Industry Symposia Manual - EPA 2020 Congress
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Industry Symposia Manual
January 2020
Dear Supporter,
We are happy to present you with the EPA 2020 Industry Symposia Manual. The EPA Congress will take
place on March 28 ‐ 31, 2020 at the IFEMA Municipal Palace in Madrid, Spain.
Venue address:
IFEMA Municipal Palace
Avenue Capital de España Madrid, 7 28042 Madrid
Tel: + 34 917 225 074
Website: www.ifema.es/en
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. Please forward this manual to everyone who is working on this project.
Exhibitor Portal
Each supporter will receive an e‐mail with login details to access the Exhibitor
Portal. The Exhibitor Portal enables supporters to:
Submit Company logo and profile
Submit deliverables as per contract
Order Lead retrieval/scanner
‐ 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.
Lastly, Kenes Group is offering EPA 2020 participants and supporters specially reduced rates for various
hotels in Madrid. Information, pictures, location and rates are available on the hotel accommodation
page of the Congress website: https://hotels.kenes.com/congress/EPA20
Please do not hesitate to contact me for further information or assistance.
We look forward to welcoming you in Madrid and wish you a successful Symposium.
Warm regards,
Elianne Baran Ganot
Global Manager, Exhibitions & Industry Operations
2
Table of Contents
Section 1: Symposium Related Contact Information
Kenes Contacts
Contractors Contacts
Section 2: Deadlines Table
Section 3: Timetable
Symposia Timetable
Important notes
Technical rehearsal
Section 4: Symposia Session Halls
Halls Technical Details
Location and Layout
Audio‐visual (AV) Equipment
Data Presentations
Section 5: Symposium Promotion
Symposium Title and Program
Mobile App Advertisement
Symposium Signage
Section 6: Miscellaneous Information
Badges
Catering
Parking
Waste Disposal
Wi‐Fi
Meeting Rooms/Hospitality Rooms
Section 7: Lead Retrieval Wireless Barcode Readers
Section 8: Innovative Products for Industry Symposia
Section 9: Shipping Instructions
3
Section 1: Symposium Related Contact Information
Kenes Contacts:
Congress Organizer
Kenes Group
Rue François‐Versonnex 7
1207 Geneva, Switzerland
Tel: +41 22 908 0488 | Fax: +41 22 906 9140 | E‐mail: epa20@kenes.com
Industry Liaison & Sales
Associate Maya Ravinsky
Tel: +972 546 787 837 | E‐mail: Maya.ravinsky@europsy.net
Exhibition Manager & Industry
Coordinator Elianne Baran Ganot
Tel: +41 22 908 0488 Ext 921 | E‐mail: eganach@kenes.com
Audio Visual Coordinator
Mike Perchig
E‐mail: nest@nest‐av.com
Registration Specialist
Anna Stoycheva
Tel: +41 22 908 0488 Ext 585 | E‐mail: astoycheva@kenes.com
Product Marketing
Coordinator Ivan Simeonov
Tel: +41 22 908 0488 Ext 264 | E‐mail: isimeonov@kenes.com
Hotel Sales Manager
Elda Hehle
Tel: +41 22 9080488 Ext 631| E‐mail: ehehle@kenes.com| Hotels Listing: https://hotels.kenes.com/congress/EPA20
4
Contractors:
Catering Services
Andrea Martín Baz
Comercial Eventos IFEMA
Vilaplana Catering
Compass Group Spain
Tel: +34 686 12 25 41
E‐mail: andrea.martin@vilaplana.com
IFEMA Feria de Madrid
Av. del Partenón, 5 ‐ Pabellones complementarios. 28042 Madrid
Material Handing, Onsite Logistic Agent & Customs Clearance Agent
Zehavit Akerman
Tel: +49 69 747 848
Tel: +972 8 914 6382
Mobile: +972 52 511 4982
Email: akerman@merkur‐expo.com
Merkur is the exclusive handler inside
the venue.
