Symposium Manual

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EANS 2016
Congress
Symposium
Guide
Dear Industry Partners,
We are happy to present you with the EANS 2016 Symposium Guide.
This Guide covers important information and is designed to assist you in preparing your Symposium.
We trust that you will find it helpful and suggest that you read all of the information presented,
which will contribute to making your Symposium a resounding success.
EANS will provide you with the booked session hall, including existing equipment and set-up, as
outlined in this document. Please note that you, as a sponsor, however, take full responsibility for
the planning and organization of your symposium. This includes both, the program as well as all
logistical arrangements such as additional hostesses, additional AV, etc.
Please do not hesitate to contact us for any further information or assistance.
Best regards,
EANS 2016 Congress Organiser
AIM GROUP INTERNATIONAL, Vienna Office
Mariannengasse 32
1090 Vienna, Austria
T +43 (0)1 402 77 55 - 0
[email protected]
www.eans2016.com
SYMPOSIUM TIMETABLE
1. SYMPOSIA TIMETABLE
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2. SYMPOSIA VENUE PLAN & SESSION HALLS
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3. ROOM ACCESS & REHEARSAL SCHEDULE
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4. INCLUDED SYMPOSIA BENEDITS
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5. KEY DATES AND DEADLINES
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6. FOOD AND BEVERAGE POLICY
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7. HOSTESS
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8. BAG INSERTS
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9. PROMOTIONAL RULES & GUIDELINES
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1. SYMPOSIA TIMETABLE
The latest updated version of the Scientific Programme at EANS 2016 can be retrieved at
http://eans2016.com/#Program
The symposia options are Parallel Lunch Symposia and Plenary Symposia, to be scheduled and
allocated upon request. Here below scheduled time and available halls are reported:
Monday Sep 5, 2015
13.20 – 14.20
Trianti Hall, Banqueting Hall, Mitropoulus,
Conference Suite Room MC2 & Room MC3
Tuesday Sep 6, 2015
13.20 – 14.20
Trianti Hall, Banqueting Hall, Mitropoulus Hall,
Conference Suite Room MC2 & Room MC3
Wednesday Sep 7, 2015
13.20 – 14.20
Trianti Hall, Banqueting Hall, Mitropoulus Hall,
Skalkotas Hall, Conference Suite Room MC2 & Room
MC3
Symposium Organisers will be granted access to their booked session hall 20 minutes* prior to the
advertised start of the symposium for preparations and/or brief rehearsals. Technicians and the
Room Attendant will be on hand for any assistance required.
Please refer to the following section of this Guide for an overview of the Venue Floorplan and the
specifics regarding the Halls and on-site available equipment.
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2. SYMPOSIA VENUE PLAN & SESSION HALLS
Please refer to the following link to retrieve the Venue Floorplan as single file:
http://eans2016.com/downloads/EANS2016_Venue_Floor_Plan.pdf
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Alexandria Trianti Hall
Total Surface:
Max. Capacity:
Seating Layout:
1351 sqm
1520 pax (850 seats stalls | 432 seats level 1 | 237 seats level 2)
Theatre style
Standard equipment included in the Symposium
Package:
Data & Projection
Front/Rear fixed screen 18*10 m (W*H)
Front/rear projector 1920*1080; 20,000 ANS
Cue light with Laser pointer
2 x Comfort monitors
Network connection to Speaker Ready Room MC 3.4
 Please submit your presentation 3h prior to your symposium
Audio
Room PA system
1 x Table microphones for lectern use
2 x Table microphones for panel use
4 x Wireless handheld microphones for the audience
2 x Monitor speakers on stage
Stage layout & lighting
Top table for 3
Single lectern
Stage wash and room lighting
Should you wish to book additional AV equipment or have any questions about charges of said
equipment, please contact: [email protected]
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Nikos Skalkotas Hall
Total Surface:
Max. Capacity:
Seating Layout:
470 sqm
380 pax
Theatre style
Standard equipment included in the Symposium
Package:
Data & Projection
Front/Rear fixed screen size 7,5*5 m (W*H), 4:3
Front projector 1024*768; 12,000 ANS
Slide Advancer with Laser pointer
1 x Comfort monitor
Network connection to Speaker Ready Room MC 3.4
 Please submit your presentation 3h prior to your symposium
Audio
Room PA system
1 x Table microphones for lectern use
2 x Table microphones for panel use
2 x Wireless handheld microphones for the audience
Stage layout and lightning
Top table for 3
Single lectern
Stage and room lightning
Should you wish to book additional AV equipment or have any questions about charges of said
equipment, please contact: [email protected]
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Dimitris Mitropoulos Hall
Total Surface:
