Industry Symposia – General Information
The information presented here is subject to change.
Final guidelines and deadlines will be as published in the Industry Symposia Manual
you will receive approximately 3 months prior to the event.
Industry Symposia Timetable
Industry Supported Sessions timetable will be published on the event website under “Support & Exhibit” tab.
Important notes:
- Industry Supported Sessions are not included in main meeting CME/CPD credits.
- In order to support you in the best possible way, please share your plans and requirements with us. This information is invaluable for the success of your session. Please liaise directly with the Industry Coordinator.
- We recommend arriving early to set up the hall prior to the start of your Symposium. A member of the Kenes Operational team will be available onsite should you need any assistance.
- Handouts are allowed to be distributed at the entrance to the Symposium hall; however, it is NOT permitted to place material on the seats 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 for the day’s events to run smoothly. An updated program can be found on the event website.
Industry Symposia Title and Program
Deadline: as early as possible and no later than 6 weeks prior to the Conference.
Please submit the final Symposium program using the Agenda Format via email to dyosifova@kenes.com as early as possible and no later than 6 weeks prior to the Conference.
The proposed program 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 program after submission, please update the Industry Coordinator: Diyana Yosifova at dyosifova@kenes.com
If you wish to have your Symposium recorded, please contact our Product Marketing Team: Ms Olaya Espejo at oespejo@kenes.com.
Catering/ F&B
- Catering is exclusive to the venue and should be ordered in advance.
- Supporters who wish to order food and beverages for their symposium should contact the Industry Coordinator.
Speakers' 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.
AV
AV Equipment Onsite for IPVS 2025, As of July 31st, 2025
Ballroom 4
- Large front projection screen in the center, image of H6.75 X W12 meters approx. (see sample photo below)*.
- 2 x High-powered Data projectors (Main and back-up) 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.
- 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, operated by the technicians at the AV Control desk.
- 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 40″ Plasma screen installed in each front, facing the audience, projecting a PPT with the name of the speaker (see sample photo below)*.
- Wireless PowerPoint advancer/clicker (we recommend using the cursor of the laptop computer as a pointer).
- P.A. (sound) system, which covers the hall and the stage, including wired microphones for the head table, lectern and 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.
- Colorful Lighting on stage
- 5 x AV technicians to operate the above-mentioned systems.
For demonstration only (taken in other Venues)
For Sponsors’ Symposia being held in Ballroom 4, the company “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
Halls 109A and 109E (in each)
- 4 x front projection screens, image of H2.8 X W5 meters approx. (16.9 ratio) each
- 4 x 7500 a.l. Data projectors, incl. all the required cabling, for projecting the PowerPoint on the screens (same image on all screens)
- 42” Confidence monitor in front of the head table, showing the same image as projected on the main front projection screen.
- Countdown Timer monitor in front of the lectern, operated by the technicians at the AV Control desk.
- 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).
- P.A. (sound) system, which covers the hall and the stage, including wired microphones for the head table, lectern and 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.
IPVS Hub
- 2 x 70” monitors on high floor stands
- Laptop computer for PowerPoint presentations, including English version of Windows and Office, USB port, sound card – located at the lectern
- Wireless PowerPoint advancer/clicker (we recommend using the cursor of the laptop computer as a pointer).
- P.A. (sound) system, which covers the space, including a wired microphone and a connection to sound from computers (mini PL plug) at the lectern, 2 wireless microphones.
- AV technician to operate the above-mentioned systems.
If you have any AV related query, please contact directly the Conference Audio Visual Coordinator, Mike Perchig at: nest@nest-av.com.
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 20-min technical rehearsal is offered free of charge; however additional charges may apply, depending on hall availability, rehearsal requirements and overtime of the technicians.
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 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 at least 2 hours before the start of the session or as soon as you arrive at the venue in the morning. 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.
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.
Symposium Signage (Optional)
Symposium supporters have the option to create signage promoting their symposium according to the below guidelines.
