SPONSORED SYMPOSIUM MANUAL
WW W.K ENES.COM/ HEART -BRAIN
Dear Sponsor,
We are happy to present you with ICHB 2014 - The 2nd International Conference on Heart & Brain 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 me for further information or assistance.
Kind regards,
Robert Nesbitt
Project Coordinator, Technical & Exhibition
Tel: +41 22 9080488 Ext 590
Fax: +41 22 906 9140
[email protected]
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Table of contents
SECTION 1: Symposium Related Contact Information
3
 Kenes Contacts
 Contractors Contacts
SECTION 2: Deadlines Tables
5
SECTION 3: Timetables
6
 Symposia Timetable
 Registration Timetable
SECTION 4: Symposium Session Hall
8
 Hall Technical Details
 Supplied AV
SECTION 5: Symposium Advertising
11
 Symposium Signage
SECTION 6: Lead Retrieval Bar-Code Readers
13
SECTION 7: Shipping, Tariffs, Material Handling and Shipping labels
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SECTION 8: Symposium Catering
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SECTION 1: Contact Information
a. Kenes contact information
Project Manager
Ms. Charlotte Boskila
Tel: +41 22 9080488 Ext 946
[email protected]
Programme Coordinator
Ms. Ronit Eisenbach
Tel: +41 22 9080488 Ext 592
[email protected]
Technical and Exhibition
Mr. Robert Nesbitt
Tel: +41 22 908 0488 ext. 590
[email protected]
Registration and Accommodation Manager
Ms. Shirley Milner
Tel: +41 22 9080488 Ext 815
[email protected]
Industry Liaison and Sales
Ms. Judit Gondor
Tel: +41 22 9080488 Ext 531
[email protected]
Audio Visual Equipment
alizé création
Mr. Laurent Bursztyn
[email protected]
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b. Official Contractors contact information
STAND CONSTRUCTION AND FITTING, FURNITURE HIRE,
ELECTRICS AND SIGNAGE
GROUPE SPAT SAS
Ms. Cécilia Martin
Tel: +33 (1) 44 25 24 25
Fax: +33(1) 45 54 23 86
Mobile: +33(6) 77 37 07 99
[email protected]
CONGRESS VENUE (INTERNET, SECURITY, STAND CLEANING,
STAND CATERING, HOSTESSES)
HOTEL PULLMAN PARIS MONTPARNASSE
Ms. Noëlle Albert
Event Manager
19, rue du Commandant René Mouchotte, 75014 Paris
Tel: +33 1 44 36 46 40
Fax: +33 1 44364700
[email protected]
OFFICIAL SHIPPING AGENT, CUSTOMS CLEARANCE AND
FREIGHT HANDLING
HERMES EXHIBITIONS 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 Tables
Submission of Forms
Staff Hotel Reservation
Deadlines
Early booking highly recommended
Badge Order
Lead Retrieval Wireless Barcode Reader
Flowers and Plants, Food & Beverage, Audio Visual
Payment of Invoice Balance
Door to door shipments ready for pick up (EEC
countries)
Airfreight Shipments – arrival to CDG Airport
Shipment via Paris Warehouse no later than
Monday, February 10, 2014
Monday, February 10, 2014
Monday, February 10, 2014
Must be received in full before congress opens
Wednesday, February 12, 2014
Wednesday, February 19, 2014
Wednesday, February 26, 2014
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SECTION 3: Timetables
Symposia Timetable
Sponsor
Date
Session Time
Location
Bristol Myers-Squibb
Boston Scientific
Bayer Healthcare ( Bayer
Pharma AG)
Thursday, February 27th
Thursday, February 27th
11:30-13:00
14:45-15:30
Thursday, February 27th
17:45-19:15
Modigliani Hall
Modigliani Hall
Modigliani Hall
SSNN
Friday, February 28th
08:00-09:00
DAIICHI SANKYO EUROPE
GmbH
Friday, February 28th
12:30-13:30
Modigliani Hall
Modigliani Hall
Registration Time Table
Thursday, February 27th
28th
Friday, February
Saturday, March 1st
09:00-20:00
08:00-19:15
08:00-12:30
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Hotel Pullman Paris Montparnasse
Congress Venue Hotel available for sponsors bookings
HEART AND BRAIN 2014 HOTEL ACCOMMODATION
or if you prefer you can contact us with your request directly
[email protected]
 Ideally located in the heart of the historical, commercial and cultural Left Bank district of Paris.
