INDUSTRY INVITATION Sponsorship & Exhibition Manual
INDUSTRY INVITATION Pag 1 Sponsorship & Exhibition Manual CONTENTS WELLCOME LETTER 3 THE SOCIETY ECAMS ADMINISTRATION 4 CONGRESS OBJECTIVE 6 PRELIMINARY ECAMS MEETING PROGRAMME 7 THE ECAMS VENUE 11 GENERAL INFORMATION & CONTACTS 12 PREVIOUS SPONSORS & EXHIBITORS 13 14 PROMOTIONAL SUPPORT OPPORTUNITIES 16 EXHIBITION FLOOR PLAN 21 SPONSORSHIP B OOKING FORM 25 Pag SPONSOR CATEGORIES 2 SPONSOR OPPORTUNITIES & CATEGORIES WELCOME LETTER It is my great pleasure to welcome you to Barcelona, Spain, for our unique and exciting Congress, ECAMS 2015. This is the second international Congress of the European College of Aesthetic Medicine and Surgery. Our inaugural Congress attracted delegates from over 50 countries who learned pioneering techniques directly from the pioneers! The Congress is designed, not to compete directly with the myriad other conferences on the roster, but to offer something different to practitioners who are serious about learning the latest in the ever-evolving fields of aesthetic medicine and surgery. You will be guided, stepby-step, through the latest surgical and non-surgical approaches to rejuvenation and beautification of the face and body by our incredible line-up of world-leading authorities. The theme of this year’s Congress is Secrets to Success in Aesthetic Medicine and Surgery. Over two inspiring days, you will be rewarded with a series of carefully selected lectures and Master Classes that will help you add new services to your practice and improve your results. As well as this year’s two-day Congress, a special pre-Congress fresh cadaver dissection course, Key Manoeuvres in Surgical Facial Rejuvenation, is available to those who are quick enough to register for a space! Directing the proceedings as Congress President at ECAMS 2015 is renowned plastic surgeon, Malcolm D. Paul, a surgeon with forty years experience and a passion for teaching. Pag 3 See you in Barcelona! THE SOCIETY The European College of Aesthetic Medicine & Surgery is one of the world’s leading training institutes in aesthetic medicine and surgery. The College was founded by dedicated European surgeons and physicians with one simple aim: to bring to doctors all over the world an education and training experience that allows them to incorporate aesthetic procedures, techniques, products and technologies into their everyday practice and be recognized themselves as leaders in the exciting field of aesthetic medicine and surgery. ECAMS holds courses throughout the world for doctors of all specialties, who learn directly from senior ECAMS faculty to ensure the highest level of training. Basic and Advanced courses lead to ECAMS Certification. Master Courses allow doctors to learn advanced and specialised techniques such as ultrasound-assisted body contouring, fat grafting, scarless threads lifts, and face lift. Successful completion of ECAMS Certification and Master Courses enables a doctor practicing aesthetic medicine and surgery to stand out from his or her peers and be recognized as a leader in the field. Certified doctors also have access to senior ECAMS faculty for follow-up advice and mentoring following all courses. This collegiate support and mentoring ensures physicians and surgeons practice aesthetic medicine and surgery to the highest possible standards and are only available through the European College of Aesthetic Pag 4 Medicine & Surgery. OBJECTIVES OF ECAMS2015 ECAMS 2015 will bring together leading scientists, public health experts, policy-makers to translate recent momentous scientific advances into action that will address means to end the epidemic, within the current context of significant global economic challenges. The ECAMS will have a positive impact on the topics of the congress response globally with the following objectives; - To bring together the world’s scientific experts to catalyze and advance scientific knowledge about aesthetic medicine and surgery, present the most recent research findings, and promote and enhance scientific collaborations around the world. - To bring together community leaders, scientists, and policy leaders to promote and enhance programmatic collaborations to more effectively address regional, national and local responses to aesthetic medicine around the world and overcome barriers that limit access to prevention, care and services. - To engage key, new and non-traditional stakeholders throughout the world in the development of and participation throughout the Congress programme. Why Should You Participate? Demonstrate your company’s leadership in the field of aesthetic surgery and medicine Reach key thought leaders academic and industry researchers and clinicians Raise your company’s visibility in the field Exhibit and distribute your marketing and promotional materials Pag 5 Convene a corporate symposium Pag 6 PRELIMINARY TOLL MEETING PROGRAMME Pag 7 Pag 8 Pag 9 THE ECAMS VENUE Meliá Barcelona Sky offers a chance to host conventions, business meetings, congresses, product presentations, incentives and events at the hotel. With a great team of professionals who will help and advise you to design and create a unique, dynamic and innovative event, success is guaranteed. Clients can also, if they wish, make use of the 24 hour Business Centre. 