SYMPOSIA TECHNICAL MANUAL - Supporters Symposia Manual.pdfYou can brand the front of the lectern...
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SYMPOSIA TECHNICAL MANUAL
Transcript of SYMPOSIA TECHNICAL MANUAL - Supporters Symposia Manual.pdfYou can brand the front of the lectern...
SYMPOSIA TECHNICAL MANUAL
Dear Supporter,
We are happy to present you with the WIP 2018 Supporters’ 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 the information presented. It will take you very little time now
and could save you a great deal of time later.
The 09th World Congress of the World Institute of Pain, (WIP 2018) takes place from May 9-12, 2018 at the
CCD – The Convention Center Dublin in Dublin, Ireland.
A block of rooms has been reserved for the WIP 2018 congress participants and supporters at a discounted
rate. Hotel reservations can be made via the congress website, please click here.
Please do not hesitate to contact me for further information or assistance. We look forward to welcoming
you in Dublin and wish you a successful Symposium.
Kind Regards,
Stephanie Heurtier
Industry Coordinator
Table of Contents
SECTION 1: Symposium Related Contact Information
• Kenes Contacts
• Contractors Contacts
SECTION 2: Deadlines Table
SECTION 3: Timetables
• Symposia Timetable
SECTION 4: Symposium Session Halls
• Hall Technical Details
• Location and Layout
Section 5: Supplied AV
SECTION 5: Symposium Promotion
• Symposium Title
• Final Program Advertising
• Symposium Invitation Bag Inserts
• Symposium Signage
SECTION 7: Miscellaneous Information
• Catering
• Meeting / Hospitality Rooms
SECTION 8: Innovative Products
SECTION 9: Lead Retrieval Wireless Barcode Readers
• Mini Scanner
SECTION 10: Shipping, Tariffs, Material Handling and Shipping Labels
SECTION 1: Symposium Related Contact Information Congress Organizer Kenes International 7, rue Francois-Versonnex C.P. 6053 1211 Geneva 6 Switzerland Tel: +41 22 908 0488 Fax: +41 22 906 9140 Website: http://wip2018.kenes.com/
Catering Service Mr. Tony Kennedy
Tel: +353 1 818 4685
Email: [email protected]
Meeting Planner Ms. Tana Abeni
Tel: +41 22 908 0488 Ext: 574 Email: [email protected] Program Coordinator Ms. Stephanie Orzech Tel: +41 22 908 0488 Ext: 955 Email: [email protected] Audio Visual Mr. Mike Perchig Email: [email protected]
Industry Liaison & Sales Associate Ms. Frederiek Strating Tel: +31 20 763 0512
[email protected] Email: Accommodation Operation Specialist Ms. Shirley Raphaely Tel: +41 22 908 0488 Ext 586 Email: [email protected]
Contractors Contact
FREIGHT HANDLING & ONSITE LOGISTIC AGENT Hermes-Exhibition and Projects, Ltd. Ms. Zehavit Akerman Tel: +49 69 747 848 Mobile: +972 52 511 4982 Email: [email protected]
IT & TELECOMMUNICATIONS, RIGGING, FLORAL, HOSTS CCD – THE CONVENTION CENTRE DUBLIN Orders should be submitted via the CCD Online Ordering System found at the CCD website: https://onlineorders.theccd.ie Then you should enter the Event ID: 30237 and from the CCD home page please select the Order Online option. If you have any problems whilst placing your order, please email [email protected] for assistance
SECTION 2: Deadlines Table
Deadline Contact Person
Staff Hotel Reservation As soon as possible Ms. Shirley Raphaely
Email: [email protected]
Badge Order Monday, April 09, 2018 Via Kenes Exhibitor’s Portal
https://exhibitorportal.kenes.com
Lead Retrieval Wireless Barcode Readers Order
Monday, April 16, 2018 Via Kenes Exhibitor’s Portal
Exhibitor Portal
Eblast for Approval Monday, April 16, 2018
Symposium Program (for approval by Scientific Committee) Monday, March 26, 2018.
Ms. Stephanie Heurtier Email: [email protected]
Program Book Advertisement (for approval by Scientific Committee)
Monday, March 15, 2018
Bag Insert for Approval Monday, April 16, 2018
Catering Services Tuesday, April 03, 2018 Ms. Tony Kennedy
Email: [email protected]
Delivery Display Wednesday May 09, 2018
Ms. Zehavit Akerman
Furniture Hire, Signage Thursday, April 26, 2018
Mr. Joe Earley
Email: [email protected]
Shipping & Material Handling Services
Please refer to Shipping Instructions in section 8 for detailed shipping deadlines
Payment of Invoice Balance Must be received in full one week prior to the Congress
SECTION 3: Timetables subject to change
In order to support you in the best possible way, please inform us if you plan any branding or change of set up in the hall. This information is invaluable. We recommend arriving to your Symposium approx. 15 minutes prior to the start, where a member of the Logistics Team will be available should you need any assistance. Please coordinate directly with Ms. Stephanie Heurtier at [email protected] about set-up times and requirements. If a technical rehearsal is required, please contact the AV Coordinator, Mr. 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 WIP 2018 website by clicking here.