Max. Capacity:
Seating Layout:
532 sqm
450 pax
Theatre style
Standard equipment included in the Symposium Package:
Data & Projection
Front/Rear fixed screen size 7,45*4,5 m (W*H), 4:3
Front projector 1024*768; 12,000 ANS
Slide Advancer with Laser pointer
1 x Comfort monitor
Network connection to Speaker Ready Room MC 3.4
 Please submit your presentation 3h prior to your symposium
Audio
Room PA system
1 x Table microphones for lectern use
2 x Table microphones for panel use
2 x Wireless handheld microphones for the audience
Stage layout and lightning
Top table for 3
Single lectern
Stage and room lightning
Should you wish to book additional AV equipment or have any questions about charges of said
equipment, please contact: [email protected]
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Banqueting Hall
Total Surface:
Max. Capacity:
Seating Layout:
675 sqm
650 pax
Theatre style
Standard equipment included in the Symposium Package:
Data & Projection
Front/Rear roll-screen size 7,45*4,5 m (W*H), 4:3
Front projector 1024*768; 12,000 ANS
Slide Advancer with Laser pointer
1 x Comfort monitor
Network connection to Speaker Ready Room MC 3.4
 Please submit your presentation 3h prior to your symposium
Audio
Room PA system
1 x Table microphones for lectern use
2 x Table microphones for panel use
2 x Wireless handheld microphones for the audience
Stage layout and lightning
Top table for 3
Single lectern
Stage and room lightning
Should you wish to book additional AV equipment or have any questions about charges of said
equipment, please contact: [email protected]
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Conference Suite II – MC2 & MC3 Rooms
Total Surface
Ceiling Height
Max. Capacity
Seating Layout
MC2
196 sqm
4,62 m
150 pax
Theatre style
MC3
232 sqm
4,62 m
180 pax
Theatre style
Standard equipment included in the Symposium
Package:
Data & Projection
Front/Rear roll-screen size 7,45*4,5 m (W*H), 4:3
Front projector 1024*768; 12,000 ANS
Slide Advancer with Laser pointer
1 x Comfort monitor
Network connection to Speaker Ready Room MC 3.4
 Please submit your presentation 3h prior to your symposium
Audio
Room PA system
1 x Table microphones for lectern use
2 x Table microphones for panel use
2 x Wireless handheld microphones for the audience
Stage layout and lightning
Top table for 3
Single lectern
Stage and room lightning
Should you wish to book additional AV equipment or have any questions about charges of said
equipment, please contact: [email protected]
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3. ROOM ACCESS & REHEARSAL SCHEDULE
Symposium Organisers will be able to access their booked session hall 20 minutes* prior to the
advertised start of their booked symposium for any preparations that may be required. The Room
Access & Rehearsal Schedule is to be announce in conjunction with the Symposia Timetable.
*Please be aware timings are based on the Congress’s running on schedule. Unexpected delays
may occur which may affect the access time available prior to your symposium.
The Congress Organiser provides both initial set-up and equipment for the best outcome of your
symposium. Symposia Organisers are kindly asked to restore the initial set-up conditions of the
hall and equipment.
4. INCLUDED SYMPOSIA BENEFITS
Symposia Organisers are granted with the several benefits in terms of exposure on EANS 2016 virtual
platforms (i.e. website and App) and promotional materials to be hand out on site.
We help you promote your symposium by:
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1 free session badge
2 free session badges – when booking a plenary symposium;
Enhanced company description on the official EANS 2016 website;
Enhanced visibility (listed on top) of your company description in the EANS 2016 App;
Your symposium program will be promoted thorugh the EANS 2016 newsletter – before
the congress;
1 single page A4 bag insert;
Permission to set up 2 roll up banners in front of the hall – to be done the earliest on the
day of the symposium;
Permission to distribute flyers – starting 3 hours prior to the symposium;
Inclusion of your symposium program on the website – before the congress;
Inclusion of your symposium program on the congress App – before the congress;
Inclusion of your symposium program in the Final Program both online and hardcopy.
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5. KEY DATES & DEADLINES
Action
Deadlines: These deadlines must be strictly adhered to.
Materials received after the deadline will not be accepted.
Submission of Symposium
Programme to Scientific Programme
Committee at
[email protected]
8 July, 2016
Hotel Reservation
Promotion of your symposium in the
EANS 2016 newsletter
We advise you to book accomodation as soon as possible
as limited rooms are available. Further information about
accomodation is available in the Technical Exhibition
Manual and on the EANS 2016 Website
www.eans2016.com
A complimentary invitation to your Symposium will be sent
out to all congress participants.
