Exhibitors and Supporters Portal

Each supporter will receive an e-mail with login details to access the Portal. The Portal enables supporters to:

• Submit company logo and profile
• Order lead retrieval (badge scanners)
• Order exhibitor badges
• Submit documents for the acquired items.

The login details will be sent to the person signing the contract. This person is responsible for passing on the login details to third party if needed.

Access to all Portal services will be available only after submission of your company profile and logo. Only deliverables as indicated in your contract, should be submitted via the Portal. Items not included in your contract will not be processed.

Please do not hesitate to contact us for further information or assistance.

We look forward to welcoming you in Edinburgh and wish you a successful and fruitful Conference!

Action Item (Please refer to your signed contract)	Deadline	Contact Person
Staff Hotel Reservation	As soon as possible	https://hotels.kenes.com/Conference/IPVC24
Payment of Invoice Balance	Must be received in full one week prior to the Meeting	Pazit Hochmitz phochmitz@kenes.com
Symposium Final Program (for approval by Scientific Committee)	Friday, September 6	Please send by email in the requested specifications to Industry Coordinator: vmota@kenes.com or through the Exhibitor Portal
Advertisement inside the Program book	Friday, October 11
Promotional E-mail Blast (pre and post)	2 weeks before the scheduled date
Text for Push Notifications for Mobile app	Friday, October 11
Mobile app adverts	Friday, October 11
Badge Scanner/   Lead Retrieval System	Friday, November 1	To reserve your Scanners, please refer to the on‐line Exhibitor’s Portal
Placing orders for Live recording/ streaming/ Voting/ ’Ask the Speaker’ and other Technology Products and Services	As early as possible, preferably before Tuesday, October 1	Jimena Meymar jmeymar@kenes.com
Hostesses & Temporary Staff Hire	TBC	Recommended supplier Off to Work
Catering Services	Monday, October 8 2024	karend@eicc.co.uk
Symposium Stage set up changes and Meeting room Set up changes	Friday, October 18	Victor Mota vmota@kenes.com
Audio Visual – scheduling Tech rehearsal	Please directly contact the AV coordinator	Mike Perchig nest@nest-av.com
Audio Visual – placing orders for extra AV for the Sponsored Symposia and AV for Meeting rooms ONSITE	As early as possible and no later than Friday, October 18 Orders received after the deadline will incur rush fees	Mike Perchig nest@nest-av.com
Shipping & Material Handling Services
Door to door	Please contact Merkur Expo Logistics no later than November 4	MERKUR Irit Sofer irit.sofer@merkur-expo.com
Airfreight shipments
Shipment via Advance Warehouse
Direct to the Venue	Subject to time slot only full load trucks

Timetable 

Day	Starting Time	Ending Time	Hall	Company Name	Agenda Details
Tuesday, 12 November	11:35	13:05	Pentland Auditorium		Click Here
Wednesday, 13 November	12:20	13:30	Sidlaw Auditorium		Click Here
Friday, 15 November	12:40	13:40	Fintry Auditorium		Click Here
Friday, 15 November	12:40	13:40	Sidlaw Auditorium		Click Here

• Industry Symposia are not included in the main Conference CME/CPD credit.
• Please coordinate when you would like to set up the hall prior to the start of your Symposium with vmota@kenes.com. A member of the Kenes Operational team will be available should you need any assistance.
• Handouts can be distributed at the entrance to the Symposium Hall; however, it is NOT permitted to place material on the chairs inside the hall.
• Printed tent cards placed on the head table are allowed and should be produced and provided by Supporter.
• 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 IPVC 2024 Website

Catering

• Catering is exclusive to the Venue and should be ordered in advance by contacting karend@eicc.co.uk no later than, Monday, October 8 2024.
• Supporters who wish to order food and beverages for their symposium, meeting/hospitality room or exhibition booth, are welcome to do so directly with them.
• Food and drinks are allowed to be taken into the symposium halls (excluded hot dishes). If you are considering having catering together with the symposium, please note that additional charge will be applied for cleaning the hall immediately following the

If you are planning to have catering/lunch boxes together with the symposium, it is recommended to indicate in all publications that lunch/refreshment will be served as long this is not contradicting the supporter’s internal compliance policy.

