Dear Sponsor, We are happy to present you with the AAT-AD/PD Focus Meeting Sponsored 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 of 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, Yulia Rijinsky Exhibition Manager & Industry Coordinator +41 22 9080488 ext. 995 yrijinsky@kenes.com 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 Hall 7 Hall Technical Details Supplied AV SECTION 5: Symposium Advertising 12 Symposium Signage SECTION 6: Lead Retrieval Bar-Code Readers 15 SECTION 7: Shipping, Tariffs, Material Handling and 17 Shipping labels SECTION 8: Catering 34 2
SECTION 1: CONTACT INFORMATION AAT-AD/PD Secretariat Kenes International Organizers of Congresses S.A. Rue François-Versonnex 7 1207 Geneva, Switzerland Tel: +41 22 908 0488 Fax: +41 22 906 9140 http://www.aat-adpd.kenes.com/2018 Meeting Planner Mr. Robert Nesbitt +41 22 9080488 Ext. 590 rnesbitt@kenes.com Programme Coordinator Ms. Joanne Katz +41 22 9080488 Ext. 920 jkatz@kenes.com Audio Visual Coordinator For extra AV order and technical rehearsals Mr. Mike Perchig nest@nest-av.com Industry Liaison and Sales Associate Ms. Judit Gondor +41 22 9080488 Ext. 531 jgondor@kenes.com Registration Manager Ms. Adi Zur +41 22 9080488 Ext.398 azur@kenes.com Group Hotel Reservation Ms. Elda Hehle +41 22 9080488 Ext.631 ehehle@kenes.com 3
OFFICIAL CONTRACTORS CONTACT INFORMATION CATERING Catering is exclusive to the venue and needs to be ordered in advance. For orders please contact: Mr. Francesco Barbera NH Lingotto Hotel Via Nizza, 262, 10126 Torino T: +39 011 664 2807 M: +39 344 066 7185 f.barbera@nhhotelgroup.onmicrosoft.com CUSTOMS CLEARANCE & FREIGHT HANDLING Hermes-Exhibition and Projects, Ltd. Ms. Zehavit Akerman T: +49 69 747 848 M : +972 52 511 4982 zehavitak@hermes-exhibitions.com CONGRESS VENUE Ms. Manuela Viora Centro Congressi Lingotto Via Nizza, 280 10126 Torino T: +39 011 6311 751 manuela.viora@centrocongressilingotto.it 4
SECTION 2: DEADLINES TABLE Submission of Forms Deadlines Hotel Reservation for Staff As soon as possible Badge Order Thursday, March 1, 2018 Mini Scanner Thursday, February 15, 2018 Session title and program/bag insert for approval/ad for final program Payment of Invoice Balance Shipment via Milano warehouse Goods should be custom cleared! Direct Deliveries to Congress Venue Wednesday, January 17, 2018 Must be received in full by before the conference opens No later than March 8, 2018 March 14, 2018 subject to confirmation in advance 5
SECTION 3: TIMETABLES Symposia Timetable Sponsor Date Session Time Location Roche Friday, March 16, 2018 09:15-11:15 Sala 500 Biogen Friday, March 16, 2018 11:45-13:25 Sala 500 Eisai Friday, March 16, 2018 19:45-21:15 Sala 500 Sanofi Saturday, March 17, 2018 08:45-10:45 Sala 500 Eli Lilly Saturday, March 17, 2018 11:15-12:55 Sala 500 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: nest@nest-av.com 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 website by clicking here. 6
SECTION 4: SYMPOSIA SESSION HALL Sala 500 (For Symposia taking place in Sala 500, the Hall will be referred to as Sala 500 in all Symposia publications and directional signage.) Hall Capacity 476 Auditorium Speaker Lectern Portrait 42 Plasma screen Head Table 4.00m wide 0. 74m high Sufficient seating for up to 6 persons* Two modules will be used. Each module is 2.00m wide x 0.74 m high. Recommended size for branding 1.60m wide x 0.74m height 5mm Foam board or similar rigid material is recommended for branding. * Please Note: The general stage setting includes decoration, front projection screen in the center, 1 speaker lectern and head table (2 modules). If a different setting of the stage is required, please contact Yulia Rijinsky at yrijinsky@kenes.com 7
SUPPLIED AV Sala 500 Front projection screen, projected image of W6 meters (projection ratio of 4:3). 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 AV Control desk, with a preview monitor on the lectern and networked to the Speakers Ready Room. Portrait 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 / wireless PowerPoint advancer Countdown Timer on the main screen and on the preview monitor on the lectern. P.A. (sound) system, which covers the hall and the stage, including 6 wired microphones (4 head table, 2 lectern), 2 wireless hand-held microphones for questions, 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. Audio monitors on stage. Lighting system, illuminating the lectern and the head table. Colorful lighting along the stage. 3 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: nest@nest-av.com in order to design the images according to the required resolution. 8
Sala 500 of the AAT-AD/PD Focus Meeting For demonstration only For Sponsors Symposia being held in Sala 500, the company virtual banners in front of the lectern and on the screen will be projected. Please contact the AV Coordinator, Mr. Mike Perchig, nest@nest-av.com, 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. 9
10
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. Voting with Keypads and web based interaction platforms such as: Voting via the congress app, Q&A via Congress App ( Ask the Speaker ) and more products designed for increasing participant s interaction during symposium sessions. We also provide tailor made customized solutions Contact Us to make it happen! For more onsite products opportunities and price quotes - Click Here 11