Furniture Hire / Graphic Printing /
Signage FORMAS
Victor Pozo
Email: proyectos@formas.com
Hostesses & Temporary Staff Hire
Meridiana Servicios Auxiliares SLU
Eloisa Gallegos
Tel: +34 618 787 546
E‐mail: eloisa@meridiana‐azafatas.com / eloisa@meridiana.team
5
Section 2: Deadlines Table
Action Item
Deadline Contact Person
(as per signed contract)
Staff Hotel Reservation
As soon as possible Elda Hehle
ehele@kenes.com
Payment of Invoice Balance Must be received in full one week Pazit Hochmitz
prior to the Conference phochmitz@kenes.com
Symposium Final Program For companies who still haven’t submitted their final
(subjected to approval of the symposium program via the Exhibitor Portal
congress secretariat) – kindly do so as early as possible
(the official deadline was Monday, January 20th, 2020)
Via Exhibitor’s Portal
Push Notifications
https://exhibitorportal.ken
es.com Each supporter has
Printed Program Book Advertisement
been contacted with login
Friday, January 31th, 2020 details to access the
Bag Inserts – Final Artwork
Exhibitor’s Portal.
For review and approval
For queries please
Mobile App Advertisement
contact:
Elianne Baran Ganot
Lead Retrieval Barcode Readers Order
Monday, February 3rd, 2020 eganot@kenes.com
E‐mail Blast (Joint/ Exclusive)
Friday, January 31th, 2020
Voting/Webcasting/Synchronized
Video/Audio/PowerPoint Recording, As early as possible and no
Live Streaming and other technology later than Emiliya Georgieva
products/services Monday, February 17th, 2020 egeorgieva@kenes.com
Orders received after February 17th, may incur rush fees
Graphics, Furniture Hire Tuesday, February 25th, 2020 Victor Pozo
Email:
A surcharge of 20% will be imposed on orders sent after proyectos@formas.co
this date m
Hostesses & Temporary Staff Hire Tuesday February 4th 2020 Eloisa Gallegos
eloisa@meridiana.tea
m
Wednesday, February 12th, 2020
Catering Services Orders received after the deadline might incur
Claudia Lopes
additional fees and items availability might not be claudia.lopes@grupomonico.com
guaranteed.
Shipping & Material Handling
Services
Door to door shipments
For this service please contact MERKUR Zehavit Akerman
Airfreight shipments Akerman@merkur‐
Shipment via Germany warehouse No later than Friday, March 20th, 2020 expo.com
6
Section 3: Symposia Timetable
Company Name Date From To Location
Janssen Pharmaceutical Sunday, 29 March 2020 13:15 14:45 Plenary
Richter & Recordati Sunday, 29 March 2020 13:15 14:45 Roma
Takeda Pharmaceutical Sunday, 29 March 2020 13:15 14:45 Madrid
Lundbeck Monday, 30 March 2020 13:15 14:45 Madrid
Angelini Tuesday, 31 March 2020 13:15 14:45 Madrid
Timetable and halls are subject to changes. The most updated timetable will be published on
the congress website.
Important notes:
Industry Symposia are not included in main Congress CME/CPD credit.
Food and drinks are allowed to be taken into the symposium halls (excluded hot dishes)
We recommend arriving early to set up the hall prior to the start of your Symposium and according
to availability of the Hall, as can be seen in the most updated timetable. 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.
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 EPA 2020 Congress Website.
Please take into consideration that lunch and refreshments will be served in the Exhibition hall
according to the schedule shown in the program.
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 contradicts
the supporter’s internal compliance policy
In order to support you in the best possible way, please share with us your plans and requirements.
This information is invaluable. Please coordinate directly with the Industry Coordinator.
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 Meeting.
Technical Rehearsal
We strongly recommend scheduling a technical rehearsal in the hall itself and testing the Presentations
during that rehearsal. Please plan directly with the Congress Audio Visual Coordinator, Mike Perchig at:
nest@nest‐av.com
Technical rehearsal is offered free of charge; however additional charges may apply, depending on hall
availability and rehearsal requirement
7
Section 4: Symposia Session Halls
Symposia Halls ‐ Technical Details
Hall Name Location Hall Hall Layout Stage
Capacity
Auditorium A Floor 0, Left Wing 1200 Auditorium 24 W x 6 D x 1 H meters approx. (fixed stage)
Madrid Floor 1, Left Wing 330 Seats Theatre Two separate stages:
Paris Floor 1, Left Wing 250 Seats Theatre 3.2 W x 2 D x 0.2 H meters for the head table
Rome Floor 2, Left Wing 330 Seats Theatre 1.61 W x 2 D x 0.2 H meters for the lectern
Auditorium A
Speaker Lectern
For Industry Symposia being held in Auditorium A, the company “virtual”
banners will be projected in front of the lectern, on the head table and on the
Panoramic screen. Please contact the Audio‐Visual Coordinator, Mr. Mike
Perchig (email: 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.
