Sponsor's Symposium Manual - 11th International Congress on - Autoimmunity ...
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11th International
Congress on
Lisbon, Portugal, 16-20 May 2018
Sponsor’s
Symposium Manual
autoimmunity.kenes.com
Dear Supporter,
We are happy to present you with the AUTOIMMUNITY 2018 Supporters 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.
The 11th International Congress on Autoimmunity (AUTOIMMUNITY 2018) takes place on 16-20 May,
2018 at the CCL - Centro de Congressos de Lisboa (Lisboa Congress Center) in Lisbon, Portugal.
CCL - Centro de Congressos de Lisboa
Lisboa Congress Centre
Praça das Indústrias, 1300-307, Lisboa, Portugal
Please do not hesitate to contact us, your Project Team, for further information or assistance.
Kind regards,
Robert Nesbitt
Senior Meeting Planner
+41 22 9080488 ext. 590
rnesbitt@kenes.com
1
Table of contents
SECTION 1: Symposium Related Contact Information
• Kenes Contacts 3
• Contractors Contacts 4
SECTION 2: Deadlines Table 5
SECTION 3: Timetables
• Symposia Timetable 6
• Registration Timetable 6
SECTION 4: Symposium Session Hall
• Hall Technical Details 7
• In Hall Furniture 9
• Hall Location 10
SECTION 5: Supplied AV 11
SECTION 6: Symposium Promotion
• Symposium Title 14
• Final Program Advertising 15
• Symposium Invitation Bag Inserts 16
• Symposium Signage 17
SECTION 7: MISCELLANEOUS INFORMATION
• Catering 18
• Meeting Rooms / Hospitality Suites 18
SECTION 8: Lead Retrieval Wireless Barcode Readers
• K-LEAD Scanner 19
• Mini Scanner 19
SECTION 9: Shipping, Tariffs, Material Handling and Shipping Labels 21
2
SECTION 1: Symposium Related Contact Information
Congress Organizer Kenes Contacts
Kenes Group Senior Meeting Planner Sponsorship & Exhibition Specialist
7, rue Francois-Versonnex Mr. Robert Nesbitt Ms. Noa Freilich Pollack
1207 Geneva Tel: +41 22 908 0488 Ext 590 Tel: +41 22 908 0488 Ext 900
Switzerland rnesbitt@kenes.com nfreilich@kenes.com
Tel: +41 22 908 0488
Fax: +41 22 906 9140 Program Coordinator Registration Manager
https://kenes-group.com/ Ms. Sari Berkowitz Ms. Keren Abuhasira
Tel: +41 22 908 0488 Ext 571 Tel: +41 22 908 0488 Ext 513
sberkowitz@kenes.com kabuhasira@kenes.com
AV Coordinator Accommodation Operations Specialist
Mr. Mike Perchig Ms. Noa Ragol
nest@nest-av.com Tel: +41 22 908 0488 Ext 524
nragol@kenes.com
3
Contractors Contacts
PLANTS & FLORAL ARRANGEMENTS FURNITURE HIRE HOSTESSES & TEMPORARY STAFF HIRE
Liz Garden GRUPO MARVA SpringEvents
Tel: +351 21 842 99 60 Ms. Nazaret González Ms. Mafalda Resende
Fax: +351 21 842 99 69 Tel: + 34913675428 Tel: +351 914 985900
encomendas@lizgarden.pt nazaret.gonzalez@grupomarva.com mafalda.resende@springevents.pt
www.grupomarva.com
Should be ordered in advance via their website:
www.lizgarden.pt
CUSTOMS CLEARANCE, FREIGHT / MATERIAL CATERING
HANDLING SILVA CARVALHO CATERING, SA
Hermes-Exhibition and Projects, Ltd. Ms. Sónia Vilarinho
Ms. Zehavit Akerman Tel: +351 219 255 510
Tel: +49 6173 966 95 28 Fax: +351 21 3605618
Mobile: +972 52 511 4982 scvilarinho@ibersol.pt;ioliva@sccatering.pt
zehavitak@hermes-exhibitions.com
4
SECTION 2: Deadlines Table
Deadline Contact Person
Ms. Noa Ragol