Symposia Timetable
Supporter Date Session Time Location
Medtronic Thursday May 10, 2018 13:15- 14:00 Wicklow 2 hall
Menarini Group Thursday May 10, 2018 18:15-19:45 The Liffey A
Boston Scientific Friday May 11, 2018 12:45-14:15 The Liffey A
SECTION 4: Symposia Session Halls Liffey A - Technical Details
The general stage setting includes 1 speaker lectern and a head table accommodating up to 2 persons. For alternative/additional stage setting please contact Ms. Stephanie Heurtier at [email protected].
Hall Technical Details
Hall Capacity & Layout 710 Theatre
Hall Dimensions 626 sqm
Ceiling Height 7 m to underneath of trussing
Stage Dimensions 7.32 m W x 3.66m D x 0.6m H
Speaker Lectern Banner dimensions
W H
39,5 cm 104,5 cm
Head Table Banner Dimensions
W H
182 cm 76 cm
Sufficient seating for up to 2 persons. 10mm Foam board or similar rigid material is recommended for
branding the table.
Hall Wicklow 2 - Technical Details
The general stage setting includes 1 speaker lectern and a head table accommodating up to 2 persons. For alternative/additional stage setting please contact Ms. Stephanie Heurtier at [email protected]
Hall Technical Details
Hall Capacity & Layout 500 Theatre
Hall Dimensions 425 sqm
Ceiling Height 3.2 m
Stage Dimensions 17.08m wide x 2.44m deep and 300mm high
Speaker Lectern Banner dimensions
W H
39,5 cm 104,5 cm
Head Table Banner Dimensions
W H
182 cm 76 cm
Sufficient seating for up to 2 persons. 10mm Foam board or similar rigid material is recommended for
branding the table.
In-Hall Furniture You can brand the front of the lectern with a graphic that can be affixed with low tack double sided tape. These dimensions are for the flat space running down the front of the lectern. We have made allowance of
a few millimeters for printing discrepancies. If you leave the lectern unbranded, the front of the lectern is plain wood.
104,5 cm
39,5 cm
76 cm
182 cm
SECTION 5: Supplied AV For any additional AV requirements for your symposium, please contact the AV Coordinator, Mr. Mike Perchig on [email protected]. Liffey Hall A
• Front projection screen (projected image of W6.00 x H3.30 meters / projection ratio of 16:9)
• Data projector, at least 10000 ansi-lumens – including all the necessary cables between the projector and
the lectern.
• 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, located at the lectern and networked to the
Speakers’ Ready Room.
• Laser pointer, combined with a wireless PPT advancer (as back-up, we recommend using the cursor of the
laptop computer as a pointer).
• P.A. (sound) system, which covers the hall, including 6 wired microphones (2 head table, 1 lectern, 3 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 on stage.
• Lighting system, illuminating the lectern and the head table.
• Colorful Lighting, illuminating the “sails” on the ceiling.
• 2 English speaking AV technicians to operate the above-mentioned systems.
Hall Wicklow 2
• 2 x front projection screens (projected image of W3.00 x H1.70 meters each / projection ratio of 16:9 )
• 2 x Data projectors, 5000 ansi-lumens each – including all the necessary cables between the projectors and the lectern.
• 42” Confidence monitor in front of the head table, showing the same PowerPoint image as being projected on the main front projection screens.
• Laptop computer for PowerPoint presentations, located at the lectern and networked to the Speakers’ Ready Room.
• Laser pointer, combined with a wireless PPT advancer (as back-up, we recommend using the cursor of the laptop computer as a pointer).
• P.A. (sound) system, which covers the hall, including 6 wired microphones (2 head table, 1 lectern, 3 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 on stage.
• Lighting system, illuminating the lectern and the head table. • English speaking AV technician to operate the above-mentioned systems.
Congress Floor Plan:
SECTION 6: Symposium Promotion
Symposium Title & Program
If there are any changes to your Symposium title or program, or you have not yet provided your complete
program details, please inform Ms. Stephanie Heurtier at [email protected] no later than the extended
deadline of Monday, March 26, 2018.
Final Program Advertising
For Supporters entitled to adverts in the final program as per their signed contract, please email adverts to
Ms. Stephanie Heurtier at [email protected] no later than the extended deadline of Monday, March
15, 2018 in one of the following formats at a resolution no less than 300 dpi: EPS, Illustrator, JPG or PDF.
Please refer to the adjacent diagram for advert dimensions for the final program: A5 - 210cm x 148cm.
Bag Insert
Should you be entitled to a bag flyer as per your contract, please follow the below procedure:
1. Please email the invitation draft (including graphic design) prior to printing for approval to Ms Stephanie
Heurtier at [email protected], no later than Monday, April 16, 2018
2. The flyer should not exceed a double side of standard A4 dimensions.
3. A quantity of 2000 inserts is requested .
4.