14 innovative and stylish spaces (1,184m2) with maximum capacity for 360 people: rooms with natural light, high ceilings (up to 5.75m), 4 terraces, high tech and AAVV. One of the largest function room with natural light in Barcelona located within a hotel (Sky Room) Events are made to measure with the passion of a great team of professionals 24/7 Business Centre Multiplicity of exceptional spaces to celebrate banquets with a selection of flexible Pag 10 fine dining menus tailored to your needs GENERAL INFORMATION & CONTACTS Date 2-3 October, 2015 City/Country Barcelona, Spain Official Language Official Language of the Meeting will be in English Participants 300 approx. Personal insurance We recommend that all participants take out personal travel and health insurance for their trip. ORGANIZED BY 11 Tel. +34 91 3612600 Fax: +34 91 355 9208 Email: [email protected] SPONSORSHIP & EXHIBITION Patricia Ruiz Tilesa Kenes Spain C/ Londres 17 1º Planta 28028, Madrid Tel. +34 91 3612600 Fax: +34 91 355 9208 Email: [email protected] Pag TECHNICAL SECRETARIAT Page 12 PREVIOUS SPONSOR & EXHIBITIORS SPONSOR OPPORTUNITIES & CATEGORIES SPONSORSHIP CATEGORIES You will be given a support category status dependent upon the total amount of your support. The total contribution will consist of items such as advertisements, technical workshops or congress materials. Status will be allocated as follows: CATEGORY Prime Supporter Platinum Supporter Gold Supporter General Supporter MINIMUM CONTRIBUTION (VAT not included) 15.000€ 10.000€ 7.000€ Any minimun amount-amount to be chosen Final list of participants (after the Congres) include only participants who agree to share information Priority: Satellite Symposia Priority: Exhibition Supporter’s logo (company logo only, no product logos) with hyperlink on Congress Website. Congress registrations Number of Satellite Symposium posters permitted to be displayed in the Congress Center Supporter’s logo in the Programme Acknowledgement on Supporters’ Board on-site PRIME PLATINUM √ √ GOLD GENERAL 1º 1º √ 2º 2º √ 3º 3º √ √ 5 3 2 2 1 1 0 √ √ √ √ √ √ √ √ Page BENEFITS 13 Benefits will be allocated to supporters based on the following table: SPONSORSHIP OPPORTUNITIES Scientific Symposium 4.500€ (+VAT) Opportunity to organize an Official Satellite Symposium in a Session Room, from 60 to 90 minutes (Program subject to the approval by the ECAMS 2015 Scientific Committee); • Includes: hall rental, standard audio/visual equipment, display table; • Option of lunch time session or evening session. For the lunch slots the support must cover the lunch expenses. • Permission to use the phrase: “ECAMS 2015”; • The symposium will appear in the final program as "Symposium + Company Name”; • The supporting company in addition to the symposium fee must cover all speakers’ expenses including registration, accommodation and travel expenses. This also applies in cases where speakers have already been invited by the event organizers; • Full Page Color Symposium Advertisement in the Industry Support and Exhibition Section of the Program (if applicable); • Indicated in the program as: “Satellite Symposium organized by: Company Name”; Support will be acknowledged in the Industry Support and Exhibition section of the program, on the event website, and with signage during the event. Page 14 For the Satellite Symposium sessions, the following apply: • Satellite sessions are offered to industry for commercial/promotional session and are allocated on a “first-come, first-served” basis. • Supporting companies are free to choose topics, invite speakers, and control content. However, topic and program are subject to approval by the scientific committee. • In cases where the congress chairs does not approve the Satellite Symposium program, each party will be entitled to cancel the Satellite Symposium booking without paying any penalty for the cancellation or for any damages caused by the cancellation to the other party. Accordingly upon such cancellation, neither of the parties will have any claims, demands or suits towards the other. • The company, in addition to the support fee, must cover all speaker