the 34 annual esra congress september 2-5, 2015esra2015.kenes.com/documents/esra 2015...

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Dear Supporter,

We are happy to present you with the ESRA Technical Symposia Manual. 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 of the information presented. It will take you

very little time now, and could save you a great deal of time later.

The 34th Annual ESRA Congress takes place on September 2-5, 2015 at the GR - Ljubljana Exhibition and Convention Centre

Address

GR - Ljubljana Exhibition and Convention Centre

Dunajska cesta 18, SI - 1000 Ljubljana

p.p. 3517, Slovenia

Tel: +386 1 300 26 00

Fax: +386 1 300 26 28

Website: www.gr-sejem.si

A block of hotel rooms has been reserved for the ESRA 2015 congress participants and supporters at a discounted rate. Hotel reservations can be made via the Congress website. Please click here.

Please do not hesitate to contact me for further information or assistance. We look forward to welcoming you in Ljubljana and wish you a

successful Symposium.

Warm regards,

Shani Kupershmidt

Meeting Planner

http://www.gr-sejem.si/https://hotel.kenes.com/en/congress/ESRA15

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Table of Contents

SECTION 1: Symposium Related Contact Information

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Kenes Contacts

Contractors Contacts

SECTION 2: Deadlines Table 5

SECTION 3: Timetables 6

Symposia Timetable

Exhibition and Registration Timetable

SECTION 4: Symposium Session Hall 8

Hall Technical Details

Location and Layout

SECTION 5: Supplied AV 11

SECTION 6: Symposium Promotion 12

Symposium Title

Final Programme Advertising

Symposium Invitation Bag Inserts

Symposium Signage

SECTION 7: Lead Retrieval Wireless Barcode Readers 14

K-LEAD Scanner

Mini Scanner

Order Form

SECTION 8: Shipping, Tariffs, Material Handling and Shipping Labels 17

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SECTION 1: Symposium Related Contact Information Congress Organizer

Kenes International

Rue François-Versonnex 7

1207 Geneva, Switzerland

Tel: +41 22 906 9178

Fax: +41 22 732 2607

Website: http://esra2015.kenes.com/

Kenes Contacts

Meeting Planner

Ms. Shani Kupershmidt

Tel: +41 22 908 0488 Ext 574

Email: [email protected]

Programme Coordinator

Mrs. Rebecca Johnstone

Tel: +41 22 908 0488 Ext 518


AV Coordinator

Mr. Mike Perchig


Support & Exhibition Specialist

Ms. Hanna Safier

Mobile: +972 54 6787820


Registration Manager

Ms. Hila Cohen

Tel: +41 22 908 0488 Ext 539


Accommodation Manager

Ms. Karen Erez

Tel: +41 22 908 0488 Ext 840


http://esra2015.kenes.com/mailto:[email protected]:[email protected]:[email protected]:[email protected]:[email protected]:[email protected]

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Contractors Contacts STAND CONSTRUCTION & FITTINGS, FURNITURE

HIRE, ELECTRICS, INTERNET , AV & IT, CLEANING ,

HOSTESSES

GR - Ljubljana Exhibition and Convention Centre

Mr. Marko Peinkiher

Tel: +386 51 353 055


CUSTOMS CLEARANCE, FREIGHT / MATERIAL

HANDLING

Hermes-Merkur

Ms. Zehavit Akerman

Tel: + 49 6173 966 95 28

Mobile: +972 52 511 4982


STAND CATERING

VIVO d.o.o. Mrs. Mateja Pohlin

Tel: +386 1 54 61 657 Fax: +386 1 54 61 659 Email: [email protected] Website: www.vivo.si FLORAL ORDERS For floral orders, you may contact one of the following suppliers:

FUNTEX Prešernova cesta 10a, Ljubljana

Tel: +386 1 426 0405

Mobile: +386 41 336 670 (Mr. Marjan Lovšin)


Plečnikova cvetličarna Tomačevska cesta 2A, 1000 Ljubljana

Tel: + 386 1 42 01 740, +386 1 42 01 742, +386 1 42 01 790


mailto:[email protected]:[email protected]:[email protected]://www.vivo.si/mailto:[email protected]:[email protected]

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SECTION 2: Deadlines Table

Deadline Contact Person

Symposium Programme (for approval by Scientific Committee)

Deadline has passed Mrs. Rebecca Johnstone [email protected]

Staff Hotel Reservation As soon as possible Mrs. Karen Erez [email protected]

Payment of Invoice Balance Must be received in full one week prior to the Congress Ms. Judit Gondor [email protected]

Programme Book Advertisement (for approval by Scientific Committee)

Monday, July 27, 2015 Mrs. Rebecca Johnstone [email protected]

Draft of Bag Insert for Approval (for approval by Scientific Committee)

Monday, July 27, 2015 Mrs. Rebecca Johnstone [email protected]

Lead Retrieval Wireless Barcode Readers Order Monday, July 27, 2015 Ms. Shani Kupershmidt [email protected]

Catering Services Monday, August 17, 2015 Mrs. Mateja Pohlin [email protected]

Cargo Deadlines

Airfreight shipments – arrival to Frankfurt Airport Monday, August 24, 2015 Ms. Zehavit Akerman [email protected]

Shipment via Germany warehouse Tuesday, August 25, 2015

Direct Deliveries to Congress Venue Monday, August 31, 2015 by 10:00 AM

mailto:[email protected]:[email protected]:[email protected]:[email protected]:[email protected]:[email protected]:[email protected]:[email protected]

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SECTION 3: Timetables

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.