SECTION 5: SYMPOSIUM ADVERTISING Symposium Session Title If there are any changes to your Sponsored Session title or program, or you have not yet provided your complete programme details, please inform Yulia Rijinsky at: yrijinsky@kenes.com, no later than Wednesday, January 17, 2018 Symposium Invitation Bag Inserts Should you be entitled to a bag insert per your contract, please follow the below procedure should you wish to promote your symposium activities. 1. Please email the invitation draft (including graphic design) prior to printing for approval to Yulia Rijinsky at: yrijinsky@kenes.com no later than Wednesday, January 17, 2018. 2. There is no size restriction for the invitation; however, we recommend that the invitation does not exceed standard A4 dimensions. 3. A quantity of 1000 inserts is requested. To assure the safe and timely arrival of your inserts and inclusion in the conference bag production line, please follow the instructions included in SECTION 7: Shipping Instructions of this Manual. Final Programme Advertising For sponsors entitled to adverts in the final programme as per their signed contract, please email adverts no later than Wednesday, January 17, 2018 to Yulia Rijinsky at: yrijinsky@kenes.com Digital files in PDF format, press quality, CMYK only, fonts and images embedded, please prepare as per below 12
13
Industry Mailshot For Supporters entitled to an Industry Mailshot, as per their signed contract, please email the HTML version of your mailshot together with the mailshot subject line requested according to the Industry Mailshot Instructions to Ms. Yulia Rijinsky at yrijinsky@kenes.com no later than Tuesday, January 30 Symposium Signage Each company is entitled to produce up to 3 signs and to place these in the below areas on the day of their session: - Registration Area this sign only can be placed at the registration area during the opening hours of the registration desk. - At the entrance of the session hall - Exhibition Area All signs have to be STAND ALONE size up to 90cm wide x 200 cm high. The sign should include: Sponsored Session Title, logo of sponsoring company and the AAT-AD/PD logo. During the symposia, your company may produce and place in the session hall additional signs (To be provided by the Sponsor): 1-2 x free standing vertical sign to be placed on the stage inside the session hall measuring up to: 150 cm wide x 250 cm high. 1 x horizontal sign placed on the head table. Note: the exact measurements are found in Section 4. 1 x vertical sign placed on the Speaker s Lectern. Note: the exact measurements are found in Section 4. 14
SECTION 6: LEAD RETRIEVAL WIRELESS BARCODE READER Lead Retrieval Wireless Barcode Readers are a helpful tool for collecting Participants contact information. The Mini Scanner No editing capabilities Basic participant info Pocket size Cost per unit- 300 +VAT + 4% CC surcharge Please Note: Barcodes on participants' badges contain contact information as supplied by the registrant or the agency responsible for the registration process of that participant. We regret that in some cases, as when group registration is completed by a company, we may not be in possession of the full contact details. In some cases, the participant does not give his permission to transfer his contact details to any other party. Therefore although he was scanned by your barcode reader we are unable to forward his contact details. In addition, please note that neither Kenes International nor the Organizing Committee is responsible for the content of the information. Please note: You may not place signage advertising your symposium in any other locations except as coordinated with Robert Nesbitt onsite. In order to reserve your Lead Retrieval Wireless Barcode Reader, please access the Exhibitors Portal 15
Order - Lead Retrieval Wireless Barcode Reader You can submit your order through the Kenes Exhibitor s Portal. https://exhibitorportal.kenes.com The Exhibitor Manager will contact you with the link to the Exhibitor s Portal, including your personal login details. Deadline: Thursday, February 15,2018 16
SECTION 7: SHIPPING, TARIFFS, MATERIAL HANDLING AND SHIPPING LABELS Dear Sponsor, Kindly note that Hermes is the sole official on-site agent nominated by KENES to handle all in/out shipments arriving to this congress. All cargo/ shipment will be moved in / moved out from the building only via the official nominated agent. We are pleased to inform you of the arrangements for shipping, international freight forwarding, customs clearance and on-site services for the AAT-AD/PD 2018 meeting. Please note that you may use any transport company up to the venue door. However, no other company is permitted to deliver, operate, and handle goods inside the venue. Range of services Transport, national or international Temporary or permanent customs clearances Coordination of deliveries, delivery time slot management Unloading, delivery to exhibition-stands, forklifting, Storage of empty boxes and crates during the event Accessible storage for brochures and give-away items during the event On-site assistance and supervision This shipping manual will assist your preparation for the correct and timely dispatch of exhibits to the congress. Please follow the instructions closely. 17
General Information Hermes Exhibitions & Projects Ltd. Contact: Ms. Zehavit Akerman Tel: + 49 6173 966 95 28 Mobile: +972 52 511 4982 E-mail: zehavitak@hermes-exhibitions.com Please note these important dates: SERVICE Door to door shipments Airfreight shipments DEADLINE Please contact Hermes Merkur Please contact Hermes Merkur Shipment via Milano warehouse No later than March 8, 2018 Exhibition goods - Direct deliveries to Congress venue Dismantling / Breakdown March 17, 2018 March 14, 2018 subject to confirmation in advance To view the full AAT-AD/PD 2018 Shipping Instructions, including Tariffs, Material Handling and Shipping Labels please select the relevant links: Shipping Instructions Shipping Labels Shipping Instructions Inserts and Display Inserts Direct Material Handling and Payment Confirmation Inserts Warehouse Form Promotional Material- Direct 18
SECTION 8: CATERING The catering in the venue is exclusive and needs to be requested in advance. For all enquiries regarding catering, please contact below CATERING & BEVERAGE Mr. Francesco Barbera NH Lingotto Hotel Via Nizza, 262, 10126 Torino T: +39 011 664 2807 M: +39 344 066 7185 f.barbera@nhhotelgroup.onmicrosoft.com 19