Symposia Technical Manual
Dear Sponsor,
We are happy to present you with IGCS 2014 - 15th Biennial Meeting of the International Gynecologic Cancer Society Sponsored Symposium
Manual.
This manual covers important information and is designed to assist you in preparing for your symposium. 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,
Robert Nesbitt
Technical and Exhibition Manager
+41 22 9080488 ext. 590
[email protected]
1
Table of contents
SECTION 1: Contact Information
3
 Kenes Contacts
 Contractors Contacts
SECTION 2: Deadlines Table
5
SECTION 3: Timetables
6
SECTION 4: Symposia Session Halls
7
 Hall Technical Details
 Supplied AV
SECTION 5: Symposium Advertising
18
 Symposium Signage
19
SECTION 6: Lead Retrieval Bar-Code Readers
20
SECTION 7: Meeting Floor Plans
22
SECTION 8: Shipping, Tariffs, Material Handling and Shipping labels
24
2
SECTION 1: Contact Information
ORGANIZER CONTACT INFORMATION
Project Manager
Ms. Charlotte Boskila
+41 22 9080488 Ext. 946
[email protected]
Industry Liaison and Sales Associate
Ms. Maris Oreskovic
+31 20 763 0515
[email protected]
Technical Project Coordinator
Mr. Robert Nesbitt
+41 22 9080488 Ext. 590
[email protected]
Registration Manager
Ms. Hila Cohen
+41 22 9080488 Ext.539
[email protected]
Programme Coordinator
Ms. Joanne Katz
+41 22 9080488 Ext. 920
[email protected]
Accommodation for groups
Ms. Irina Sapir
+41 22 9080488 Ext.998
[email protected]
Audio Visual Coordinator
For extra AV order and technical rehearsals
Mr. Mike Perchig
[email protected]
For individual bookings please visit the congress website
https://hotel.kenes.com/en/congress/IGCS14
3
OFFICIAL CONTRACTORS CONTACT INFORMATION
Stand Construction, Furniture, Power & Lighting, Flooring,
Audio Visual, Signage & Graphic Services and Plant Hire
MORETONHIRE
Mr. Kerry Casemore
+61 3 9300 5733
[email protected]
Stand Catering
Melbourne Convention and Exhibition Centre (MCEC)
MCEC Exhibitor Services
+61 3 9235 8110
[email protected]
www.mcec.com.au
Internet, Stand Cleaning and Business Support Equipment
Melbourne Convention and Exhibition Centre (MCEC)
MCEC Exhibitor Services
+61 3 9235 8110
[email protected]
www.mcec.com.au
The MCEC has the sole catering rights to all food and
beverage products. No exhibitor/sponsor or person
shall distribute, sell or give away any item of food or
drink to visitors of the centre without the prior written
approval of the MCEC. They require a minimum 3
working days notice.
Shipping, Freight Handling & Onsite Logistic Services
Agility Fairs & Events Pty Ltd
Ms. Rachel Larsen
+61 03 9330 3303
Travel Agency & Temporary Staff Services
The Conference Connection- TCC
Ms. Joanne Alderman
+61 3 9370 6470
[email protected]
www.tccaustralia.com
[email protected]
www.agilitylogistics.com
4
SECTION 2: Deadlines Table
Submission of Exhibition Forms
Deadlines
Hotel Reservation for Staff
Badge Order
Lead Retrieval Wireless Barcode Reader
As soon as possible
Thursday, October 9, 2014
Thursday, October 9, 2014
Thursday, October 16, 2014
Orders placed after October 16 and during move-in incur a 20%
surcharge on hire charges with a minimum of $60.
Must be received in full by before the congress opens.
Monday, November 3, 2014
Furniture, Power & Lighting, Flooring, Audio
Visual, Signage & Graphic Services
Payment of Invoice Balance
Shipment via warehouse
Goods should be custom cleared!