If a technical rehearsal in the hall is required, please contact the Meeting Planner, Shani Kupershmidt at [email protected]

We ask presenters to follow the time schedule precisely in order that the day’s events may run smoothly.

An updated Scientific Programme can be found on the ESRA 2015 website by clicking here.

Symposia Timetable

Supporter Date Session Time Location

HALYARD Thursday, September 3 9:30-10:30 Hall 4

BBraun Friday, September 4 12:30-14:00 Hall 4

mailto:[email protected]://esra2015.kenes.com/scientific-programme/scientific-programme#.VaN3JvmqpBc

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*Registration hours are subject to change.

Exhibition Timetable

Set up

Monday, August 31 10:00-20:00

Tuesday, September 1 8:00 -20:00

Wednesday, September 2 8:00-13:00

Wednesday, September 2 Decoration only: 13:00 -18:00

Exhibition hours

Wednesday, September 2 18:00 - 20:30 End of Welcome Reception

Thursday, September 3 9:30-16:30

Friday, September 4 9:30-16:00

Breakdown


Registration Hours*

Wednesday, September 2 8:00 - 20:30 End of Welcome Reception

Thursday, September 3 8:00-18:30


Saturday, September 5 8:00-13:00

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SECTION 4: Symposia Session Hall

Hall 4:

The general stage setting includes 1 speaker lectern and a head table accommodating up to 4 persons. For alternative/additional stage setting please contact Shani Kupershmidt at [email protected]

Hall 4 Technical Details

Hall Capacity & Layout 220 persons in Theatre

Ceiling Height 3,37 m

Hall Dimensions 265 sqm

Stage Dimensions 18 sqm (6x3m)

Speaker Lectern Banner dimensions

W H

60 cm 105 cm

Head Table Banner Dimensions

W H

160 cm x 2 tables= 320 cm 50 cm / 70 cm

Sufficient seating for up to 4 persons. 10mm Foam board or similar rigid material is recommended for branding the table and lectern.

mailto:[email protected]

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Lectern and Head Table Specs The Head Table will include 2 tables of 2 persons each (4 persons in total) with the following measurements:

The Lectern in all halls will have the following measurements:

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Location and Layout- Level 1

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SECTION 5: Supplied AV

Front projection screen (image of at least H2.10 X W2.80 meters)

Data projector, at least 4000 ansi-lumens – including all the necessary VGA cables between the projector and the lectern.

50” Relay screen, installed on a high stand half way along the lateral wall of the Halls, showing the same PowerPoint image as being projected on

the main front projection screen to the participants sitting at the back of the Hall.

Laptop computer for PowerPoint presentations, including English version of Windows 8, English version of Office 2013, 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 Questions & Answers) with stands

(floor/table), 1 wireless tie-clip microphone and connection to sound from computers (mini PL plug) at the lectern.

English speaking AV technician to operate the above-mentioned systems.

To order any additional AV items during your symposium, please contact Mr. Mike Perchig, e-mail: [email protected].


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SECTION 6: Symposium Promotion Symposium Title

If there are any changes to your Symposium title or programme, or you have not yet provided your complete programme details, please inform Mrs. Rebecca Johnstone at [email protected], as soon as possible.

Final Programme Advertising

For Supporters entitled to adverts in the final programme as per their signed contract, please email adverts to Mrs. Rebecca Johnstone at [email protected] no later than Monday, July 27, 2015 in one of the following formats at a resolution no less than 300 dpi: EPS, Illustrator, JPG or PDF. The adverts dimensions for the final programme are A4. Please refer to the adjacent diagram for advert dimensions for the final programme. Symposium Invitation Bag Inserts

Should you be entitled to a bag insert as per your contract, please follow the below procedure:

1. Please email the invitation draft (including graphic design) prior to printing for approval to Mrs. Rebecca Johnstone at [email protected], no later than Monday, July 27, 2015 The bag insert should not exceed standard A4 dimensions.

2. A quantity of 1700 inserts is requested. Inserts / Display material need to arrive at the venue no later than 10:00 on Monday, August 31, 2015. For inclusion in the congress bags, packages should be labeled accordingly with the supporters company’s name, the name of the responsible person (who will be in the event), and the name and date of event.