Staff Hotel Reservation As soon as possible
nragol@kenes.com
Must be received in full one week prior to the Pazit Hochmitz
Payment of Invoice Balance
Congress phochmitz@kenes.com
Symposium Program Ms. Sari Berkowitz
As previously confirmed by Ms. Sari Berkowitz
(for approval by Scientific Committee) sberkowitz@kenes.com
Program Book Advertisement Ms. Sari Berkowitz
Thursday, March 15, 2018
(for approval by Scientific Committee) sberkowitz@kenes.com
Mr. Robert Nesbitt
Lead Retrieval Wireless Barcode Readers Order Monday, April 16, 2018
rnesbitt@kenes.com
Draft of Bag Insert for Approval Mr. Robert Nesbitt
Tuesday, April 3, 2018
(for approval by Scientific Committee) rnesbitt@kenes.com
Ms. Sónia Vilarinho
Catering Services Monday, April 16
scvilarinho@ibersol.pt
Please refer to Shipping Instructions on page 19 Ms. Zehavit Akerman
Shipping & Material Handling Services
for detailed shipping deadlines zehavitak@hermes-exhibitions.com
5
` SECTION 3: Timetables
Symposia Timetable In order to set up the Hall prior to the start of
your Symposia, we would recommend arriving
Supporter Date Session Time Location to your Symposium early, where a member of
CMSRI Wednesday, May 16, 2018 09:00-17:00 Pavilion 3A the Logistics Team will be available should you
need any assistance.
Chugai Wednesday, May 16, 2018 15:30-17:30 Auditorium II We ask presenters to follow the time schedule
precisely in order that the day’s events may run
Inova Diagnostics Friday, May 18, 2018 12:30-14:00 Auditorium II smoothly.
Technical rehearsal
We strongly recommend scheduling a technical rehearsal in the hall itself and testing the Presentations during that rehearsal.
Please make arrangements directly with the Conference Audio Visual Coordinator, Mike Perchig at: nest@nest-av.com
Registration Timetable *
Monday, May 14, 2018 12:00-17:30 (Pre-Congress Academy)
Tuesday, May 15, 2018 08:00-17:50 (Pre-Congress Academy)
Wednesday, May 16, 2018 08:00-19:45
Thursday, May 17, 2018 07:30-18:30
Friday, May 18, 2018 07:30-18:30
* Registration hours are
Saturday, May 19, 2018 07:30-18:30
subject to change.
Sunday, May 20, 2018 07:30-12:30
An updated Scientific Timetable can be found on the AUTOIMMUNITY 2018 website by clicking here.
6
SECTION 4: Symposia Session Hall
Auditorium II – Technical Details
For Symposia taking place in Auditorium II, the Hall will be referred to as Auditorium II in all congress publications and
directional signage.
Hall Technical Details
Hall Capacity & Layout 400 pax theatre style
Ceiling Height Approx. 6m
Hall Size 290 sqm
Stage Size 32 sqm
W H
Speaker Lectern
Banner dimensions
0.66m 1.20m
W H
3.20m
(4 x table modules - 71cm
Head Table W80 cm each)
Banner Dimensions The general setting includes four table modules accommodating 4
Sufficient seating for up to 4 persons. persons and one speaker lectern, one on either side of the stage.
10mm Foam board or similar rigid material is For alternative/additional stage setting please contact Robert
recommended for branding the table. Nesbitt at: rnesbitt@kenes.com
7
Pavilion 3A – Technical Details
For Symposia taking place in Pavilion 3A, the Hall will be referred to as Pavilion 3A in all congress publications and
directional signage.