Head Table
2 x table modules (including tablecloth)
Sufficient seating for up to6 persons
Branding: 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
8
Madrid, Rome and Paris Halls
Speaker Lectern Lectern Dimensions: H 105cm x W 65cm
If you wish to brand the Lectern, please produce
a self‐standing banner only.
It is NOT permitted to attach any branding/banners
to the lectern.
Head Table 2 x table modules (including tablecloth)
Size of each module:
W 154cm x D 62cm x H74cm
Sufficient seating for up to 4 persons
Dimensions for banner/branding:
W 308cm x H 74cm
If you wish to brand the head table, please produce a
self‐standing banner only.
It is NOT permitted to attach any branding/banners
to the head table.
The general stage setting in all halls includes 1 speaker lectern and a head table.
For alternative stage setting and/or different set‐up, please contact Elianne Baran Ganot at: eganot@kenes.com (fees will incur).
Branding the head table and Lectern is optional and should be arranged in advance by the sponsoring company.
9
Location and Layout
10Audio‐Visual (AV) Equipment
Auditorium
Large front projection screen, image of H6 X W12 meters approx. ( see photo below )*.
2 x High‐powered Data projectors ( Main and back‐up ) to create the panoramic background image and to project the
picture‐in‐oicture PowerPoint & Video images in “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. ).
Fixed video camera, to capture the face of the speaker at the lectern for live close‐circuit projection during presentations.
13” Confidence monitors on the head table, showing the same PowerPoint & Video images as projected in the large
picture‐in‐picture “window” on the central screen.
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.
Vertical 42" Plasma screen in front of the lectern, facing the audience, projecting a PPT with the name of the speaker ( see
photo below )*.
Landscape Portrait screen in front of the head table, facing the audience, projecting a PPT with the names of the
moderators ( see photo below )*”
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 10 wired microphones (4 head table, 2 lectern, 4
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
4 x AV technicians to operate the above‐mentioned systems.
For demonstration only (taken in other Venues )
11 For Sponsors’ Symposia being held in Auditorium A, the company “virtual” banners in front of the lectern, in front of
the head table and on the Panoramic screen 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
.
12Halls Madrid and Rome ‐ in each:
Front projection screen, image of H2.25 X W4 meters approx.
Data projector, at least 4500 ansi‐lumens, incl. all the required cabling.
32” 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 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 4 wired microphones (1 head
table, 1 lectern, 2 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.
AV technician to operate the above‐mentioned systems.
Presentation upload
Please approach the Onsite Speakers’ Ready Room at least 4 hours before your session in order to upload the slides.
We strongly recommend visiting "Technical Requirements and Instructions for Oral Presenters" page to prepare your
slides accordingly.
Please note that Presenter mode will not be available during your presentation. Please print your notes in
advance or come to the Speaker Ready Room and we will print them for you.
Please upload your presentation at the Speakers’ Ready Room onsite. The conference will not be able to
support lecture slides presented on personal computers.
Onsite Speakers’ Ready Room Hours will be published on the "Technical Requirements and Instructions for Oral
Presenters" page
13Section 5: Symposium Promotion
Due to accreditation criteria for this Congress, which is CME certified, the following rules must apply:
Companies must not use meeting banner in any promotional materials they create.
Materials created by companies should NOT utilize the main event marketing look and feel.
When promoting your symposium, please always indicate on any of your promotional materials
“This session is not included in the main congress CME/CPD credit”
When promoting your symposium, you are allowed to use the phrase: “Official symposium of the
28th EPA Congress of Psychiatry, which will be held from 28‐31 March 2020, in Madrid, Spain. – website check
Symposium Title and Program
For companies who still haven’t submitted their final symposium program via the Exhibitor Portal – kindly
do so as early as possible (the official deadline was Monday, January 20th, 2020).
