Sponsors and Exhibitors Pack

Transcription

1 19th Annual Conference of the British HIV Association April 2013 Manchester Central Convention Complex UK Sponsors and Exhibitors Pack CONTENTS IMPORTANT DATES 1 INTRODUCTION 2 ANNUAL CONFERENCE AT A GLANCE 3 SPONSORSHIP OPPORTUNITIES 4-5 EXHIBITION 6-7 SATELLITE SYMPOSIA APPENDIX A-D IMPORTANT DATES Exhibition confirmation deadline: including space only (see Appendix A) 18 January 2013 Propose conference initiatives (e.g. activity from exhibition stand) deadline: 18 January 2013 Book additional AV requirements in support of a symposium (e.g handsets / lapel mics) 8 February 2013 Exhibition delivery booking deadline: (see Appendix B) 8 February 2013 Rehearsal room booking deadline: (see Appendix C) 8 February 2013 Supplementary exhibition requirements order deadline (e.g. power / furniture): Receipt of sponsors gobos at the conference venue: 1 March April 2013 Conference Organisers: Mediscript Ltd 1 Mountview Court 310 Friern Barnet Lane London N20 0LD Tel: +44 (0) Fax: +44 (0) conferences@bhiva.org

2 I N T R O D U C T I O N I am delighted to announce the 19th Annual Conference of the British HIV Association (BHIVA), which will be held at Manchester Central Convention Complex from 16 to 19 April Our Local Host will be Dr Ed Wilkins who is based at North Manchester General Hospital and is an active member of the Association. Following the success of recent BHIVA conferences, the Annual Conference will retain its usual format and run from Wednesday to Friday. With an early start planned for Wednesday morning, we hope that many delegates will arrive on Tuesday evening to benefit from the Wednesday morning sessions. We recommend that you put the date in your diary and book your travel arrangements early. A provisional programme has been prepared that includes a number of high-quality plenary sessions that will present the very latest research across a number of fields. A highlight of our programme will be oral research presentations from healthcare professionals, focusing on the ongoing work in the UK. Specialists will be invited to present on topics in HIV medicine, opportunistic infection, HIV co-infection, genito-urinary medicine and sexual health. Accommodation has been organised in Manchester in collaboration with Visit Manchester and competitive rates have been negotiated with local hotels. Once again, we would encourage all to book early as there is only a limited number of rooms and prices are likely to increase significantly nearer the time of the conference. An exciting social programme has been arranged in Manchester. This programme begins with a Civic Welcome Reception on Wednesday evening and the Gala Dinner will be held on Thursday evening. The 19th Annual Conference of the British HIV Association (BHIVA), is a wonderful opportunity to showcase your research, your work, and your support for the Association s ongoing efforts to achieve its aims and objectives. Exhibition represents an essential and integral element of the Conference, providing participants with an excellent platform for networking as well as an opportunity to gain further insight into the cutting-edge technology, healthcare solutions and services within the field of HIV and GU medicine. Entrance to the exhibition hall is free for all registered delegates. We earnestly request your whole-hearted participation in the sponsorship of various activities during the conference. Professor Jane Anderson Chair British HIV Association (BHIVA) 2

3 B H I V A C O N F E R E N C E A T A G L A N C E Conference Dates: Tuesday 16- Friday 19 April 2013 Venue: Manchester Central Convention Complex (MCCC) Petersfield Manchester M2 3GX Tel: + 44 (0) Web: CONFERENCE PARTICIPANTS AND DEMOGRAPHICS The BHIVA Annual Conference has been held in different locations across the UK and Ireland in order to make it as accessible to BHIVA s growing membership as possible. In 2012 the conference was held in Birmingham and attracted almost 800 registered delegates, a record number for a BHIVA stand-alone conference. Year on year it appears that the conference grows in popularity among medical professionals, allied healthcare workers, professional association members, community groups and the pharmaceutical industry. PROFILES: Conference delegates and participants list is likely to consist of: Medical professionals Scientists Representatives of local and national research organisations Representatives from government departments/bodies Public health workers Representatives of NGO s Charitable organisations Patient and community representatives Industry and pharmaceutical specialists STRUCTURE: The conference will open on Tuesday evening with Registration and the Young Consultants Forum. The conference will run for the following three full days and will contain: Plenary sessions and presentations of original research Interactive lunchtime workshops Satellite symposia Poster presentations Exhibition Prizes and Awards Ceremony The conference will close at 1615 on Friday 19 April SOCIAL EVENTS: Civic Welcome Reception: Wednesday 17 April 2013 Manchester Central Convention Complex Gala Dinner: 2000 onwards Thursday 18 April 2013 Venue to be confirmed Local Host: Dr Ed Wilkins is the Conference Local Host and is based at North Manchester General Hospital 3