 The hotel is a stone's throw from the Gare Montparnasse train station, a few minutes' walk from the Latin Quarter and 10
minutes by metro from the Eiffel Tower.
 The Air France shuttle services to Roissy and Orly airports are just 50 metres away.
 Free WI-FI access is available in public areas.
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SECTION 4: Symposia Session Hall
Symposia will take place in Modigliani Hall , the Hall will be referred to as Modigliani Hall in all Symposia publications and directional
signage.
Hall Technical Details
Hall Capacity
Speaker Lectern
Banner dimensions (cm)
Head Table Banner
Dimensions (cm)
600 Theatre Style
W
H
N/A
N/A
Electronic Banner
See page 9 (Supplied AV)
W
H
360 cm
75 cm
( Constructed from 2 units, every unit
is 183cm wide x 75cm high)
Sufficient seating for up to 6 persons.
3mm Foam board or similar rigid
material is recommended for branding
The general stage setting includes theatre style seating arrangement, front projection screen, 1 speaker lectern and a head table
accommodating up to 6 persons. For alternative/additional stage setting please contact Robert Nesbitt at: [email protected]
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Supplied AV Modigliani Hall

•
•
•
•
•
•
•
•
•
•
P.A. (sound) system which covers the hall, incl. at least 9 wired microphones (3 head table, 2 lectern, 4 Q&A) with stands
(floor/table), 1 wireless tie-clip microphone and connection to sound from computers (mini PL plug) at the lectern.
W4.20xH3.15 m' front projection screen.
Data projector, at least 6500 ansi-lumens – incl. the necessary VGA cables between the projector and the lectern
(via the Data/Video control system, see below).
42" Confidence monitor in front of the head table, showing the same image as being projected on the main screen.
Laptop computer for PowerPoint presentations at the lectern, incl. English version of Windows, English version of
PowerPoint, DVD drive, USB port, sound card – networked to the Speakers’ Ready Room.
Data/Video control system, incl. Data/Video seamless switcher, 2nd. Laptop computer for control & back-up, all the necessary
VGA cabling to the lectern and to the Data projector.
Fixed video camera, to capture the face of the speaker at the lectern for live close-circuit projection during Q&A
discussions.
Vertical 42" Plasma screen in front of the lectern, facing the audience, projecting a PPT with the name of the speaker (see
photo below)*.
Laser pointer (as back-up - we recommend using the cursor of the laptop computer as a pointer).
Lighting system, illuminating the lectern, the head table and the banners.
2 x English speaking AV technicians to operate the above-mentioned systems.
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You may project your company logo on the plasma screen as shown in this
illustration picture.
* Please contact the AV Coordinator, Mr. Laurent Bursztyn (e-mail: [email protected]) in order to design the image
according to the required resolution. The “virtual” banner can include the name of symposium and the name and logo of sponsoring
company.
If you would like to arrange for any additional AV equipment (i.e. additional microphones, audio and/or video recording, voting system,
simultaneous translation system, etc.), time slot for rehearsals, AV equipment for small meeting, etc. please contact Mr. Laurent
Bursztyn, the AV Coordinator, directly at: [email protected]
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SECTION 5: Symposium Signage
1.
Session Hall Signage


Self Standing Sign
The organizers will provide one stand alone sign to be placed at the entrance of the session hall 15 minutes prior to the
sessions published start time. The sign will include: Sponsored Session Title, logo of sponsoring company and the ICHB
Congress 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).
(For details, please see SECTION 4: Symposium Session Halls).
2.
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 Thursday, February 27, 2014 and remain posted throughout the Conference.
3.
Free standing signage
The Sponsor is permitted to place up to two signs (W50cm X H70cm) advertising the Sponsored Session on the day of your
session only. Please make sure to bring your own easels.
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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.
The Smart Scanner
 On-line comments per scanned badge
 On-line expanded participant info
 Hand held
 Cost per unit - €350 (plus vat)
The Mini Scanner




No editing capabilities
Basic participant info
Pocket size
Cost per unit - €280 (plus vat)
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 Order Form on the following page.