Please provide us with a link that we can include in the
mailing that redirects visitors to your invitation text and
your scientific programme by July 25, 2016.
If you wish, we can send out also a separate mailing to the
full database. This comes at a cost:
Before and on May 31, 2016: EUR 500
June 1 – June 30, 2016: EUR 1500
July 1 – July 31, 2016: EUR 2000
August 1 – August 31, 2016: EUR 2500
Free Session Badge
Enhanced company profile on the
website and on the app
Bag Inserts
Flyers & Roll-up banners (optional)
Submission of finalised Symposium
Agenda for inclusion in the Final
Programme and the
EANS 2016 Congress App
Submission of holding slide and
presentation
By submitting your request to organise a Symposium, you
will receive a Symposium Registration Form.
Please return this form by August 7, 2016 to
[email protected]
Please provide text information and any further graphic
matter to be included in your company profile by July 25,
2016.
Shipping of 1000 pieces to Schenker Madrid by 24 August,
2016. For further information please go to Section 8 of this
Guide.
Please refer to Section 8 of this Guide for bag insert key
dates and deadlines.
Should you wish to hand out flyers or to set up a roll-up
banner, please notice that the congress organiser is not in
charge of this service.
July 25, 2016
3 hours prior to your Symposium
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6. FOOD & BEVERAGE POLICY
In accordance with of the Food&Drink Policy of the venue, i.e. MAICC, food and beverages will not be
served within the halls.
7. HOSTESSES
Please note that one room attendant is included in your room rental and will be present throughout
your symposium. Should you wish to hire any additional hostesses, please contact:
[email protected]
8. BAG INSERTS
You have the possibility to include promotional material in the EANS 2016 Congress Bags, which are
distributed to all congress delegates. For the EANS 2016 Congress about 2,500 delegates are
expected to join the event.
Bag insert format options and pricing:
 INCLUDED IN THE SYMPOSIUM: flyer (2 pages, A4 max)
 EUR 500 per additional flyer (2 pages/1 sheet, A4 max)
 EUR 1000 per additional folder (4 pages/2 sheets, A4 max)
 EUR 1500 per additional brochure (8 pages/4sheets, A4 max)
 Please note: The maximum paper size is A4.
 Prices do not include printing. Please refer to the guidelines reported here below.
Guidelines & Deadlines
 The indicative number of bag inserts to be delivered for the Congress bag is 2,500 pieces.
 The artwork for your bag insert must
[email protected] by July 25, 2016.
be
submitted
for
approval
to
 There are two options to produce & ship your Bag Insert:
a. Sending of Bag Inserts, already printed by you (and approved by the EANS), directly to the
venue over the appointed freight forwarder, Schenker, who is handling EANS deliveries.
b. Sending of the approved Artwork to the appointed printing company in Athens, to be
printed on-site and delivered to the venue by the printing company.
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by July 25, 2016
Send ARTWORK for approval to
[email protected]
OPTION1: ON-SITE PRINTING
by August 1, 2016
Send approved artwork to be
printed in Athens.
OPTION 2: FREIGHT DELIVERY
by August 24, 2016
Send ready bag inserts to Athens
over freight forwarder Schenker &
CO AG
Please note that any delay on the indicated deadline may affect the inclusion of your insert in the Congress Bags.
Please note that the venue (MAICC) will not accept any freight deliveries, including courier
shipments prior to or during the event. Neither the venue nor the organiser take responsibility for
any parcels being sent directly to the venue. All deliveries must be handled by the organiser’s
appointed freight forwarder (Schenker) or by the appointed printing company.
APPOINTED ON-SITE PRINTING COMPANY – CONTACT DETAILS
The approved Artwork of the bag insert to be included in the EANS 2016 Congress Bag must be sent
by latest August 1, 2016 to the appointed printing company, Interforma Group. The appointed
company is responsible for delivering the prints out to the venue.
Should you have any further inquiry, please refer to the printing company contact person.
Interforma Group – Contact Details:
Ms Tina Manali: [email protected]
APPOINTED FREIGHT & PRINTING COMPANIES – CONTACT DETAILS
Freight Forwarder – Schenker & CO AG
Schenker & Co AG
Fairs & Exhibitions
Contact Person: Stephan Hulfeld
Tel: + 43 (0)5 7686 211523
Mobile: +43 (0)664 88 600 201
Email: [email protected]
Before shipments will arrive at Schenker’s warehouse in Athens, contractors are required to send
their full pre-advice / order form to Schenker in Vienna at the above mentioned email address.
