SPONSORED SYMPOSIUM MANUAL - AAT-AD/PD
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Sponsored Symposium Manual
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 Audio Visual Coordinator
Kenes International Organizers of Congresses For extra AV order and technical rehearsals
S.A. Mr. Mike Perchig
Rue François-Versonnex 7 nest@nest-av.com
1207 Geneva, Switzerland
Tel: +41 22 908 0488 Industry Liaison and Sales Associate
Fax: +41 22 906 9140 Ms. Judit Gondor
http://www.aat-adpd.kenes.com/2018 +41 22 9080488 Ext. 531
jgondor@kenes.com
Meeting Planner
Mr. Robert Nesbitt Registration Manager
+41 22 9080488 Ext. 590 Ms. Adi Zur
rnesbitt@kenes.com +41 22 9080488 Ext.398
azur@kenes.com
Programme Coordinator
Ms. Joanne Katz Group Hotel Reservation
+41 22 9080488 Ext. 920 Ms. Elda Hehle
jkatz@kenes.com +41 22 9080488 Ext.631
ehehle@kenes.com
3
OFFICIAL CONTRACTORS CONTACT INFORMATION
CATERING CUSTOMS CLEARANCE & FREIGHT HANDLING
Catering is exclusive to the venue and needs to be Hermes-Exhibition and Projects, Ltd.
ordered in advance. For orders please contact: Ms. Zehavit Akerman
T: +49 69 747 848
Mr. Francesco Barbera M : +972 52 511 4982
NH Lingotto Hotel zehavitak@hermes-exhibitions.com
Via Nizza, 262, 10126 Torino
T: +39 011 664 2807
M: +39 344 066 7185
f.barbera@nhhotelgroup.onmicrosoft.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
Wednesday, January 17, 2018
approval/ad for final program
Must be received in full by before the
Payment of Invoice Balance
conference opens
Shipment via Milano warehouse No later than March 8, 2018
Goods should be custom cleared!
March 14, 2018 subject to confirmation in
Direct Deliveries to Congress Venue 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
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.
Head Table Recommended size for branding
1.60m wide x 0.74m height * Please Note: The general stage setting includes
5mm Foam board or similar rigid decoration, front projection screen in the center, 1 speaker
material is recommended for lectern and head table (2 modules). If a different setting of
branding. 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.
910
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
11SECTION 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
1213
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.
14SECTION 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
15Order - 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
16SECTION 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.
17General 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 DEADLINE
Door to door shipments Please contact Hermes – Merkur
Airfreight shipments Please contact Hermes – Merkur
Shipment via Milano warehouse No later than March 8, 2018
Exhibition goods - Direct deliveries to March 14, 2018 subject to
Congress venue confirmation in advance
Dismantling / Breakdown March 17, 2018
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
18SECTION 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
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