Direct Deliveries to Congress Venue
Thursday, November 6, 2014
5
SECTION 3: Timetables
Sponsor
MSD
Roche
Surgicore pty Ltd
Intuitive Surgical Inc
Prime Oncology
Symposia Timetable
Date
Session Time
Saturday, November 8, 2014
12:30 - 14:00
Sunday, November 9, 2014
12:30 - 14:00
Sunday, November 9, 2014
17:30 - 18:15
Monday, November 10, 2014 13:00 - 14:00
Monday, November 10, 2014 13:00 - 14:00
Location
Meeting Room 219 & 220
Plenary 3
Meeting Room 204
Meeting Room 219 & 220
Meeting Room 212 & 213
* Subject to change according to final congress schedule
Registration Timetable*
Friday, November 7, 2014
07:00-19:00
Saturday, November 8, 2014
07:00-20:30
Sunday, November 9, 2014
06:30-19:30
Monday, November 10, 2014
06:30-18:00
Tuesday, November 11, 2014
06:30-13:30
6
SECTION 4: Symposia Session Halls
Plenary 3
Hall Capacity
1,484 Auditorium (including balcony)
979 Seats (Floor only)
Ceiling Height
9.5 meters (above stage)
Stage Height
1 meter
Speaker Lectern
Exact banner
dimensions can be
found on page 17
Head Table Banner
Dimensions
W
H
57cm
82cm
W
H
2m
72cm
Sufficient seating for up to 3 persons.
5mm Foam board or similar rigid
material is recommended for branding.
Note – there isn’t the provision of banners as depicted in picture above
The general stage setting includes 1 speaker lectern and a head table accommodating up to 3 persons. For alternative/additional stage setting
please contact Robert Nesbitt at: [email protected]
7
Supplied AV
Plenary 3 Hall, IGCS 2014
 Large front projection screen – panoramic image of W8.3xH4.7 m’.
 High-powered Data projector (14000 ANSI-lumens, HD).

Data/Video Control system which enables opening "windows" on the screen (see photo below), including all necessary VGA cables to
the lectern and a seamless Data/Video switcher at the AV Control desk.
 40” Confidence monitor in front of the head table, showing the same image as being projected on the large “window” on the main
screen (see previous item and photo below).
 Video camera to capture the face of the speaker at the lectern for live close-circuit projection.
 Remote computer for PowerPoint presentations – located at the lectern and networked to the Speakers’ Ready Room (see photo
below).
 Laser pointer (as back-up, we recommend using the cursor of the laptop computer mouse as a pointer).
 P.A. (sound) system, which covers the hall, incl. 2 wired microphones and connection to sound from computers (mini PL plug) at the
lecturn, 3 wired microphones on the head table, 2 wired microphones and 4 wireless microphones for Q&A (on stands in the aisles) and
2 wireless tie-clip microphones.
 Audio monitors for the lecturn and for the head table.
 Lighting system, incl. spotlights to illuminate the lectern and the head table.
 Colorful lighting on stage.
 3 AV technicians and a camera operator to operate the above-mentioned systems.
8
* The Sponsor's “virtual” banner will be projected on the Panoramic screen.
Please contact the AV Coordinator, Mr. Mike Perchig (e-mail: [email protected]) in order to design the background images according to the
required resolution, for any additional AV orders and to schedule a technical rehearsal inside the hall.
The “virtual” banner can include the title of the Symposium, the name and logo of the Sponsor and the name and logo of the Congress.
For illustration only ( different congress/venue)
Lecturn
9
10
Meeting Room 219 & 220 and Meeting Room 212 & 213
Hall Capacity
480
Ceiling Height
5m
Stage height
40cm
Hall Dimensions
W25m x L19.5m
Speaker Lectern
Exact banner
dimensions can be
found on page 17
Head Table Banner
Dimensions
W
H
57cm
82cm
W
H
2m
72cm
Sufficient seating for up to 3 persons.
3mm Foam board or similar rigid
material is recommended for branding.
11
Supplied AV
Meeting Room 219 & 220 and Meeting Room 212 & 213, IGCS 2014








2 x front projection screen –image of W4.40xH2.5 m’.