Hall Technical Details
Hall Capacity & Layout 150 Theatre
Hall Size 13 m x 14.2 m (180 sqm)
Ceiling Height Approx. 2.9 m
Speaker Lectern W H
Banner dimensions 66 cm 1.20 m
W H
160 cm
71 cm
Head Table (2 x table modules - W80 cm each)
Banner Dimensions Sufficient seating for up to 2 persons.
10mm Foam board or similar rigid material is
recommended for branding the table.
The general setting includes two table modules accommodating 2 persons and one speaker lectern, one on either side of the stage.
For alternative/additional stage setting please contact Robert Nesbitt at: rnesbitt@kenes.com
8
In Hall Furniture
66 cm
160 cm
71 cm 120 cm
Head Table x 2 Modules
Lectern
9Congress Floor Plans:
(Please note: the diagram is not to scale and is for illustrative purposes only)
10SECTION 5: Supplied AV
Auditorium II of the Autoimmunity 2018 Congress
• Front projection screen, image of H2.9 X W5.90 meters.
• Data projector, 8000 ansi-lumens, incl. all the required cabling.
• 40” Confidence monitor in front of the head table, showing the same PowerPoint image as being projected on the main
front projection screen.
• Countdown Timer monitor in front of the lectern.
• Laptop computer for PowerPoint presentations, including 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 and the stage, including 6 wired microphones (2 head table, 1 lectern, 3
Questions & Answers) with stands (floor/table), 1 wireless headset microphone and connection to sound from computers
(mini PL plug) at the lectern.
• Audio monitors for the lectern and the head table.
• Lighting system, illuminating the lectern and the head table.
• 2 x AV technicians to operate the above-mentioned systems
For any additional AV requirements, please contact the AV Coordinator, Mr. Mike Perchig on nest@nest-av.com.
11Room 3A of the Autoimmunity 2018 Congress
• Front projection screen, image of H1.60 X W2.80 meters
• Data projectors, 3000 ansi-lumens incl. all the required cabling.
• Countdown Timer monitor in front of the lectern.
• Laptop computer for PowerPoint presentations, 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, including 3 wired microphones ( head table, lectern, Questions & Answers) with
stands (floor/table), 1 wireless tie-clip microphone and connection to sound from computers (mini PL plug) at the lectern.
• AV technician to operate the above-mentioned systems
For any additional AV requirements, please contact the AV Coordinator, Mr. Mike Perchig on nest@nest-av.com.
12Innovative 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
13SECTION 6: Symposium Promotion
Symposium Title
If there are any changes to your Symposium title or program, or you have not yet provided your complete program details, please
inform Ms. Sari Berkowitz at sberkowitz@kenes.com, as per the deadline already provided.
Final Program Advertising
For Supporters entitled to adverts in the final program as per their signed contract, please email adverts to Mr. Robert Nesbitt at
rnesbitt@kenes.com, as per the deadline already provided, in one of the following formats at a resolution no less than 300 dpi: EPS,
Illustrator, JPG or PDF.
Please refer to the following diagram for advert dimensions for the final program.
Symposium Invitation Bag Inserts
Should you be entitled to a bag insert as per your contract, please follow the below procedure:
1. Please email the invitation draft (including graphic design) prior to printing for approval to Mr. Robert Nesbitt at
rnesbitt@kenes.com, no later than Monday, April 2, 2018.
2. The bag insert should not exceed double sided print in standard A4 dimensions.
3. A quantity of 2200 inserts is requested.
Inserts / Display material need to arrive at the venue no later than 12:00 on Friday, May 11, 2018 for inclusion in the congress bags.
1415
Printed invitations need to be shipped according to the shipping instructions at the end of this manual.
Hermes-Exhibition and Projects, Ltd. is the official Freight Forwarding agent for the AUTOIMMUNITY 2018 Congress and Exhibition
and is the exclusive agent for move in and move out of the venue during the Congress.
All shipments and deliveries, including by courier, must be coordinated with Hermes.