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Order Form -Lead Retrieval Wireless Barcode Reader
Please complete the following Order Form. Please note that if the system is not returned to the Exhibitor 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. Please email this form before Monday, 10 February, 2014 to the attention of Robert Nesbitt
[email protected]
Number of Smart Scanners Requested: ______________________ (€350 plus VAT per unit)
Number of Mini Scanners Requested: _______________________ (€280 plus VAT per unit)
Company Name: _________________________________________
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: Shipping, Tariffs, Material Handling and Shipping labels
Dear Sponsor,
"Hermes Merkur" has been nominated as the sole logistics’ agent for the HEART & BRAIN 2014 Congress. For handling services of your
congress bags inserts and display, you are kindly requested to follow the shipping instructions below:
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 Green labels provided. Place a sample of your insert on the package itself.
Display - Please use only the Yellow labels provided.
Note: Please do not mix inserts/display material with other material, such as exhibition.
Handling and Payment Confirmation
To guarantee proper handling, please return the attached Handling and Payment Confirmation form with all the requested information.
All handling fees must be paid prior to delivery via credit card.
Contact Person: Mrs. Zehavit Akerman
Email: [email protected]
Tel: +49 6173 966 95 28
Mobile: +972 52 511 4982
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Terms and Conditions
All orders are accepted exclusively on the basis of the Local forwarders terms and conditions (ADSp).
Deadline & Shipping Information
Please note these important dates:
Service
Airfreight Shipments
Arrival to CDG airport
Shipment via Paris
Warehouse
Deadline
Feb 19,2014
Feb 24,2014
Address
E.S.I.
2 rue du Meunier – ZAC du Moulin – 95700 Roissy en
France – France
Notify: ICHB Medical congress 014
Congress name _________________
Name of Exhibitor ________________
Stand no. ______________________
E.S.I
ZAC DU MOULIN / LE MOULIN A VENT
2 RUE DU MEUNIER
95970 ROISSY CDG CEDEX - France
Phone : +33(0)1.30.11.93.46/47/48/49
Important Notes:


Only Inserts/Display materials that arrive by the deadline will be guaranteed for delivery to the Congress Venue. Any materials that arrive
after the deadline date will not be delivered.
Only shipments with Handling and Payment Confirmation form will be accepted.
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Inserts/Display Handling Tariff
(Charges are based on each CBM = 330 KG)
From free arrival Paris warehouse to delivery stand:
Up to 25 Kg
€ 125.00
Up to 50 kg
€ 175.00
Over 50 Kg
€ 90.00 / per CBM / Min 3 CBM
Air Freight Shipment
From free arrival CDG Paris France airport up to free delivered stand:
Min per shipment
€ 315.00
Up to 250 kg
€ 2.05 / kg
Up to 500 kg
€ 1.55 / kg
Outlay fees + 10% for pre payment.
Airport taxes, storage, fees etc. will be
Customs Clearance Permanent Importation
Per shipment / Per invoice
€140.00
Permanent importation is subject to local customs regulations.
Outlay fees + 10% for pre payment.
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Handling and Payment Confirmation Form
Congress Name
Exhibitor Name
Stand Number
Insert
Display
Direct to Venue
Paris Advance Warehouse
Air Freight
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Company details responsible for payment
Shipment Information
Shipper's Name
Email Address
Phone Number
Purchase Order Number
Truck Size
Courier Tracking Number
Airway Bill (AWB) Number
Number of Pieces
Weight in Kg
CBM
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Payment Details
This is to confirm that the payment for handling the above cargo will be covered by our company.
Company Details: _________________________________________
Card Holder's Signature: ___________________________________
VAT Number: ____________________________________________
Email Address: ___________________________________________
Please enclose a copy of both the front and back of your credit card.
Phone Number: ___________________________________________
For payments made by credit card, an additional 2.5% service charge
will be added.
Address: ________________________________________________
Card Type: VISA 
DINERS 
MASTERCARD 
AMEX 
We cannot guarantee services for any cargo arrival without a
completed Handling and Payment confirmation form!