The proposed program should include:
Symposium title
Date, time and hall name
Chair(s) name, e‐mail and country
Topics/lecture titles including speaker name, country and e‐mail address
Please specify start time and end time of each lecture within the session
(subjected to approval of the congress secretariat)
In case of changes to your symposium title or program, please contact the Industry Coordinator at:
eganot@kenes.com.
In order to Upload your Agenda, please log into the Kenes Exhibitors’ Portal
https://exhibitorportal.kenes.com
14Final Programme Advertising
For supporters entitled to adverts in the final programme as per their signed contract,
Friday 31 January, 2020 in one of the following formats A5 220 x 115 cm at a resolution no less than
300 dpi at size to be print: EPS, Illustrator or PDF.
Please refer to the diagram hereunder for advert dimensions for the final programme
In order to Upload your Advert, please log into the Kenes Exhibitors’ Portal
https://exhibitorportal.kenes.com
Push Notifications
Kindly submit the text for the Push notification by Friday, January 31th, 2020 via the Exhibitor portal ‐
according to the below guidelines:
Message Title – Maximum 90 characters including spaces
Message body ‐ Maximum 140 characters including spaces
Preferred date and exact local time
*Note the final schedule will be determined closer to the congress, considering other push notifications.
Push notifications will be sent out during breaks in order not to disturb the participants who are inside the
halls.
In order to Upload your Push Notification, please log into the Kenes Exhibitors’ Portal
https://exhibitorportal.kenes.com
15Symposium Signage (Optional)
Symposium supporters have the option to create signage promoting their symposium according to the
below guidelines. The symposium signage must be produced by the supporter.
1. 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. Please make sure to indicate on the sign: This session is not included
in main meeting CME/CPD credit
Stage Banners ‐
1 x free standing vertical sign to be placed on/next to the stage. Maximum dimensions: 150cm
wide x 250cm high.
1 x horizontal sign placed in front the head table facing audience. (For dimensions, please refer to
Section 4: Symposium Session Hall).
**Relevant for all halls except for Aud. A, where the branding will be digital.
1 x vertical sign placed in front of the speakers’ lectern facing audience. (For dimensions, please
refer to Section 4: Symposium Session Hall).
**Relevant for all halls except for Aud. A, where the branding will be digital.
2. Self‐standing signage at 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 Industry Coordinator and Exhibition Manager.
Please note: Due to CME/CPD accreditation criteria, you may not place signage advertising
your symposium in any other locations except as coordinated with Kenes staff onsite.
16Section 6: Miscellaneous Information
Badges
Each supporter is entitled to 5 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 Vilaplana and should be ordered in advance. Supporters who wish to order food and
beverages for their meeting / hospitality room, are welcome to do so directly with Andrea Martín Baz at
andrea.martin@vilaplana.com or Tel: +34 686 12 25 41
For your information, refreshments and lunches (included in the registration fee) will be served in the
exhibition area as per times scheduled in the scientific program.
Public pay parking area
The Palacio Municipal de Congresos has a public underground car park; entrance is from the “Avenida
Capital de España‐Madrid” with an exit on the “Calle Rivera del Sena”.
The parking is managed by an external company “G.E.A.”. For any enquiry regarding parking timetables
and prices or for bookings please contact Javier Mate at: +34 609012581 or by email:
javier@mateonoparking.com
17Waste Disposal
Please note that it is the supporter 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.
Wi‐Fi
Free WIFI will be available at EPA 2020 Congress; however please be aware that as a public Wi‐Fi, the
capacity is always limited. Should you have any internet‐based activities during your symposium, please
let us know in advance and we will send you a quote for dedicated Wi‐Fi or internet line.
Contact person: Elianne Baran Ganot E‐mail: eganot@kenes.com
Meeting Rooms / Hospitality Rooms
Supporters interested in renting a meeting room during EPA 2020 Congress should contact Mrs. E Maya
Ravinsky, E‐mail: maya.ravinsky@europsy.net
.