Bag Insert material needs to arrive at the venue no later than Tuesday, May 8, 2018. Packages should be
labeled accordingly with the supporters’ company’s name and the name of the responsible person (who
will be in the event), and the name and date of the event.
Hermes-Exhibition and Projects, Ltd. is the Official Freight Forwarder agent for WIP 2018. 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 in order to coordinate the time schedule for
unloading of freight into the venue.
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.
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.
The following signs may be displayed (and provided by the Supporter):
1. Session Hall Signage
• Self-Standing Sign (optional)
• 1 x stand-alone sign to be placed at the entrance of the session hall approx. 30 minutes
prior to the sessions published start time.
• Stage Banners (optional)
• 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 necessary.
SECTION 7: Miscellaneous Information Catering
The catering in the CCD is exclusive and needs to be requested in advance. Deadline – Tuesday April 3,
2017.
Sponsors who wish to order food and beverages for their symposium, meeting/hospitality room are
for further [email protected] welcome to do so directly with the venue caterer. Please contact
details.
Please advise the Meeting Planner, Ms. Stephanie Heurtier at [email protected] in advance if you will
be providing lunch to participants during your symposium.
Coffee Breaks and Lunches
For your information, refreshments (included in the registration fee) will be served in the Exhibition area
during official coffee breaks. Lunches are not provided; however, cash bars will be available for participants
in the Exhibition area.
Meeting / Hospitality Rooms
Sponsors interested in hiring a meeting or hospitality room during WIP 2018, should please contact Ms.
served basis.Rooms are available on a first come first [email protected]: Frederiek Strating
SECTION 8: Innovative Products 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, please click here.
SECTION 9: Lead Retrieval Wireless Barcode Reader
Lead Retrieval Wireless Barcode Readers are a helpful tool for receiving contact information about
participants who visit your booth or attend your symposium.
Lead Retrieval Application (device not included)
The Application should be installed on your personal device.
The advantages of the new application:
• Effortless process using registration badge barcode.
• Ability to insert exhibitor's comments for each lead.
• Immediate information retrieval online.
• Application is available for download from Apple store or Google play: "Kenes K-Lead App".
• Cost per unit - € 400.00 + 4% CC charges
The Mini Scanner
• No editing capabilities
• Basic participant info
• Pocket size
• Cost per unit- €300 +VAT + 4% CC surcharge
Please Note:
• Attendee data is 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
• Data provided will only include the information of participants who have agreed to share their details with 3rd parties. The data of participants who have not agreed to this, will not be provided. Therefore, although he was scanned by the bar code reader, we are still unable to forward his contact details.
• Kenes International and the Organizing Committee encourage attendees to provide thorough information, however cannot be responsible for the quality and content of such data.
To reserve your Lead Retrieval Wireless Barcode Reader, please refer to the online Exhibitor and
Sponsor's Portal
to log in the portal Click HerePlease
Deadline: Monday, April 16, 2018
Please Note:
• Attendee data is 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.
• Data provided will only include the information of participants who have agreed to share their
details with 3rd parties. The data of participants who have not agreed to this, will not be provided.
Therefore, although he was scanned by the bar code reader, we are still unable to forward his
contact details.
• Kenes International and the Organizing Committee encourage attendees to provide thorough
information, however cannot be responsible for the quality and content of such data.
To reserve your Lead Retrieval Wireless Barcode Reader, please refer to the online Exhibitor and
Sponsor's Portal
to log in to the Portal. click herePlease
SECTION 10: Shipping, Tariffs, Material Handling and Shipping Labels CUSTOMS CLEARANCE, FREIGHT & MATERIAL HANDLING
Hermes-Exhibition and Projects, Ltd.
Ms. Zehavit Akerman
Tel: +49 69 747 848
Mobile: +972 52 511 4982
Email: [email protected]
Delivery & Logistic Services Hermes/Merkur Ltd. has been appointed as the official forwarding agent and clearance agent for this
Congress and offers the following services: Customs clearance, delivery to the stand, freight forwarding,
manpower & trolleys for un-loading/loading during build-up and dismantling, storage of empty crates,
transportation to and from the Exhibition hall.
For security, insurance, and efficiency reasons, Hermes/Merkur is the sole official agent to handle cargo
inside the venue.
Kindly note that the official agent is the exclusive agent for move in and move out of the venue.
Supporters are free to deliver their goods or to pick their goods up from outside the venue. Those who use
their own facilities up to the venue are requested to coordinate their time schedule and unloading of their
cargo into the venue with the official logistics agent.
Insurance of Goods
All cargo should be insured from point of origin.
Inserts and Display Materials
Please note that all materials entering the venue incur a handling charge. This includes materials for inserts
to the Congress bags and display.
To receive a price quote for handling and to assure arrival of your materials, please be sure to complete
the “Pre-Advise” form included in the shipping instructions.
Please Note: All advanced shipments and deliveries to the Hermes/Merkur warehouse, including by courier, must be coordinated with Hermes. To view the full WIP 2018 Shipping Instructions, including Tariffs, Material Handling and Shipping Labels please click here.
