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symposia Technical manual
may 14-17, 2015 nice, france
Dear Supporter,
We are happy to present you with the 5th International Congress on Neuropathic Pain (NeuPSIG 2015) the Symposia
Technical Manual.
This manual covers important information and is designed to assist you in preparing for your industry symposia. We trust
that you will find it helpful and suggest that you read all of the information presented. It will take you very little time now
and could save you a great deal of time later.
Please do not hesitate to contact us, your Project Team, for further information or assistance.
Kind regards,
Ms. Shani Kupershmidt
Meeting Planner
+41 22 9080488 ext. 574
[email protected]
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Table of contents
SECTION 1: Contact Information
Kenes Contacts
Contractors Contacts
SECTION 2: Deadlines Table
SECTION 3: Symposia Timetables
SECTION 4: Symposia Session Halls
Hall Technical Details
Supplied AV
SECTION 5: Symposia Advertising
Symposia Signage
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SECTION 6: Lead Retrieval Bar-Code Readers
SECTION 7: Congress Floor Plans
SECTION 8: Shipping, Tariffs, Material Handling and Shipping
labels
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SECTION 1: Contact Information
NeuPSIG 2015 Secretariat
NeuPSIG 2015
Kenes International Organizers of Congresses S.A.
Tel: +41 22 9080488 Ext 574
Fax: +41 22 906 9140
Email: [email protected]
Meeting Planner
Ms. Shani Kupershmidt
Tel: +41 22 9080488 Ext 574
Email: [email protected]
Audio Visual Coordinator
For extra AV order and technical rehearsals
Mr. Mike Perchig
[email protected]
Industry Liaison and Sales Associate
Ms. Judit Gondor
+41 22 9080488 Ext. 531
[email protected]
Registration Manager
Ms. Sharon Gamliel
Tel: +41 22 9080488 Ext 562
Email: [email protected]
Group Hotel Reservation
Ms. Irina Sapir
+41 22 9080488 Ext.998
[email protected]
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OFFICIAL CONTRACTORS CONTACT INFORMATION
CATERING
Catering is exclusive to the NICE-ACROPOLIS, and need to be
ordered in advance. For orders please contact:
SEAN - SERVICE RESTAURATION
Mr. Mathieu Jourdan GASSIN, Catering Manager
Tel: +33 (0) 4 93 92 83 15
[email protected]
Ms. Nathalie SKANDUL, Assistant
Tel: +33 (0) 4 93 92 81 63
[email protected]
Ms. Elisabeth MORGENTHALER, Co-coordinator
Tel: +33 (0) 6 73 17 18 57
[email protected]
FURNITURE HIRE
GL Events
Ms. Martine Boillot
Tel: + 33 (0) 4 93 27 09 41
Fax: + 33 (0) 4 93 27 23 14
Email : [email protected]
HOSTESSES AND TEMPORARY STAFF
NICE-ACROPOLIS
Ms. Florence MADANI
Tel: +33 (0) 4 93 92 83 49
[email protected]
www.nice-acropolis.com
*Please contact GL Events/Nice-Acropolis directly to arrange your
order.
CUSTOMS CLEARANCE & FREIGHT HANDLING
Hermes-Exhibition and Projects, Ltd.
Ms. Zehavit Akerman
Tel: +49 69 747 848
Mobile: +972 52 511 4982
[email protected]
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SECTION 2: Deadlines Table
Submission of Forms
Hotel Reservation for Staff
Deadlines
As soon as possible
Lead Retrieval Wireless Barcode
Reader
Session title and program/ad for final
program
Monday, March 30, 2015
Draft of Bag Insert for Approval
Payment of Invoice Balance
Catering Services
Shipment via warehouse
Goods should be custom cleared!