2 x Data projectors (10000 ANSI-lumens each).
40" Confidence monitor in front of the head table, showing the same image as being projected on the main screens.
Remote computer for PowerPoint presentations – located at the lecturn and networked to the Speakers’ Ready Room (see photo
below).
Logitech Presenter & Laser pointer (as back-up, we recommend using the cursor of the lecturn computer mouse as a pointer).
P.A. (sound) system, which covers the hall, incl. 2 wired microphones and connection to sound from computers (mini PL plug) at the
lecturn, 2 wired microphones on the head table, 3 wired microphones for Q&A (on stands in the aisles) and 1 wireless tie-clip
microphone.
Lighting system, illuminating the lectern.
1 AV technician to operate the above-mentioned systems.
Please contact the AV Coordinator, Mr. Mike Perchig (e-mail: [email protected]) for any
additional AV orders and to schedule a technical rehearsal inside the hall.
12
Level Two Meeting Rooms 219 & 220 combined and 212 & 213 combined (Both Meeting Rooms are identical)
13
Meeting Room 204
Hall Capacity
240
Ceiling Height
5m
Stage height
40cm
Hall Dimensions
W12.5m x L19.5m
Speaker Lectern
Exact banner
dimensions can be
found on page 17
Head Table Banner
Dimensions
W
H
57cm
82cm
W
H
2m
72cm
Sufficient seating for up to 3 persons.
3mm Foam board or similar rigid
material is recommended for branding.
14
Supplied AV
Meeting Room 204, IGCS 2014







Front projection screen –image of W4.40xH2.5 m’.
1 x Data projector (10000 ANSI-lumens each).
Remote computer for PowerPoint presentations – located at the lecturn and networked to the Speakers’ Ready Room (see photo
below).
Logitech Presenter & Laser pointer (as back-up, we recommend using the cursor of the lecturn computer mouse as a pointer).
P.A. (sound) system, which covers the hall, incl. 2 wired microphones and connection to sound from computers (mini PL plug) at the
lecturn, 2 wired microphones on the head table, 3 wired microphones for Q&A (on stands in the aisles) and 1 wireless tie-clip
microphone.
Lighting system, illuminating the lectern.
1 AV technician to operate the above-mentioned systems.
Please contact the AV Coordinator, Mr. Mike Perchig (e-mail: [email protected]) for any
additional AV orders and to schedule a technical rehearsal inside the hall.
15
Level Two Meeting Room 204
16
The front of the Intelligent Lectern has an inbuilt light
box which provides branding options.
MCEC can print and supply custom lectern signage
for your event. Please contact
Vanessa Burke: [email protected]
Signage thickness:
 0.4mm - 0.6mm
17
SECTION 5: Symposium Advertising
Symposium Title
If there are any changes to your Sponsored Session title or programme, please inform Ms. Joanne Katz at [email protected],
before Thursday, September 25, 2014.
Symposium 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. Joanne Katz at [email protected] no
later than Thursday, September 25, 2014.
2. The invitation should not exceed standard A4 dimensions.
3. A quantity of 2500 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.
Final Programme Advertising
For Sponsors entitled to adverts in the final programme as per their signed contract, please email adverts, by Thursday, September 25, 2014,
to Ms. Joanne Katz at [email protected] in one of the following formats at a resolution no less than 300 dpi: EPS, Illustrator, JPG or PDF.
Please note that the dimensions of adverts for the final programme are A5.
18
Symposium Signage
1.
Session Hall Signage
 Free Standing Sign
The Congress organizers will provide one stand alone sign to be placed at the entrance of the session hall 15 minutes prior to each
session’s published start time. The sign will include: sponsored symposium title, logo of sponsoring company and the IGCS 2014 logo.
 Stage Banners (optional) - The following may be displayed (and provided by the Sponsor)
 1 x free standing vertical sign to be placed on the stage. Maximum dimensions: H250cm X W150cm.