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Please note: 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. For additional shipping / delivery options direct to the venue, please refer to SECTION 8: Shipping, Tariffs, Material Handling

and Shipping Labels.

Symposium Signage

Symposium supporters have the option to create promotional signage according to the below guidelines. All symposium signage should be

produced by the company. Please note that it is not permitted to use the ESRA logo on any of the symposia materials.

The following may be displayed (and provided by the Supporter):

1. Session Hall Signage

Self-Standing Sign

One standalone sign to be placed at the entrance of the session hall 15 minutes prior to the sessions published start time.

Stage Banners (optional) - The following may be displayed (and provided by the Supporter)

1 x free standing vertical sign to be placed on/next to the stage. Maximum dimensions: W150cm x H250cm.

1 x horizontal sign placed in front the head table facing audience. (For dimensions, see SECTION 4: Symposium Session Halls).

1 x Banner in front of the speakers lectern facing the audience. (For dimensions see SECTION 4: Symposium Session Halls).

2. Free standing signage

The Supporter is permitted to place one sign (W50cm X H70cm or W85cm X H200cm) advertising the Symposium on the day of the session

only. The sign may be placed in the registration area. Please coordinate with the On-site Manager. Please make sure to bring your own

easels.

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SECTION 7: Lead Retrieval Wireless Barcode Readers Lead Retrieval Wireless Barcode Readers are a helpful tool for collecting participants contact information.

K-LEAD Scanner

Unique opportunity to use our advanced iPod touch lead retrieval

system, enabling exhibitors to enhance their database by securing

valuable leads for further marketing and communication.

• Compact and intuitive design

• Sleek iPod touch with customized scanner

• 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

• Secure use and password protected

• Package includes hardware and software with on-site support

• Use of device for full duration of exhibition

• Cost per unit - € 400

For further details, please click here.

http://www2.kenes.com/Manuals/Documents/K-Lead%20A4%20ad.pdf

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Mini Scanner

No editing capabilities

Basic participant info

Pocket size

Cost per unit - € 300

Please Note:

Attendee data is supplied by each supplied by each participant or the agency responsible for the registration process of that

participant. We regret that in some cases data may be incomplete, such as when group registration is completed by a third party, we

may not be in possession of the full contact details.

Kenes International and the Organizing Committee encourage attendees to provide thorough information, however cannot be

responsible for the quality and content of such data.

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, if the system is not returned to the Exhibition Manager one hour after the exhibition closing hour, an additional € 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 Monday, July 27, 2015 to the attention of Shani Kupershmidt at [email protected]. Number of K-LEAD Scanners Requested: (€ 400 per unit)

Number of Mini Scanners Requested: (€ 300 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 8: Shipping, Tariffs, Material Handling and Shipping Labels

CUSTOMS CLEARANCE & FREIGHT HANDLING

Hermes-Merkur

Ms. Zehavit Akerman

Tel: + 49 6173 966 95 28

Mobile: +972 52 511 4982


Hermes - Merkur is the sole handling agent for the coming "ESRA 2015" Congress in Germany. To ensure the smooth unloading and arrival of

your material into the venue, we recommend using the Official Freight Forwarder services. Supporters who choose to use their own services to

deliver their goods to the venue door or warehouse are still required to contact Hermes - Merkur in order to coordinate the time schedule for

unloading of freight into the venue.

Hermes 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.


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To view the full ESRA 2015 Shipping Instructions, including Tariffs, Material Handling and Shipping Labels please select the relevant links on the following page:

Shipping Instructions Shipping Labels

Shipping Instructions – Inserts and Display Material Bag Inserts Shipping Label – Air Freight

Material Handling and Payment Confirmation Form Handling Tariff

Bag Inserts Shipping Label – Warehouse

Bag Inserts Shipping Label – Direct to the venue

Display Material Shipping Label – Air Freight

Display Material Shipping Label – Warehouse

Display Material Shipping Label – Direct to the venue
http://esra2015.kenes.com/Documents/ESRA%20INSERTS%20SHIPPING%20INSTRUCTIONS.pdfhttp://esra2015.kenes.com/Documents/Label%20Bag%20Inserts%20-%20Air%20Freight.pdfhttp://esra2015.kenes.com/Documents/Material%20handling%20and%20payment%20confirmation.pdfhttp://esra2015.kenes.com/Documents/ESRA%202015%20LJUBLJANA%20TARIFF.pdfhttp://esra2015.kenes.com/Documents/Label%20Bag%20Inserts%20-%20Warehouse.pdfhttp://esra2015.kenes.com/Documents/Label%20Bag%20inserts%20-%20direct%20to%20venue%20.pdfhttp://esra2015.kenes.com/Documents/Label%20Display%20Material%20-%20Air%20Freight%20-%20Yellow.pdfhttp://esra2015.kenes.com/Documents/Label%20Display%20Material%20-%20Warehouse%20-%20Yellow.pdfhttp://esra2015.kenes.com/Documents/label%20Display-%20direct.pdf