax: +44 (0)1454 642222, Email: ece2018@endocrinology.org Satellite Manual 25 ECE 2018_V1