expenses, including registration fees, accommodation and travel expenses. This also applies in the case where the speakers have already been invited by the event organizers. • Satellite sessions will be indicated in the program as: “Satellite session organized by: Company Name”. Speaker´s Sponsorship Depending on Speakers This sponsorhip of speakers is significally relevant for the Congress success. This sponsorship covers: travel, registration and accommodation. • The speaker will be informed about the sponsorship. • Acknowledgement in the Sponsor´s list in the final program. • Supporter’s logo with hyperlink on Congress website Networking Event (Exclusive) Contact secretariat Supporter will have the opportunity to promote itself through a networking reception on the first evening to which all registered attendees are invited. Hospitality and any activities provided will be in compliance with all relevant industry codes. Supporter’s logo on sign at the entrance to the Welcome Reception Opportunity to provide items bearing company logo for use at the event Support will be acknowledged in the Industry Support and Exhibition section of the programme, on the event website, and with signage during the event. WEBCASTS of Plenary Session 3,500€ (+VAT) There is a growing need to share knowledge and learning opportunities beyond the dates of the actual event. High quality webcasting helps meet this substantial educational or product presentation need. Congress webcasts are available 24/7, anytime, anywhere. • Support will be recognized on the webcast library/listing page with ˝ Supported by... ˝ and a company logo with a hyperlink to your website; • Support will be acknowledged in the Industry Support and Exhibition section of the program, on the event website, and with signage during the event Internet Area + WIFI connection 6.000 € (+VAT) Opportunity to display company logo on screen saver Opportunity to display company logo on screen background Opportunity to distribute mouse pads from the Cyber Center Acknowledgement in the Sponsor´s list in the final program Supporter’s logo with hyperlink on Congress website Page 15 There will be one Cyber Center area located in the exhibition hall, which will be equipped with three workstations where attendees may check e-mails. Lanyards 3.000€ (+VAT) Supporter will provide funds for the participants’ badges lanyards Supporter’s company logo will appear on the badge cords and will be distributed to Congress participants Sponsors' logo with hyperlink on Congress website Acknowledgement in the Sponsors’ List in the Final Program Congress Bags 4.500 € (+VAT) Supporter will provide the participants' Congress bags and/or funds for the bags The bags will bear the Supporter's logo and the Congress logo If provided by a company, the bags will have to be approved by the Congress organiser, it will be the company’s responsibility to pay the relevant tax, shipping and any other extraneous charges. Notepads & Pens 3.300 (+VAT) The Notepads and Pens will bear the Sponsors' name/company logo and will be distributed in the participants’ Congress Bags Sponsors' logo with hyperlink on Congress website Acknowledgement in the Sponsors’ List in the Final Program USB 2GB (Congress Abstracts) 3.850 (+VAT) USB will contain the logos of both the sponsor and the Congress logo. Sponsors' logo with hyperlink on Congress website Page 16 Acknowledgement in Sponsors’ List in the Final Program Promotional Material 1.250€ (+VAT) Inclusion of promotional material, such as leaflets and brochures, in the participants’ Meeting bags. Please note that the material should be provided by Supporter and must be approved by the Organizing Committee and the Secretariat Sponsors' logo with hyperlink on Congress website Acknowledgement in the Sponsors’ List in the Final Program Coffee Breaks 2.500€ / per coffee break Coffee will be served during breaks at the exhibition area. Hospitality provided will be in compliance with all relevant industry codes and compliance guidelines. Opportunity to have a one day display of company’s logo at the catering point located within the exhibit area Opportunity to provide items bearing company logo for use during the supported break Mailing with Industry Advertising € 500 each mailshot Before the Congress takes place, there will be a mailing to all the ECAMS Database, with more than 20,000 names around the world. The industry can be the sponsor of each mailshot. This includes: Your company logo with the link to the sponsor/exhibition section of the official TOLL 2015 Congress web site; Support will be acknowledged in the industry support and exhibition section of the program and on the event website. The Read Code is a tool for the access control to the satellite symposium rooms and also for your stand visits in the exhibition area. This allows by the barcode registration lanyard to obtain the identification name of your symposium participant or booth visit. 