Speaker’s Expenses

IPVC 2024 will not cover Industry session(s) speaker expenses.

As indicated in the sponsorship agreement, the supporting company, in addition to the support fee, must cover all speakers’ expenses, including registration fees, accommodation and travel expenses. This also applies in the case where the Sponsored Symposium speakers have already been invited by the Conference.

Technical Rehearsal Onsite
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
A technical rehearsal is offered free of charge; however additional charges may apply, depending on hall availability, rehearsal requirements and overtime of the technicians.

 Please note that the head table and lectern will be branded with the general Conference branding.

* If you are interested to have your own company branding for the head table or lectern, please contact eganot@kenes.com to check the availability.

For alternative/additional arrangements please contact the Industry Coordinator at eganot@kenes.com

All stage change requests must be communicated in advance with the Industry Coordinators to ensure that there is sufficient time between sessions for implementation.

Rooms are located in the ground floor. You can make a virtual tour on the following link https://www.eicc.co.uk/organising/the-venue/

Audio-Visual (AV) Equipment

Pentland Auditorium, IPVC 2024

• Large front projection screen, image of H4.5 X W8 meters approx. ( see photo below )*.
• 2 x High-powered Data projectors to create the panoramic background image and to project the PowerPoint & Video images as picture-in-picture “windows” on the screen.
• Data/Video control system, including a seamless Data/Video switcher and all necessary cabling ( opening picture-in-picture “windows” and adding titles of the speakers on the central screen, etc. ).
• Video camera, to capture the face of the speaker at the lectern for live close-circuit projection during presentations and discussions.
• 50” Confidence monitor in front of the head table, showing the same PowerPoint & Video images as projected in the large picture-in-picture “window” on the central 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.
• Designed lectern with a Portrait 49″ Plasma screen installed in each front, facing the audience, projecting a PPT with the name of the speaker ( see photo below )*.
• Wireless PowerPoint advancer/clicker ( we recommend using the cursor of the laptop computer as a pointer ).
• A. (sound) system, which covers the hall and the stage, including wired microphones for the head table and the lectern, wireless microphones for the Questions & Answers, stands for the microphones (floor/table), wireless headset microphone and connection to sound from computers at the lectern.
• Audio monitors for the lectern and the head table.
• Lighting system, illuminating the lectern and the head table.
• Colorful Lighting on stage
• 4 x AV technicians to operate the above-mentioned systems ( incl. a camera operator ).

For demonstration only ( the photos were taken in other Venues )

The Sponsor’s “virtual” banners on the Panoramic screen and in front of the lectern will be projected.
Please contact the Audio-Visual Coordinator, Mr. Mike Perchig (e-mail: 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.

 

Fintry Auditorium 

• Front projection screen, image of H2.25 X W4 meters approx.
• Data projector, at least 7500 ansi-lumens
• 22” Confidence monitor on the head table, showing the same PowerPoint image as projected on the main 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.
• Wireless PowerPoint advancer/clicker ( we recommend using the cursor of the laptop computer as a pointer ).
• A. (sound) system, which covers the hall and the stage, including wired microphones for the head table, the  lectern and the Questions & Answers, stands for the microphones (floor/table), wireless headset microphone and connection to sound from computers at the lectern.
• Lighting system, illuminating the lectern and the head table.
• 2 x AV technicians to operate the above-mentioned systems.

 

Sidlaw Auditorium, 

• Front projection screen, image of H2.25 X W4 meters approx.
• Data projector, at least 7500 ansi-lumens
• 22” Confidence monitor on the head table, showing the same PowerPoint image as projected on the main 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.
• Wireless PowerPoint advancer/clicker ( we recommend using the cursor of the laptop computer as a pointer ).
• A. (sound) system, which covers the hall and the stage, including wired microphones for the head table, the  lectern and the Questions & Answers, stands for the microphones (floor/table), wireless headset microphone and connection to sound from computers at the lectern.
• Lighting system, illuminating the lectern and the head table.
• 2 x AV technicians to operate the above-mentioned systems.