18Section 7: Lead Retrieval Wireless Barcode Readers
Lead Retrieval Wireless Barcode Readers can be a helpful tool for receiving contact information about
participants who attend your symposium. Barcode readers may be rented in advance via the Exhibitor’s
Portal no later than Monday, February 3rd, 2020.
The Mini Scanner
Pocket size
Quickly capture lead information by scanning the barcode on attendees’ badge
Cost per unit ‐ € 300 + 4% credit card charges
Available for the duration of the symposium only
Note: no editing capabilities.
Please Note:
In light of the new data protection regulation recently enacted in Europe, Kenes Group has updated
its privacy policy. You can view our updated privacy notice here.
Kenes will not share delegate’s personal data with third parties without their consent.
Please note that similarly to sharing a business card, presenting delegate badge for scanning at
exhibition booths or industry symposia constitutes an expression of consent to share their personal
details with the company that is scanning their badge so that it may contact them in the future.
Barcodes on delegate’s badges contain contact information as supplied by the delegate or the agency
responsible for the registration process of the delegate. 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 addition, please note that neither Kenes Group nor the Organizing Committee is responsible for the
content of the information.
In order to reserve your Mini Scanner, please log into the Kenes Exhibitors’ Portal
https://exhibitorportal.kenes.com
If further assistance is required to place your order, or you have not received your login details please
contact the Industry Coordinator, Elianne Baran Ganot, E‐mail: eganot@kenes.com.
19Section 8: Innovative Products for Industry Symposia
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 Meeting app,
Q&A via Meeting App (‘Ask the Speaker’) and more products designed for increasing
participant’s interaction during symposium sessions.
Translation services in any language: We can provide the traditional solution of building a
translation booth in the session hall and hiring headphone receivers. Alternatively, we offer app
translation with remote interpreters. In this case the participants stream the translation through
an app on smartphones.
We also provide tailor made customized solutions – contact us to make it happen!
Please contact us to discuss your needs and our relevant solutions.
17
20Section 9: Shipping Instructions
Kindly note that Merkur Expo Logistics GmbH is the sole official on‐site agent nominated by Kenes Group to
handle all in/out shipments arriving to this Meeting.
Contact details:
Merkur Expo Logistics GmbH
Ms. Zehavit Akerman
Tel: +49 69 747 848
Mobile: +972 52 511 4982
E‐mail: Akerman@merkur‐expo.com
Range of services:
Transport, national or international
Temporary or permanent customs clearances
Coordination of deliveries, delivery time slot management
Unloading, delivery to the hall/exhibition‐stand, 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
The shipping instructions at the end of this manual are provided to assist with your preparation for the
correct and timely dispatch of materials to the Meeting. Please follow the instructions closely.
The shipping instructions includes:
Shipping Instructions
Tariff
Material Handling Form
In order to follow up your shipment and to confirm arrival on time, we kindly ask you to provide the official
shipping agent with the following information prior to shipping:
1. Number of pieces (pallets, boxes, cartons, etc.)
2. Way of transport (road freight, currier services, airfreight, ocean)
3. Airway bill number
Supporters may choose to use their own services to deliver their goods to the venue door. However, no
other company is permitted to deliver, operate, and handle goods inside the venue.
Merkur has the responsibility of receiving and handling all materials for a fee as published on the “Tariff”
section at the end of this manual. Handling rates are based on the incoming weight of shipments. Merkur
must have payment before forwarding freight.
In order 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.
18Insurance of Goods
All cargo should be insured from point of origin.
To view the full EPA 2020 Shipping Instructions, including Tariffs, Material Handling please select the
relevant links:
Material Handling Form
Shipping Instructions
Tariff
Please Note: All advanced shipments and deliveries to the Merkur warehouse, including by courier,
must be coordinated with Merkur.
For any questions/clarifications, please contact Ms. Zehavit Akerman from Merkur
Tel: +49 69 747 848
Mobile: +972 52 511 4982
E‐mail: Akerman@merkur‐expo.com
If you require any additional services which do not appear in this manual, please contact:
Mrs. Elianne Baran Ganot
Kenes Group
Email: eganot@kenes.com
1920
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