17 € 400 for one device, € 600 for two devices Page The Read Code Final Program Advertising The program will be distributed in the conference bags to all participants. Advertisements can be purchased for inside page. Supporter’s logo with the hyperlink on the congress website; Acknowledgement on supporters’ board on-site; Acknowledgment on the list of supporters in the program. Type Final Program Hospitality Suites Inside Page Full Color 950€ Inside Back Cover Full Color 1.500€ Back cover Full Color 2.000€ Price depending on the size of the room An opportunity to hire a room at the venue that will be used as an Hospitality Suite. The supporting company will be able to host and entertain its guests throughout the event. Companies will have the option to order catering at an additional cost. Hospitality provided will be in compliance with all relevant industry codes. Page 18 Opportunity to brand the hospitality suite Acknowledgement on directional signage outside suite Support will be acknowledged in the Industry Support and Exhibition section of the program, on the event website, and with signage during the event EXHIBITION The floor plan has been designed to maximise Exhibitors’ exposure to the delegates. All spaces will then be allocated based on the reservations received, on a firstcome, first-served basis. SPACE ONLY RENTAL (Minimum of 6 sqm). The cost for is 450€ per square meter. This includes: • Exhibitors’ badges; • 100 Word Company / product profile in the commercial/exhibitor section of the Program guide • Cleaning of public areas and gangways; • Invitation to the Welcome Reception for registered exhibitors. SHELL SCHEME RENTAL The additional price for the shell scheme structure is 50€ (+VAT) per square meter. This includes: • Exhibitors’ badges; • Shell scheme frame, basic lighting; • Fascia panel with standard lettering; • 100 word company/product profile in the Program; • Cleaning of public areas and gangways; • Invitation to the Welcome Reception for registered exhibitors. ADDITIONAL BENEFITS: When you exhibit your company will receive the following additional benefits: Listing as an Exhibitor on the Website prior to the Congress with link to the Company website Exhibitors logo with hyperlink on Congress website Company name on Exhibition signage during Congress **Please note: Space only / shell scheme rental does not include any furniture, electrical usage or stand cleaning. All these services and others will be available to order in the Exhibitors’ Technical Manual. Page Space Allocation will be made on a “first come, first served" basis. A completed Exhibition Booking Form and Contract should be faxed / emailed to ensure reservation of a desired location. Upon receipt of the Exhibition Booking Form and Contract, space will be confirmed and an invoice will be mailed. Please note that three alternative choices should be clearly indicated on the application form. Space allocations will be made in the order in which application forms with payment are received. 19 ALLOCATION OF EXHIBITION SPACE EXHIBITOR REGISTRATION All exhibitors are required to be registered and will receive a badge displaying the exhibiting company name. 2 exhibitor badges will be given for the first 6 sqm booked and 4 exhibitor badges for booths bigger than 6 sqm. Exhibitor registrations allow access to the exhibition area only and shall be used by company staff only. EXHIBITORS’ TECHNICAL MANUAL An Exhibitors’ Technical Manual outlining all technical aspects of exhibiting will be circulated 2 months prior to the Congress. It will include the following: Technical details about the Venue Final exhibition details and information Contractor details Services available to exhibitors and order forms SITE INSPECTIONS Exhibitors and Supporters are free to visit the Congress venue at their convenience. Please contact the Congress Secretariat in order to arrange the visit. EXHIBITION TERMS & CONDITIONS Page 20 The Terms and Conditions of exhibiting are included in this Prospectus. Please note that signing of the EXHIBITION BOOKING FORM AND CONTRACT indicates acceptance of these Terms and Conditions. The Exhibition Booking Form will be held as a valid liable contract, by which both parties will be bound. Page 21 EXHIBITION FLOOR PLAN ADITIONAL INFORMATION FOR SPONSORS BOOKING AND PAYMENT PROCEDURE TERMS OF PAYMENT 50% upon receipt of the sponsorship agreement and first invoice 50% by June 15th, 2015 All payments must be received before the start date of the Congress. Should