 

Presentations Upload Onsite

If you are using a PowerPoint presentation (or any other PC-based application), please note that you have to deliver it on a USB Memory stick to one of the technicians in the Speakers’ Ready Room as soon as you arrive at the Venue in the morning – and at least 1 hour (2 hours in case is a different format than .ppt)before the start of the session.

Please note that the Computers for the Presentations will be supplied with Office 2019 (at least) and the native ratio of the projection on the screens in the halls is 16:9.

 

If you include video clips in your PowerPoint presentation, be sure to test it with the technician in the Speakers’ Ready Room as soon as you arrive at the venue.

Please make sure to check it with the technician in the session hall where your lecture is taking place, during a coffee or lunch break prior to your session, at least 30 minutes before the start of the session – even after checking it in the Speakers’ Ready Room.

IMPORTANT NOTE FOR MACINTOSH USERS

To use MAC presentations on the PC compatible meeting computer, please note that you need to prepare it according to the instructions below, before taking it to the speaker room:

• Convert it to PowerPoint or PDF.
• Use a common font, such as Arial, Times New Roman, Verdana etc. (Special characters might be changed to a default font on a PowerPoint-based PC).
• Insert the images as JPG files (and not TIF, PNG or PICT – these images will not be visible on a PowerPoint based PC).

As previously mentioned, we strongly recommend scheduling a technical rehearsal and testing the presentations during the rehearsal. Please plan directly with the Meeting Audio Visual Coordinator.

If hasn´t been done yet. Please submit the final symposium programme using the attached Agenda format via email to vmota@kenes.com as early as possible and no later than September 6. The proposed programme should include:

• Session Title (up to 110 characters including spaces)
• Session Description (up to 200 words, you can also include hyperlinks inside of it)
• Speaker Presentations Titles
• Timing – duration of each speaker presentation and full timing of the agenda
• Speaker/Moderator Full Name
• Speaker/ Moderator Country
• Speaker/ Moderator E-mail
• Speaker/ Moderator Affiliation
• Speaker/ Moderator Bio and Photo (please see specs below)

Please see below specs for Speaker Bio and Photo.

• Speaker Bio – up to 200
• Speaker Photo – 180×240 px, JPG Format

In case of changes to your symposium title or Programme after submission, please update the Industry Coordinators: Victor Mota vmota@kenes.com

If you wish to live stream your session from the Hall to the platform, please contact our Product Marketing Team at jmeymar@kenes.com

Guidelines to follow when creating your promotional items and content

• All promotional items must be sent to eganot@kenes.com in advance, in order to proceed with the committee’s approval.
• Meeting banner should NOT be used in any promotional materials created by the supporter.
• Materials created by companies should NOT utilize the main event marketing look and feel.
• When promoting your symposium, you are allowed ​to use the phrase: “Official symposium of IPVC 2024”, which will take place in Edinburgh, UK. November 12-15, 2024. This session is not included in main event CME/CPD credits

In addition, it is not permitted to use the IPVC 2024 on any of the symposia materials.

Mobile App Push Notification

For supporters entitled to a push notification as per their signed contract, kindly submit the text no later than Friday October 11, through the exhibition portal or via email to eganot@kenes.com according to below guidelines: 

• Message Title – Maximum 40 characters including spaces.
• Message body – Maximum 140 characters including spaces.

Preferred date and exact local time, please coordinate with your industry coordinator.