Direct Deliveries to Congress Venue
Monday, March 30, 2015
Monday, March 30, 2015
Must be received in full by before the
congress opens
10 days prior to delivery
After the deadline, a 15% surcharge will
apply to all services
Thursday, May 7, 2015
Tuesday, May 12, 2015
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Contact Person
Ms. Efrat Kilinski
[email protected]
Ms. Shani Kupershmidt
[email protected]
Neupsig 2015 Secretariat
[email protected]
Ms. Shani Kupershmidt
[email protected]
Ms. Pazit Hochmitz
[email protected]
Ms. Nathalie Skandul
[email protected]
Ms. Zehavit Akerman
[email protected]
Ms. Zehavit Akerman
[email protected]
SECTION 3: Symposia Timetables
Symposia Timetable
Sponsor
Sanofi
Astellas
Date
Friday, May 15, 2015
Saturday, May 16, 2015
Session Time
17:00-18:30
17:00-18:30
Location
Hermes Auditorium (Up to 300 people)
Hermes Auditorium (Up to 300 people)
In order to set up the Hall prior to the start of your Symposia, we would recommend arriving to your Symposium early, where a
member of the Logistics Team will be available should you need any assistance. Kindly note that the hall is available from 16:30.
If a technical rehearsal in the hall is required, please contact the Audio-Visual Coordinator, Mr. Mike Perchig, e-mail:
[email protected].
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 NeuPSIG 2015 website by clicking here.
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SECTION 4: Symposia Session Halls
Hermes
(For Symposia taking place in the Hermes, the Hall will be referred to as Hermes in all Symposia publications and directional
signage.)
* Please Note: The meeting planner must be
advised as to how many speakers will be seated
Hall Capacity
300 Theatre style
on the stage by March 30. The general stage
setting for Hermes only includes, front
Ceiling Height
4.1 meters above the stage
projection screen, 1 speaker lectern and head
Build in stage
table (at least 2 modules).
Stage
10 meter X 2.82 meter
If a different setting of the stage is required, please
Suggested measurements for branding
contact Ms. Shani Kupershmidt at
Speaker Lectern
0.66m wide x 1.23m height
[email protected]
(see illustration on page 8)
4.02m wide
Head Table
0. 72cm high
Sufficient seating for up to 4 persons *.
Two modules will be used. Each module is
2.01m wide x 0.72 cm high.
5mm Foam board or similar rigid material is
recommended for branding.
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Head Table and lectern Measurements
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Hall Hermes of the NeuPSIG 2015 Congress
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Front projection screen – image of W4xH3 meters.
Data projector (4500 ansi-lumens, resolution of 1024x768) to project the PowerPoint image
32” screen in front of the head table (comfort monitor), showing the same PPT image as being projected on the main screen.
Laptop computer for PowerPoint presentations, including English version of Windows and Office, DVD drive, 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, including 5 wired microphones (2 head table, 1 lectern, 2 Q&A) with stands (floor/table), 1
wireless tie-clip microphone and connection to sound from computers (mini PL plug) at the lectern.
Audio monitors for the lectern and the head table.
Lighting system, illuminating the lectern and the head table
1 x AV technician to operate the above-mentioned systems.
*For demonstration only
Please contact the Audio-Visual Coordinator, Mr. Mike Perchig (e-mail:
[email protected]), in order to design the images according to the
required resolution.
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SECTION 5: Symposia Advertising
Symposia Session Title
If there are any changes to your Sponsored Session title or program, or you have not yet provided your complete program
details, please inform NeuPSIG 2015 Secretariat at: [email protected], no later than Monday, March 30, 2015.
Symposia Invitation Bag Inserts
Should you be entitled to a bag insert per your contract, please follow the below procedure should you wish to promote your
symposium activities.
1. Please email the invitation draft (including graphic design) prior to printing for approval to Ms. Shani Kupershmidt at:
[email protected] no later than Monday, March 30, 2015.
2. There is no size restriction for the invitation; however, we recommend that the invitation does not exceed standard
A4 dimensions.
3. A quantity of 1500 inserts is requested.
To assure the safe and timely arrival of your inserts and inclusion in the congress bag production line, please follow the
instructions for Insert shipping included in SECTION 8: Shipping Instructions of this Manual.
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Final Program Advertising
For sponsors entitled to adverts in the final program as per their signed contract, please email adverts no later than Monday,
March 30, 2015 to NeuPSIG 2015 Secretariat at: [email protected]
Digital files in PDF format, press quality, CMYK only, fonts and images embedded, please refer the ad spec below:
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Symposium Signage
Each company is entitled to produce up to 3 signs and to place these in the below areas on the day of their session:
- Registration Area – this sign only can be placed at the registration area during the opening hours of the registration
desk.
- At the entrance of the session hall
- Exhibition Area
All signs have to be STAND ALONE – size up to 90cm wide x 200 cm high.