Credit Card Number: ______________________________________
Expiry Date: _____________________________________________
Best regards,
CVC (Last 3 digits on back of credit card): ______________________
Hermes - Merkur
Name of Card Holder: _____________________________________
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INSERTS
Via Warehouse
Domestic Cargo / Courier Shipments
Exhibitor or Company Name
Stand/Booth No. (if relevant)
Contact Person
Mobile Phone
E.S.I ZAC DU MOULIN / LE MOULIN A VENT
2 RUE DU MEUNIER
95970 ROISSY CDG CEDEX - France
Phone : +33(0)1.30.11.93.46/47/48/49
For: HEART & BRAIN 2014 Paris
Box No. _______ of _______
INSERTS
For Congress Bags
Air Freight Shipments
Exhibitor or Company Name
Stand/Booth No. (if relevant)
Contact Person
Mobile Phone
E.S.I
2 Rue de Meunier - ZAC du Moulin - 95700 Roissy en France
Att: Virginie CAQUINEAU
Tel: 33 1 3992 8788
FOR: HEART & BRAIN 2014
Box No. _______ of _______
Marketing/Promotional Material
For Congress Unmanned Display
Via Warehouse
Exhibitor's Name
Contact Person
Mobile Phone
E.S.I ZAC DU MOULIN / LE MOULIN A VENT
2 RUE DU MEUNIER
95970 ROISSY CDG CEDEX - France
Phone : +33(0)1.30.11.93.46/47/48/49
For: HEART & BRAIN 2014 Paris
Box No. _______ of _______
Marketing/Promotional Material
For Congress Unmanned Display
Air Freight Shipments
Exhibitor's Name
Contact Person
Mobile Phone
E.S.I
2 Rue de Meunier - ZAC du Moulin - 95700 Roissy en France
Att: Virginie CAQUINEAU
Tel: 33 1 3992 8788
FOR: HEART & BRAIN 2014
Box No. _______ of _______
Marketing/Promotional Material
For Congress Unmanned Display
Direct to Venue
Exhibitor Name
Stand/Booth Number
Contact Person
Mobile Phone
Hotel Pullman Paris Montparnasse
12 rue Vercingétorix
Paris, 75014 France
For: HEART & BRAIN 2014
Box No. _______ of _______
SECTION 8: Symposium catering
The catering in the ICHB2014 Conference & Exhibition is exclusive to the Hotel Pullman Montparnasse and needs to be requested in
advance.
If you are interested in ordering F&B services for the duration of your symposium complete the following F&B order form as per the
instructions
Any food products not included in the catering services can only be distributed after obtaining express or specific authorization from
the Hotel Pullman Paris Montparnasse, for all enquiries regarding catering, please contact:
Ms. Noëlle Albert at: [email protected]
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RETURN THIS DOCUMENT (1 page per day) TO : Noëlle Albert
Tel : 33 1 44 36 46 40 Fax : 33 1 44 36 49 02 Email : [email protected]
Before the 10th February 2014
Company: KENES INTERNATIONAL
One sheet per day of exposition
Company :
Contact Name :
Billing Adress :
Stand N°:
Tél :
Fax :
Price
VAT
(piece)
Sweet
Assortment of 50
mini Danish
pastries
Platter of 30 mixed
biscuits
Selection of 32
macaroons
Nbr
Total
email :
Time
Savoury
Price
VAT
(piece)
70 €
Savoury mini-shots: gaspacho with
creamy olive and anchovy purée,
artichokes with preserved tomatoes,
guacamole and crab meat (50
persons)
150 €
50 €
Assortment of 40 canapés
80 €
70 €
Platter of 32 fine
chocolates
50 €
Assortment of 25
fruits skewers
50 €
Seasonal fruit
basket of 5kg
90 €
TOTAL SWEET
Selection of matured cheeses and
bread (100 persons)
Surprise bread with salmon,
Roquefort and walnut, curried shrimp
and poultry or beef and mustard
(50 pieces)
Basket of 20 fresh bretzels
Nbr
Total
Time
Drinks
Price
VAT
(piece)
Soft drinks (cola,
tonic…20 cl)
4€
Orange juice
(Jug) (1l)
Bottle of mineral
water (1 l)
175 €
130 €
Red Wine (0,75 l)
White Wine (0,75
l)
Bottle of
Champagne (0,75
l)
Termos of Coffee
(1L)
Termos of tea
(1L)
90 €
TOTAL SAVOURY
Nbr
Total
13 €
5€
24 €
24 €
58 €
13 €
13 €
TOTAL DRINKS
For each command additional staff fees of 100€ will be charged.
To confirm your command a contract will be send to you with a full prepayment required.
Flower :
□ Center piece 25 € TTC
□ Bouquet 50 € TTC
□ Kentia (2 m) 55 € TTC
Pullman Paris Montparnasse
S.N.C au capital de 16 007 535 Euros
Siret : 340 722 701 000042
TVA Intra-communautaire : FR 60 340 722 701
Fact in
, the
Signature of the Client, preceded
by the handwritten mention “read and approved”
Time