• Important notes:
  • Please specify your preferred date and local time – when submitting the text. We will do our best to accommodate this request. The final schedule of the push will be determined closer to the conference, considering the overall push notifications schedule of the conference.
  • Push notifications will be sent out during official breaks only in order not to disturb the participants who are inside session halls when sessions are taking place.
    The updated program timetable including list of breaks can be found on the conference website under “Scientific Program” page (https://cslide.ctimeetingtech.com/ipvc24/attendee).
  • Content is subject to the approval of IPVC.
  • Please make sure to indicate company name either on the title or in the message body.
  • Push Notifications via the mobile app are sent only to participants who download the app and accept to receive notifications.
  • Push notifications look different across various browsers, device types, and operating systems.

Mobile App Advert

For Supporters sponsoring the App please send via email to eganot@kenes.com

Deadline: Friday, October 11

File format: PNG or JPG (up to 800 kb)

Size: 780px x 1688px

We recommend avoiding using small text, so the advert could be readable when displayed on a mobile screen.

 

E-Programme Advert

For supporters entitled to an advert in the E-Programme, please send through the portal or via email to eganot@kenes.com a jpg or pdf image with the bellow dimensions no later than Friday, October 1.

Size: A-5 Vertical. 14.8cm wide x 21cm height

 

Promotional Email Blast – Exclusive

Sponsors entitled to an Industry Mailshot as per their signed contract, please click here for the design requirements. Please make sure to forward these guidelines to your web-designer/programmer. Please upload the HTML version of your mailshot and other relevant files together in zip folder and send us everything with the subject line to  eganot@kenes.com later than 2 working weeks before your scheduled date for send out of your mailshot.

You are free to use the following templates.

Important notes for both Pre and Post meeting Mailshots:

• It is not allowed to use the society logo.
• The event’s banner will be added to the webmail’s header by Kenes.
• The “From” field will be “IPVC 2024 Supporters”.
• The exact launch date will be determined by Kenes in due course.
• The E-mail Blast will be sent out to the preregistered delegates who have agreed to receive promotional material from supporters.
• Content received after the deadline may be processed for an additional fee

 

Image in an official mailshot

Please forward you image through the exhibitor portal https://exhibitorportal.kenes.com or via email to me keeping in mind the following information:

• URL and Image according to the following specs: JPEG format, size: Width 800px, Height (up to) 400px
• Advertisement may NOT mention a commercial product(s) or brand name(s).
• Advertisement may NOT promote a specific session that mentions a product or a specific drug.
• Content is subject to the approval of the Conference Committee.
• Supporters that cannot meet the set deadline and/or content was declined, might miss the opportunity of having their advertisement included in the designated/scheduled mailshot.
•  Mailshot topics and launch date are subject to change according to internal requirements and conditions.

 

Social media post

Please forward the content, the social media platform selected and the launching date at least 2 weeks in advance. The post may include image and text.

Image: For the visual should be 1600×900 px. – JPEG or PNG

Text: The official length of the text (spaces included) for the posts is below, obviously, we recommend keeping the message clear, short, and concise. The aim is to catch the followers’ attention and quickly communicate your message (which is to encourages them to join your session or visit your booth).

• Twitter: 280 characters
• LinkedIn: 1300 characters

Symposium Signage Onsite (Optional)

Symposium supporters have the option to create signage promoting their symposium according to the below guidelines.

Session Hall Signage 

• Self-Standing Sign at the Entrance
  One stand-alone sign to be placed at the entrance of the session hall 30 minutes prior to the sessions published start time.
• 1 x free standing vertical sign to be placed on/next to the stage. Maximum dimensions: 85cm wide x 200cm high.

Self-standing signage in the Exhibition Area

The Supporter is entitled to place one sign (W85cm x H200cm) advertising the Symposium on the day of the session only. The sign may be placed in the exhibition area during exhibition opening hours. Please liaise onsite with the Kenes Staff.