The sign should include: Sponsored Session Title, logo of sponsoring company and the
NeuPSIG 2015 logo.
During the symposia, your company may produce and place in the session hall additional signs (To be provided by the
Sponsor):
• 1-2 x free standing vertical sign to be placed on the stage inside the session hall measuring up to:
150 cm wide x 250 cm high.
• 1 x horizontal sign placed on the head table. Note: the exact measurements are found in Section 4.
• 1 x vertical sign placed on the Speaker’s Lectern. Note: the exact measurements are found in Section 4.
Branding of the hall can be done between 16:30-17:00 on the day of your session.
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SECTION 6: Lead Retrieval Wireless Barcode Reader
Lead Retrieval Wireless Barcode Readers are a helpful tool for collecting Participants contact information.
K- Lead State of the art Lead Retrieval System
 Effortless process using registration badge barcode
 Ability to insert exhibitor comments for each lead
 Immediate information retrieval online
 Cost per unit- €400 +VAT + 4% CC surcharge
The Mini Scanner
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No editing capabilities
Basic participant info
Pocket size
Cost per unit- €300 +VAT + 4% CC surcharge
Please Note:
 Barcodes on participants' badges contain contact information as supplied by the registrant or the agency responsible
for the registration process of that participant. We regret that in some cases, as when group registration is completed
by a company, we may not be in possession of the full contact details.
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In addition, please note that neither Kenes International nor the Organizing Committee is responsible for the content
of the information.
In order to reserve your Lead Retrieval Wireless Barcode Reader, please return the credit card form on the following
page.
Order Form - Lead Retrieval Wireless Barcode Reader
Please complete the following Order Form and email it no later than Monday, March 30, 2015 to the attention of Ms. Shani
Kupershmidt at: [email protected].
Please note, if the system is not returned to the Exhibition Manager one hour after the exhibition closing hour, an additional
€1500 charge will be made to your credit card. In accordance with the security measures taken by credit card companies, please
complete the following form in your own handwriting and sign.
Number of K-lead Scanners Requested: ______________________ (€400 +VAT + 4% CC surcharge per unit)
Number of Mini Scanners Requested: _______________________ (€300 +VAT + 4% CC surcharge per unit)
Company Name for Invoicing: ____________________________________________
Address for Invoicing: _____________________________________________________________________________________
Email Address: __________________________________________ Telephone Number: ______________________________________
Card Type: Visa / MasterCard / AMEX: _______________________
Credit Card Number: _____________________________________
Expiration Date: _________________________________________
Security Digits (on the back of the credit card): ________________
Name of Card Holder: ____________________________________
Date: __________________________________________________ SIGNATURE of Card Holder: _______________________________
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SECTION 7: Congress floor plans
Acropolis Site Plan
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Hermes
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SECTION 8: Shipping, Tariffs, Material Handling and Shipping labels
Dear Sponsor,
Hermes-Merkur is the official handling agent for KENES congresses in 2015. We are a full door to door service company, and
sole on site logistics contractor. As such, we are pleased to update you regarding the services and guidance as how we
dispatch shipments to the event.
Onsite Handling
Due to security, insurance and organizer policy, Hermes-Merkur is the exclusive handler inside the venue. No other company
is permitted to handle cargo within the venue.
Please note that companies, stand builders & PR companies may make their own arrangements to deliver and retrieve goods
directly to the warehouse/venue entrance. Any deliveries made directly to the venue without going through the official
congress shipping agent, will be at the supporters own risk. If they do not arrive on time or are mislaid, the congress
organizers and official congress shipping agent will not take any responsibility.
Hermes Exhibitions & Projects Ltd.
Ms. Zehavit Akerman
Tel: +49 6173 966 95 28
Mobile: +972 52 511 4982
[email protected]
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Dear Exhibitor, Sponsor
"Hermes Merkur” had been nominated as the sole logistic agent for the NeuPSIG 2015 Congress.
For handling services to your participants' bags inserts and display, you are kindly requested to follow the below shipping instructions:
Insert Packing and Shipping instructions
Inserts and display material must be packed, labeled and sent according to the appropriate category:
Inserts - Please use only the attached Green labels.
Place a sample of your insert on the package itself.