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Warehouse Athens, Greece
All shipments (packages/pcs./etc.) need to be consigned (road / airfreight / courier) & labelled as
follows:
Label/Marks:
Symposium Organising Company name
Name (of Person responsible for the Symposium)
Phone Number (of Person responsible for the Symposium)
Venue: Megaron Athens
c/o Bag Insert: EANS 2016 Athens – Booth No.
Airfreight or Seafreight
Consignee:
SCHENKER AE,
Fairs & Exhibitions Dept.
29, Lissykratous st.
GR – 17674 Kallithea – Athens
Att.: Dimitris Skafidas or Panagiota Adam
Tel.: +30 210 94 94 253 / +30 210 94 94 444
Notify:
EANS Organiser AIM Group International
Elli Harami (+30 210 7282 786)
c/o Exhibition: EANS 2016 Athens
Venue:
Megaron Athens
Symposium Name: ______________________
Booth number: __________________________
General Cargo via warehouse and couriers
Consignee:
SCHENKER AE,
Fairs & Exhibitions Dept.
48 km National Road Athens Lamia
GR – 19011 Avlona
Att.: Dimitris Skafidas or Panagiota Adam
Tel.: +30 210 94 94 253 / +30 210 94 94 444
Notify:
EANS Organiser AIM Group International
Elli Harami (+30 210 7282 786)
c/o Exhibition: EANS 2016 Athens
Venue:
Megaron Athens
Symposium Name: ______________________
Booth number: __________________________
Before your shipment will arrive at Schenker’s warehouse in Athens, please send your full preadvice/order form to Schenker in Vienna at the following email address:
[email protected]
9. PROMOTIONAL RULES & GUIDELINES
The EANS 2016 Congress Organiser would like to take this opportunity to stress the importance of
the rules and regulations that all Symposium Organisers are required to adhere to during the
Congress, on-site.
Please see rules and regulations as follows:
 You have permission to use the phrase “Symposium Session of the EANS 2016 Congress” on
your marketing collateral. Please do not refer to your Symposium in any other way.
 Speakers are to be chosen and invited by the industry partner. Travel costs, accommodation
and registration fees of speakers to be covered by the industry partner. This also applies in
cases where the speakers have already been invited to the congress.
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 You are entitled to have a total of up to two roll-up banners to promote your symposium
session outside the session hall. Said banners need to be provided by the Sponsor and will
not be provided by the venue or Congress Organisers. These roll-up banners can be in place
on the day of your symposium only and cannot be put into place in advance.
 Distribution of flyers to promote your symposium is permitted starting 3 hours prior to your
symposium. Leafleting is only allowed on the day your symposium in either the registration
area or outside your booked session room. It is strictly forbidden to distribute flyers outside
the venue. Flyers must be provided by the companies themselves. Whilst you are entitled to
advertise your symposium at your exhibition stand, you are not allowed to distribute flyers in
the rest of the exhibition, venue or leaving collateral on tables or other furniture.
Please make sure the distribution of flyers is not disturbing neither the congress participants
nor the other sponsors, nor anybody else. If so, the organiser will reserve the right to stop
the distribution.
 Please note that it is your responsibility as the Symposium Organiser to leave your
symposium session room in a clean and tidy manner once your symposium has finished. E.g.,
should you distribute any items such as leaflets during your symposium, you must ensure
that they are removed from the room at the end of your session. Failure to adhere to this
rule will result in additional charges.
 The existing set-up in your booked session hall should not be altered without prior consent of
the Organiser and please be so kind and take good care not to damage any existing EANS
branding in the session room. Should you require additional lecterns or top tables in your
session hall or require said items to be removed, this may be arranged at an additional fee
and must be requested in advance to the Congress. For any specific requirements &
necessities, feel free to contact the EANS 2016 Organiser. Symposium Organisers are entitled
to bring free standing branding such as roll-up banners to be set up inside their booked
session hall.
 Symposium Organisers are required to hand in their holding slide and presentation to the
Slide Centre set up in the Speaker Ready Room, Conference Suite II – Room MC 3.4. To
guarantee a smooth and timely upload of your slides, you are advised to do this at your
earliest opportunity but not later than 3 hours prior to your Symposium. Please refer to Slide
Centre Opening Times which will be communicated in the Final Programme.
 Your cooperation on this is appreciated and please do not hesitate to contact us if you
require
further
clarification
on
the
above
points
by
emailing
[email protected]
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