Due to CME/CPD accreditation criteria, you may not place signage advertising your symposium in any other locations unless coordinated with Kenes staff onsite

Wi-Fi

Free Wi-Fi will be available at the event venue. Please be aware that public Wi-Fi capacity is limited. Therefore, it is restricted to email and web browsing activity. Exclusive wired internet and Wi-Fi connection can be ordered through the industry coordinator vmota@kenes.com

 

Meeting Rooms / Hospitality Rooms

Supporters interested in renting a meeting room during IPVC 2024 should contact Industry Liaison & Sales, Mr. Sherwin Gentle. sgentle@kenes.com

• A/V is not included in the price and can be ordered from Congress A/V coordinator.
  • Contact: Mike Perchig
  • E-mail:  nest@nest-av.com
  • Kindly specify the name of the Sponsor/Exhibitor when approaching and cc vmota@kenes.com
• F&B is not included in the price and can be ordered directly from the catering.
  • EICC
  • Contact: Karen D´Ulisse
  • Email: karend@eicc.co.uk
  • Kindly specify the name of the Sponsor/Exhibitor, room and dates when approaching the caterer and cc vmota@kenes.com
• Meeting room Setup changes. Please inform of the set-up you desire for the meeting room no later than Monday, October 14.

 

Waste Disposal

Please note that it is the supporter’s responsibility to leave the symposium session hall in a clean and tidy manner once your symposium has finished. Any items such as leaflets, banners, roll-ups must be removed from the hall at the end of your session. Any discarded waste, including promotional material, left behind will be removed by the Meeting organizers at the expense of the supporter concerned. Extra cleaning services can be ordered to the Venue through the following form https://goodeats.io/EICCEvents.

 

Hostesses & Temporary Staff Hire

To hire hostesses for your session, please contact the recommended supplier Off to Work

 

Onsite Badges

Each supporter is entitled to 10 Symposium badges which allow access to the supporter’s symposium only (Individual names will not appear on the badges). Symposium badges can be collected 2 hours prior to the session from the Registration Desk and should be returned to the desk after the session ends.

 

Catering

Catering is exclusive to the Venue and should be ordered in advance by contacting Karen D´Ulisse, karend@eicc.co.uk no later than, Monday, October 8 2024.

Lead Retrieval Wireless Barcode Readers can be a helpful tool for receiving contact information about participants who attend your symposium. We are pleased to offer you the K-Lead Application. Supporters can download the K-Lead app onto their own smart phone or tablet and transform their device into an instant, easy lead retrieval system and capture participants’ contact information with a quick scan of their badge.

 

Advantages of the K-Lead application:

• Seamless Integration: Download directly to your device; no extra hardware needed!
• Effortless Scanning: Quickly scan attendee badges to capture leads.
• Customizable Notes: Add personal comments to each lead for better follow-up.
• “Quick Scan” Function: Ability to quickly scan delegates as they enter the symposium hall.
• Instant Access: Get real-time lead information for immediate engagement.
• Universal Compatibility: Download from the Apple Store or Google Play using “Kenes K-Lead App.

 

Cost per unit: EUR 700 (excluding 4% credit card charges fees, excluding VAT if applicable).
Device is NOT included!

Deadline: 2 weeks prior to the conference

Onsite rate of EUR 850 will be applied for order received after above deadline.

 

Unlock the Power of K-Lead Plus: 

• Automated Follow-up Emails: Immediately after scanning, send personalized emails to every lead. Make every connection count without lifting a finger!
• Tailored Email Customization: Craft the perfect message with customizable subject lines, email content, and signatures. Attach PDFs to add a polished, personal touch that stands out.
• Timely Engagement: Say goodbye to the hassle of manual follow-ups. K-Lead Plus handles it by sending tailored emails right after each scan, keeping your brand top of mind.
• Trackable Insights: Monitor how your emails perform with engagement metrics. Learn what works and refine your strategies for maximum impact, ensuring you’re always improving.
• Compatibility: K-Lead Plus requires at least one K-Lead license purchased.