the Sponsor fail to complete payments prior to the commencement of Congress, the Organizer will be entitled to cancel the reservation while cancellation will be subject to cancellation fees as determined below. PAYMENT METHOD Bank Transfer: Please make payment to the following bank account TILESA KENES SPAIN Account Name 2100 4034 38 2200104866 Bank Account LA CAIXA Bank Name and Address C/ EMILIO MUÑOZ 43 MADRID SWIFT CODE: CAIXESBBXX IBAN: ES48 2100 4034 38 2200104866 Swift Bank charges are the responsibility of the payer CANCELLATION / MODIFICATION POLICY: Cancellation or modification of sponsorship items must be made in writing to the Industry and Liaison Sales Associate (Contact information can be found in the “General Information” Section, above.) The organizers shall retain: 22 50% of the agreed package amount if the cancellation/ modification is made before June 15th 2015, inclusive 100% of the agreed package amount if the cancellation/ modification is made after June 15th 2015 Page ECAMS 2015 SPONSORSHIP & EXHIBITION BOOKING FORM Please complete all details and send to: Patricia Ruiz [email protected] ECAMS 2015 CONTACT NAME: ............................................................................................................ NAME OF COMPANY: ..................................................................................................... ADDRESS: ...................................................... CITY: ....................................................... POST / ZIP CODE: .......................................... COUNRTY: .............................................. TELEPHONE: ................................................... FAX: ........................................................ EMAIL: ........................................................... WEBSITE: ................................................. VAT NUMBER: ................................................. I would like to book the following Supporter Items: Educational / Promotional Opportunities Price Item √ Total Amount (please complete) Choice Stand Number Exhibition Space Space only ________(price) /Shell Scheme ________(price) No. of Square Meters Total Price Choice # 1 Choice # 2 Choice # 3 Total Amount Provisional Booking – The item will be released if not confirmed within 14 days Please call me to discuss our support package Please send me a contract and first deposit invoice I am authorized to sign this form on behalf of the applicant/Company. We accept the contract terms and conditions (listed in this Sponsor and Exhibition Prospectus) and agree to abide by the Guidelines for Industry Participation for the TOLL 2015 Congress. 23 Date Page Signature TERMS AND CONDITIONS In standard booths, height is restricted to 246cm. Exhibitors are responsible for the cost and execution of the design, installation and delivery of their display to (and its removal from) the exhibition site. Application to Participate Application to participate will be considered only if submitted on the appropriate forms, duly completed. Registration will be confirmed insofar as space is available. Applicants will be informed in writing of the acceptance or refusal of their application. In case of refusal, all payments shall be fully refunded. In case of acceptance Sponsorers/Exhibitor will be bound by the Terms and Conditions listed in the prospectus and/or contractual agreement. Obligations and Rights of the Exhibitor/Sponsorer Registration implies full acceptance by the Exhibitors/Sponsorers of the exhibition / sponsorer regulations. Any infringement of these regulations may lead to immediate withdrawal of the right to participate in the Congress without compensation or refund of sums already paid, and without prejudice to the Exhibitor/Sponsorer. By submitting an application to participate, the Exhibitor /Sponsorer make a final and irrevocable commitment to occupy the space /items allocated and to maintain his/her installation until the date and time fixed for closure of the event. The Exhibitor/Sponsorer may only present on his/her stand or space the materials, products or services described in the application to participate. No advertising on behalf of firms not exhibiting is permitted in any form whatsoever. Transfer or sub-letting of all or part of the allocated spaces is prohibited. Obligation and Rights of Organizer The Organizer undertakes to allocate exhibition space/sponsorer items space as far as possible on the basis of the preference expressed by applicants. Application will be considered in order of receipt of application forms accompanied by payment. The Organizer reserves the right, in case of absolute necessity, to modify the positioning of stands, with no obligation