In order to receive a price quote for handling and to assure receipt of sent materials, please complete the “Material Handling and
Payment Confirmation” form at the end of this manual and return to Ms. Zehavit Akerman at zehavitak@hermes-exhibitions.com.
You will then receive confirmation of your material arrival.
If you have any questions relating to shipping, please contact Hermes on the details below:
Hermes-Exhibition and Projects, Ltd.
Ms. Zehavit Akerman
Tel: +49 69 747 848
Mobile: +972 52 511 4982
Email: zehavitak@hermes-exhibitions.com
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 information, please refer to SECTION 9: Shipping, Tariffs, Material Handling and Shipping Labels.
16Symposium Signage
Symposium organizers have the option to create promotional signage according to the below guidelines. All symposium signage
should be produced by the company.
The following may be displayed (and provided by the Symposium organizer):
1. Session Hall Signage
• Self-Standing Sign (optional)
• 1 x stand alone sign (approx. W85cm x H200cm) 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 vertical sign placed 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.
17SECTION 7: MISCELLANEOUS INFORMATION
Catering
The catering in the CCL - Centro de Congressos de Lisboa, Lisboa Congress Centre is exclusive and needs to be requested in
advance.
Sponsors who wish to order food and beverages for their symposium, meeting/hospitality room are welcome to do so directly
with the Venue Caterer. Please contact Ms. Sónia Vilarinho at svilarinho@palacecatering.pt for further details.
Please advise the Meeting Planner, Robert Nesbitt at rnesbitt@kenes.com in advance if you will be providing lunch to participants
during your symposium.
Coffee Breaks and Lunches
For your information, refreshments and lunches (included in the registration fee) will be served in the exhibition area during official
breaks.
Meeting / Hospitality Rooms
Sponsors interested in hiring a meeting or hospitality room during AUTOIMMUNITY 2018, should please contact MS. Noa Freilich
Pollack at nfreilich@kenes.com. Rooms are available on a first come first served basis.
18SECTION 8: Lead Retrieval Wireless Barcode Reader
Lead Retrieval is a helpful tool for receiving contact information about participants who visit your booth or attend your symposium.
Deadline for ordering Lead Retrieval: Monday, April 16, 2018
Lead Retrieval Application (device not included).
The Application should be installed on your company/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
Mini Scanner
• No editing capabilities
• Basic participant info
• Pocket size
• Cost per unit - € 300.00 + 4% CC charges
19Please 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.
• Kenes Group 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 Supporter’s & Exhibitor's Portal
Please click here to log in to the Portal
If you have not yet received your log-in details, please contact hsafier@kenes.com
20SECTION 9: Shipping, Tariffs, Material Handling and Shipping Labels
CUSTOMS CLEARANCE, FREIGHT & MATERIAL HANDLING
Hermes-Exhibition and Projects, Ltd.
Ms. Zehavit Akerman
Tel: +49 6173 966 95 28
Mobile: +972 52 511 4982
Email: zehavitak@hermes-exhibitions.com
Hermes-Exhibition and Projects, Ltd. is the official Freight Forwarding agent for the AUTOIMMUNITY 2018 Congress and Exhibition
and is the exclusive agent for move in and move out of the venue during the Congress.
All shipments and deliveries, including by courier, must be coordinated with Hermes.
In order to receive a price quote for handling and to assure receipt of sent materials, please complete the “Material Handling and
Payment Confirmation” form on the following page and return to Ms. Zehavit Akerman at zehavitak@hermes-exhibitions.com. You
will then receive confirmation of your material arrival.
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.
To view the full AUTOIMMUNITY 2018 Shipping Instructions, including Tariffs, Material Handling and Shipping Labels please
select the relevant links on the following page:
21Shipping Instructions Shipping Labels
Shipping Instructions – Inserts and Display Material Bag Inserts Shipping Label – Portugal Warehouse
Material Handling and Payment Confirmation Form Bag Inserts Shipping Label – Germany Warehouse
Display Material Shipping Label – Portugal Warehouse
Display Material Shipping Label – Germany Warehouse
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