Cost for K-Lead Plus: EUR 750 

 

Key Notes for K-Lead and K-Lead Plus: 

• Device Not Included: The application must be installed on your personal or company device (tablet/smartphone).
• Reliable Data: Participant badge barcodes carry contact details as provided by registrants or their agencies. Note: Group registration may contain generalized information.
• Content Responsibility: Information content is managed by the registrant or their agency, not Kenes Group or the Organizing Committee.
• Easy Reservation: Secure your Wireless Barcode Reader in the Exhibitor’s Portal https://exhibitorportal.kenes.com.
• GDPR Compliance: We’ve updated our privacy policy in compliance with GDPR. Your personal data won’t be shared without consent. Presenting your badge for scanning implies consent to share your details.
• By purchasing the K-Lead and the K-Lead Plus, Exhibitors and Sponsors agree to Data Processing Agreement.

How to order K-Lead and K-Lead Plus? -> Please access the Exhibitor’s Portal

https://exhibitorportal.kenes.com

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:

• Live Streaming and many more products designed for capturing and recording symposium content.
• Voting, Evaluations, and more products designed for increasing participant’s interaction during symposium sessions.
• Translation services for any language are available in two options. The conventional approach involves local interpreters and the use of headphone receivers. Alternatively, we offer a cutting-edge AI-powered solution. With this innovative method, participants can access live translations and captions seamlessly by scanning a QR code on their mobile phones.

 

We also provide tailor made customized solutions – contact us to make it happen!
For more onsite products opportunities and price quotes – Click Here

PLEASE NOTE: All product solutions are offered exclusively by Kenes Group.

Please contact us to discuss your needs and our relevant solutions.

Please submit your order by Tuesday, October 1. Orders received after the deadline will incur rush fees.

Delivery & Logistic Services

Merkur Expo Logistics GmbH has been appointed the official forwarding agent and clearance agent for IPVC24. We offer the following services: customs clearance, delivery to the booth, 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 Merkur is the exclusive agent nominated by the organizer for move in and move out handling of empties for the congress.
Exhibitors and booth builders 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 Merkur.

 Contact Details:

Merkur Expo Logistics

Contact: Mrs Irit Sofer

Mobile: +972-52-8890129

E-mail: irit.sofer @merkur-expo.com

 

Full instructions can be found here.

Label via Germany warehouse here

Pre advise handling form here

Kenes Contacts:

Conference Organiser

Kenes Group
Rue François-Versonnex 7
1207 Geneva, Switzerland
Tel:  +41 22 908 0488
Fax:  +41 22 906 9140

Hotel Sales Manager

Anna Ivanova
Tel: +41 22 908 0488 Ext: 292 | E-mail: aivanova@kenes.com

Industry Coordinators    

Aleksandra Sinapova                                                                                                                       

Tel: +41 22 908 0488 Ext: 217 | E-mail: asinapova@kenes.com           

Stephanie Stoyanova                                                                                                                       

Tel: +41 22 908 0488 Ext: 251 | E-mail: sstoyanova@kenes.com

Audio Visual Coordinator

Mike Perchig                                                              

E-mail: nest@nest-av.com

Industry Liaison & Sales
Judit Gondor
Tel: +41 22 908 0488 Ext: 531 | E-mail: jgondor@kenes.com

Registration Specialist
Tsvetina Berova
Tel: +41 22 908 0488 Ext. 255 | E-mail: reg_attd24@kenes.com

Product Marketing Coordinator                            

Jimena Meymar             

E-mail: jmeymar@kenes.com

---

Contractors:

 

Catering

Gerist Ricevimenti

For catalogue, please click here

For order form, please click here

Onsite Logistic Agent, Material Handing & Customs Clearance Agent

Merkur Expo Logistics GmbH

Mrs Patrici Zintel

Mobile: + 49 (0) 6173 966 95 13

E-mail: patricia.zintel@merkur-expo.com

Merkur is the exclusive handler inside the venue.

Hostesses & Temporary Staff Hire

MILLENIUM VIAGGI E VACANZE SRL

Marina Millenium

Email: marina.millenium@outlook.it – marina@milleniumviaggi.it

Florist

IL GIARDINO DELLE FATE

Sandra Meoni

Email:sandra@ilgiardinodellefate.it