 1 x horizontal sign placed in front the head table facing audience.
(For dimensions, see SECTION 4: Symposium Session Halls).
 1 x portrait sign in front of the speaker's lectern facing audience.
(For details, please see SECTION 4: Symposium Session Halls).
2.
3.
4.
Poster Board advertisement
The Sponsor will be allocated a poster board to advertise the session.
Maximum poster dimensions are: W90cm x H120cm.
Your poster may be posted on Saturday, November 8, 2014 and remain posted throughout the Meeting.
Option of virtual branding of the main screen in Plenary 3 to the Stage banners (optional). Please contact the AV Coordinator, Mr.
Mike Perchig (e-mail: [email protected])
Free standing signage
The Sponsor is permitted to place up to two signs advertising the Sponsored Session on the day of your session only. One may be placed
in the registration and one in the exhibition area. If in doubt please check with the onsite Technical and Exhibition Manager before
placing your signs.
Two optional sizes: W50cm X H70cm, Please make sure to bring your own easels. W85 x H205, stand alone rollup sign
19
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
 Option for pre-installed survey tailored to exhibitor needs
 Ability to insert exhibitor comments for each lead
 Immediate information retrieval online
 Cost per unit- $550 (USD) +GST + 4% CC surcharge
The Mini Scanner
 No editing capabilities
 Basic participant info
 Pocket size
 Cost per unit- $350 (USD) +GST + 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.
 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.
20
Order Form - Lead Retrieval Wireless Barcode Reader
Please complete the following credit card details form.
Please note that if the system is not returned to the Exhibitor Manager by Monday, November 10, at 17:30 an additional US$2000 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.
Please mail this form no later than Thursday, October 9, 2014 to the attention of Robert Nesbitt at [email protected]
Number of K-Lead Scanners Requested: _____________________ (US$550 + GST + 4% CC surcharge per unit)
Number of Mini Scanners Requested: _______________________ (US$350 + GST + 4% CC surcharge per unit)
Company Name: _________________________________________
Contact Email: __________________________________________
Contact 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: _______________________________
21
SECTION 7: Congress Floor Plans
Ground Floor
22
Level 2
23
SECTION 8: Shipping, Tariffs, Material Handling and Shipping labels
Hermes-Merkur is the official freight-handling agent for KENES congresses in 2014. 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.
Exhibition goods and air freight shipments
Companies wishing to send goods to the congress are requested to contact Agility Fairs & Events, for shipping instructions and rate offer. We
suggest that you contact Agility that will assist you in preparing for the correct and timely dispatch of your exhibits to Australia.
Contact Details
Ms. Rachel Larsen
28-32 Sky Road
Melbourne Airport, Victoria, Australia, 3045
Tel: +61 03 9330 3303
Fax: +61 03 9330 3337
[email protected]
www.agilitylogistics.com
24
Insert Packing and Shipping instructions
Inserts 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.
Note: Do not mix inserts with other material
To ensure that your shipment is tracked, send a copy of your shipment waybill or consignment note prior to shipment arrival to Australia to:
[email protected] and [email protected]
Via Advance warehouse
Courier shipments must arrive in our depot no later than Nov 3, 2014 (customs cleared!)
If you ship your goods using a courier service, please ensure you send us a pre alert prior to the arrival of the goods and ensure import duties
and taxes are prepaid. Agility Fairs & Events cannot be held responsible for any duties and taxes that may be levied.
All small parcel express or courier shipments must be consigned to the following address:
Agility Fairs & Events Pty Ltd
Gate 10, 28 – 32 Sky Road
Melbourne Airport, VIC, 3045, Australia
Attn: Rachel Larsen
Tel: + 61 3 9330 3303
C/O: IGCS 2014
Direct delivery to venue
25
Please note that the only date for delivering the inserts directly to the venue is
Thursday, November 6, 2014
Melbourne Convention and Exhibition Centre
1 Convention Centre Pl.
South Wharf 3006, Melbourne
Inserts 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.