to provide compensation to Exhibitors/Sponsorers. The Organizer reserves the right to offer to a different firm any stand, space or sponsorer item that has not been occupied by the event of the opening of the Congress, with no obligation to provide compensation to the defaulting Exhibitor / Sponsorer. Flammable materials are not to be used. Equipment displayed or demonstrated must be installed with strict adherence to safety measures. Exhibitors undertake to observe the timetable designated for completion of their display before the exhibition opening and its dismantling at the close of the exhibition. No dismantling or packing of the display before the designated hour. It is the Exhibitor’s responsibility to pack and remove or consign for shipment all items of value prior to leaving their exhibit unattended, otherwise the Organizer will arrange for their removal at the Exhibitor’s risk and expenses. Exhibitors are obliged to ensure that their stands are permanently staffed during the exhibition opening hours. Payment is to be made in accordance with the conditions of payment listed in the prospectus. Should the Exhibitor /Sponsorer fail to make a payment on time, the Organiser is entitled to terminate the contract, withdraw confirmation of acceptance, make other arrangements for the stand/ sponsorer items or seek compensation for non-fulfilment of contract. Participation by Exhibitors/Sponsorers is dependent upon compliance with all rules, regulations and conditions stated herein. Access to the exhibition is authorized on presentation of a badge issued by the Organizer. Exhibitors’ badges will not be mailed in advance and may be collected from the Exhibition Manager’s desk. The Organizer ensures daily cleaning of the aisles. responsible for the cleaning of their stands. Exhibitors /Sponsorers are The provision of refreshments for the participants by Exhibitors is only permitted if the catering regulations of the exhibition building concerned are observed. Exhibition areas and fittings made available to Exhibitors must be handed back in their original condition. In case of damage or loss of equipment provided, or damage to areas occupied, repair and replacement will be charged to the Exhibitor. Any special decoration or fittings must be submitted to the Organizer for prior authorization. Advertising panels and display are not permitted outside the exhibition areas allotted to Exhibitors. The Organizer will not approve stands, which do not comply with the accepted standards, until the necessary changes have been made. Liability Insurance Equipment and all related display materials installed by Exhibitors / Sponsorers are not insured by the Organizer, and the Organizer under no circumstances will be liable for any loss, damage or destruction caused to equipment, goods or property belonging to Exhibitors / Sponsorers. The Exhibitor / Sponsorer agrees to be responsible for his property and person and for the property and persons of his employees and agents and for any third party who may visit his space. The Exhibitor/Sponsorer shall hold harmless the Organizer from any and all damages/claims including those usually covered by a fire and extended – coverage policy. The Sponsorer/Exhibitor will purchase insurance policies for the above listed damages. Industry Codes of Practice All Exhibitors and Sponsoring Companies must comply with applicable national and international rules, regulations and industry standards regarding exhibition areas. Failure to comply with these regulations may not be used as a ground to declare the contract void. Failure to comply with the Rules and Regulations will not expose the Organiser to any suits, demands by the Sponsorers/Exhibitor/any third party. Exhibition Regulations The Organizer reserves the right to alter the general layout or limit the space allotted to each Exhibitor / Sponsorer, postpone the exhibition or transfer it to another site if unforeseen circumstances warrant such action. Should any contingency prevent the holding of the exhibition, the Organizer will not be held liable for expenses incurred other than the cost of exhibit space rental fees. All exhibits are to be displayed so as to avoid blocking aisles, obstructing adjoining booths, damaging the premises or the leased equipment. Exhibitors are kindly requested to allow sufficient see-through areas, which ensure clear views of surrounding exhibits. 24 acting under direction of the Organizing decision as to the acceptability of displays. with others any space allotted to them without Exhibition Manager. Page The Exhibition Manager, Committee, has the final Exhibitors are not to share prior written consent by the
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