Display - please use only the Yellow labels
Note: Do not mix inserts/display material with other material, such as exhibition.
Pre advice and payment confirmation
To guarantee proper handling, please return the attached material handling and payment confirmation with all the requested information all
handling fee must be paid prior to delivery via credit card.
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Contact person:
Mrs. Zehavit Akerman
Tel: + 49 6173 966 95 28
[email protected]
Mobile: +972 52 511 4982
Terms and conditions
All orders are accepted exclusively on the basis of the German forwarders terms and conditions (ADSp).
Deadline & Shipping information
Please note these important dates:
SERVICE
DEADLINE
Airfreight shipments
Arrival to Frankfurt airport -only
May 1, 2015
Shipment via German warehouse
May 7, 2015
Direct delivery
Venue
to Congress
May 12 , no later than
09:00
ADDRESS
Merkur Expo Logistics GmbH
Rheinstrasse 2 ,Eschborn,
Germany 65760
Tel.: +49 6173 966 95 11
Att: Mr. Bernd Blum
Notify:
Exhibitor name: _______
Stand Number:________
Mr. Bernd Blum
Tel: ++49 617396695 11
Merkur Expo Logistics GmbH
C/O Schmitt Peterslahr
A U F DE M HÖHCHEN 2
56587 Oberhonnefeld – Germany
Dirk Dewald: +49 2634 / 95 44 50
NeuPSIG 2015
Nice - Acropolis 1, Esplanade
Kennedy Nice, Cedex 4, France
NeuPSIG 2015
Important Note:
Inserts/Display material that do not arrive by the deadline will not be delivered to the congress venue.
Shipments that arrive without pre alert and payment confirmation will not be accepted.
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(Charges are based on each CBM=300 KG)
1. from free arrival Germany ware house to delivery stand
Up to 25 Kg
€ 125.00
Up to 50 kg
€ 175.00
Over 50 Kg per CBM
€90.00 / MIN 3 CBM
2. Air freight shipment
From free arrival Frankfurt airport up to free delivered stand:
Min per shipment
€315.00
Up to 250 kgs
€2.05 kg
Up to 500 kgs
€1.55\kg
Airport taxes, fees etc. will be calculated as per outlay +10%
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Customs clearance Permanent Importation
Per shipment / per invoice
€140.00
Permanent importation is subject to local customs regulations
Fees for advanced payment of duty and tax 10%
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BAG INSERTS
Direct to Venue - NICE, Acropolis
Exhibitor Name
Stand/Booth Number
Contact Person
Mobile Phone
Nice - Acropolis 1
Esplanade Kennedy Nice, Cedex 4
France
For NEUPSIG 2015 - Nice, France
Box No. _______ of _______
INSERTS
For Congress Bags
Air Freight Shipments
Exhibitor or Company Name
Stand/Booth No. (if relevant)
Contact Person
Mobile Phone
Merkur Expo Logistics GmbH
65760 Eschborn – Germany
Tel: +49 6173 966 95 11
Att: Mr. Bernd Blum
FOR: NEUPSIG 015 - NICE , France
Box No. _______ of _______
INSERTS
Via Germany Warehouse
Domestic Cargo / Courier Shipments
Exhibitor or Company Name
Stand/Booth No. (if relevant)
Contact Person
Mobile Phone
Merkur Expo Logistics GmbH
C/O Schmitt Peterslahr
A U F DE M HÖHCHEN 2
56587 Oberhonnefeld, Germany
Dirk Dewald: +49 2634 / 95 44 50
FOR NEUPSIG 2015 - Nice , France
Box No. _______ of _______
Marketing/Promotional Material
For Congress Unmanned Display
Direct to Venue - NICE, Acropolis
Exhibitor Name
Stand/Booth Number
Contact Person
Mobile Phone
Nice - Acropolis 1
Esplanade Kennedy Nice, Cedex 4
France
For NEUPSIG 2015 - Nice, France
Box No. _______ of _______
Marketing/Promotional Material
For Congress Unmanned Display
Air Freight Shipments
Exhibitor's Name
Contact Person
Mobile Phone
Merkur Expo Logistics GmbH
65760 Eschborn – Germany
Tel: +49 6173 966 95 11
Att: Mr. Bernd Blum
For NEUPSIG 2015 - Nice, France
Box No. _______ of _______