Please note that all materials entering the venue incur a handling charge. This includes materials for inserts to the Congress bags and display.
HANDLING CHARGES & PAYMENT

Shipment via advance warehouse
To receive shipment, tally and register, stage and subsequent delivery to venue
For courier shipments below 50 KGS AUD 250.00 Minimum charge.
For shipments exceeding 50 KGS we charge additional 1.85 AUSD per KG

Direct delivery
shipments below 50 KGS AUD 125.00 Minimum charge
For shipments exceeding 50 KGS we charge additional 1.25 AUSD per KG
Exhibitors, shippers, sponsors & publishers are requested to arrange payment prior to shipment being delivered to stand.
26
Agility Fairs & Events accepts payment via major credit cards such as American Express,
MasterCard and Visa. A tax invoice will be issued for every transaction. Credit card payments attract a surcharge of 3.5%.
LABEL
Please make sure to use the attached labels
27
EXHIBITION GOODS
For the Exhibitor's Stand Only
Air Freight Shipments
Exhibitor Name
Stand/Booth Number
Contact Person
Mobile Phone
Agility Fairs & Events Pty Ltd
Gate 10, 28 – 32 Sky Road
Melbourne Airport, VIC, 3045, Australia
Attn: Rachel Larsen
Tel: + 61 3 9330 3303
C/O: IGCS 2014
Box No. _______ of _______
EXHIBITION GOODS
For the Exhibitor's Stand Only
Direct to Venue
Exhibitor Name
Stand/Booth Number
Contact Person
Mobile Phone
Melbourne Convention and Exhibition Centre
1 Convention Centre Pl.
South Wharf 3006
Melbourne - Australia
For IGCS 2014
Box No. _______ of _______
INSERTS
Via agent Warehouse
Domestic Cargo / Courier Shipments - customs cleared
Exhibitor or Company Name
Stand/Booth No. (if relevant)
Contact Person
Mobile Phone
Agility Fairs & Events Pty Ltd
Gate 10, 28 – 32 Sky Road
Melbourne Airport, VIC, 3045, Australia
Attn: Rachel Larsen
Tel: + 61 3 9330 3303
C/O: IGCS 2014
Box No. _______ of _______
INSERTS
For Congress Bags
Air Freight Shipments
Exhibitor or Company Name
Stand/Booth No. (if relevant)
Contact Person
Mobile Phone
Agility Fairs & Events Pty Ltd
Gate 10, 28 – 32 Sky Road
Melbourne Airport, VIC, 3045, Australia
Attn: Rachel Larsen
Tel: + 61 3 9330 3303
C/O: IGCS 2014
Box No. _______ of _______
Marketing/Promotional Material
For Congress Unmanned Display
Air Freight Shipments
Exhibitor's Name
Contact Person
Mobile Phone
Agility Fairs & Events Pty Ltd
Gate 10, 28 – 32 Sky Road
Melbourne Airport, VIC, 3045, Australia
Attn: Rachel Larsen
Tel: + 61 3 9330 3303
C/O: IGCS 2014
Box No. _______ of _______
Marketing/Promotional Material
For Congress Unmanned Display
Local delivery / courier - customs cleared items Warehouse
Warehouse
Exhibitor's Name
Contact Person
Mobile Phone
Agility Fairs & Events Pty Ltd
Gate 10, 28 – 32 Sky Road
Melbourne Airport, VIC, 3045, Australia
Attn: Rachel Larsen
Tel: + 61 3 9330 3303
C/O: IGCS 2014
Box No. _______ of _______
Marketing/Promotional Material
For Congress Unmanned Display
Airfreight to airport
Exhibitor's Name
Contact Person
Mobile Phone
Agility Fairs & Events Pty Ltd
Gate 10, 28 – 32 Sky Road
Melbourne Airport, VIC, 3045, Australia
Attn: Rachel Larsen
Tel: + 61 3 9330 3303
C/O: IGCS 2014
Box No. _______ of _______