The symposium signage should be produced by the supporter.
Notice: Due to CME/CPD accreditation criteria, the following rules apply:
- You may not place signage advertising your symposium in any other locations unless coordinated with Kenes staff onsite;
- Please make sure to indicate the following disclosure on the signs: This symposium is not included in main event CME/CPD credits
1. Symposium Hall Signage:
Self-Standing Sign at the Entrance
1 x stand-alone sign can be placed at the entrance of the symposium hall 30 minutes prior to the symposium published start time. Maximum dimensions: 85cm wide x 200cm high.
Stage Banners
1 x free standing vertical sign can be placed on/next to the stage. Maximum dimensions: 150cm wide x 250cm high.
2. Self-Standing Signage in the Exhibition:
The Supporter is entitled to place one sign (Maximum dimensions: 85cm wide x 200cm high) advertising the Symposium on the day of the symposium only. The sign may be placed in the Exhibition area during Exhibition opening hours. Please liaise onsite with the Industry Coordinator and Exhibition Manager regarding exact time and location.
Symposium Badges
Each symposium organiser is entitled up to 10 Symposium badges which allow access to their Industry Session only. These badges will not display individual names.
Symposium badges will be prepared upon request only and can be collected at the Registration desk 2 hours prior to start of your Industry session. Symposium Badges needs to be returned to the Registration desk after the session has ended.
Wi-Fi
Free Wi-Fi will be available at the meeting venue. Please be aware that public Wi-Fi capacity is limited. Therefore, it is restricted to email and web browsing activity. Should you require Wi-Fi or an internet line during your session, please let us know in advance and we will send you a quote.
Waste Disposal
Please note that it is the supporter’s responsibility to leave the session hall in a clean and tidy manner once the session has finished. Any items such as leaflets, banners, roll-ups must be removed from the hall at the end of the session. Any discarded waste, including promotional material, left behind will be removed by the event’s organisers at the expense of the supporter concerned.
Badge Scanner/ Lead Retrieval System
Lead Retrieval Wireless Barcode Readers can be a helpful tool for receiving contact information about participants who attend your session.
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.
Barcode readers may be rented in advance via the Exhibitors’ Portal no later than 2 weeks prior the event.
Lead Retrieval systems are a helpful tool for receiving participants’ contact information when they visit your booth or your session. Information obtained by the lead retrieval system enables Exhibitors to enhance their database by securing valuable leads for further marketing and communication.
We are pleased to offer you the K-Lead Application. Exhibitors 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’ full contact information with a quick scan of their badge.
The 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: $ 750 (excluding 4% credit card charges fees, excluding VAT if applicable)
Device is NOT included!
Deadline: 2 weeks prior to the event
Onsite rate of $ 850 will be applied for orders received after above deadline.
Are you ready to revolutionize the way you collect and manage leads at your next event?
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: $ 750
With K-Lead Plus, every scan is a step towards a stronger business relationship.
Elevate your event networking and turn leads into valuable partnerships with ease and efficiency.
Don’t just meet leads; master the art of follow-up with K-Lead Plus. Get started today and experience the difference real engagement makes!
To order K-Lead and K-Lead Plus, please access the Exhibitor’s Portal https://exhibitorportal.kenes.com.
Important Notes:
- 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.
Blackout Policy
We respectfully request that all supporters (sponsors, exhibitors, special interest groups, and other stakeholders) comply with the conference blackout policy and refrain from holding organized meetings or events in parallel to the scientific program.
Innovative Products for Industry Supported Sessions Onsite
Maximize your Participant Experience – Use our innovative technologies for your Session!
Kenes is proud to deliver a wide variety of quality onsite technology products and services.
We offer exclusively:
- Live Streaming, Sessions Recording and many more products designed for capturing and recording your session content.
- Voting, Evaluations, and more products designed for increasing participants’ 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!
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 6 weeks prior to the event. Orders received after the deadline will incur rush fees.