4 SPONSORSHIP OPPORTUNITIES Conference Programme and Parallel Sessions Major Sponsors Non Major Sponsors Satellite Symposia 1 9,000 19,250 Benefits 60 minute slot to be organised by the sponsoring company BHIVA-Invited Bursary Lectures 4,000 8, minute slot to be organised in collaboration with the sponsoring company. Travel bursary will go towards supporting the honorarium, travel and accommodation of the speaker and company support will be acknowledged in all conference literature. Slots will qualify for CPD accreditation. Voting Handsets 3,500 3,500 Use of 300 handsets and programming for up to 20 questions Transcripts 1,000 1,000 Transcript of satellite symposium DVD Recording 2,500 2,500 Workshops Small Workshop 5,000 11,000 DVD recording of satellite symposium. Package also includes publishing of video of satellite symposium slides on the conference website for a period of 6 months. (subject to BHIVA Committee approval of noncontroversial content) 60 minute closed lunch time meeting for a maximum of up to 50 persons. The registration process for these meetings must be transparent and preferably operated on a first come, first served basis. Large Workshop 6,500 14,000 As above, for a maximum of up to 80 persons Breakfast Workshop 4, ,000 2 Sponsors meetings and initiatives Meeting of key opinion leaders 2,500 5,500 Meet the experts session Free of charge Free of charge Large workshop, max 60 minutes, prior to morning sessions 120 minute closed lunchtime meetings to interview key opinion leaders on a 1:1 basis. Includes hire of suitable meeting room and teas and coffees. Organised from the confines of a sponsors exhibition stand during lunch on the basis of 1:1 or 1:2 discussions where no amplified sound equipment is used. Advisory board meeting / Round table conference Price on application Price on application Max 90 minute closed meeting outside of conference programme hours, including the day before or the day after conference, of up to 30 persons. Applications will be reviewed on an individual basis. Support of BHIVA Post-conference Webcasts 19 th Annual Conference 6,000 13,000 Support of the webcasting of BHIVA sessions displayed on the BHIVA Website. Acknowledgement will be provided to the sponsor on the appropriate pages of the BHIVA website. Logistical support and exhibition Major Sponsors Non Major Sponsors Benefits Exhibition stand 4,000 4,000 (3m x 2m) 2 free registrations Extra exhibition space 650 per sq metre 650 per sq metre 4

5 SPONSORSHIP OPPORTUNITIES (CONT) Logistical support and exhibition (cont) Major Sponsors Non Major Sponsors Benefits Internet Café 2,500 5,500 Wi-Fi POA POA Internet Cafe branded as Sponsors Internet Cafe Company logo printed on signage. Wallpaper and home page of PCs can be branded. Suitable acknowledgment in conference literature and on signage. Arrangement of sponsor selected web page as home page, once delegates log on to the Wi-Fi service. Delegate bags 2,500 5,500 Company logo printed on bags Printed material insert 750 1,500 Other item insert (e.g. pads, pens) Free of charge Free of charge Badges / Lanyards 2,500 5,500 Company logo on lanyards Social Events and Catering Major Sponsors Non Major Sponsors Breakfast 2 2,000 2,000 Lunch 4,000 4,000 Welcome Reception 4,000 4,000 Drinks Reception (pre-gala Dinner) 4,000 4,000 Benefits Acknowledgement in conference literature and at the event Gala Dinner 6,000 6,000 Advertising Major Sponsors Non Major Sponsors First Announcement* 2,000 2,000 Second Announcement* 2,000 2,000 Final Programme* 2,500 2,500 Benefits Approx. 3,000 copies printed and distributed to target groups. All items will subsequently be posted on the BHIVA website. (For OBC please add 30%). (For IFC please add 15%). Final Programme sent to all delegates and inserted into the delegate bags Mini Programme Fully booked Fully booked Mini Programme inserted into conference badges Abstract Book* 2,000 2,000 Abstract Book inserted into delegate bags and sent to all BHIVA members 1. Please refer to the separate satellite symposia and invited lecture summary sheet that outlines guidelines for application and allocation of these sessions. 2. Plus cost of breakfast as requested. POA Price on application FOC-Free of charge *Surcharges for special positions apply 5

6 E X H I B I T I O N INTRODUCTION: The exhibition will form an integral part of the BHIVA Annual Conference. Companies, affiliated associations, educational organisations and community groups will have the opportunity to showcase products and services focusing on innovative concepts, new research and products related to sexual health and HIV-related illnesses and co-infections. The exhibition will run concurrently with the conference beginning on Wednesday morning and continuing for three full days. Throughout the conference delegate refreshments and catering facilities will be available in the exhibition area There will be ample opportunity for delegates and exhibitors to meet regularly during the conference to build strong alliances. BOOKING AN EXHIBITION STAND: The initial deadline for booking exhibition space is 18 January Please see Appendix A for an exhibition booking form. Exhibition space will be reserved on a first come, first served basis and is limited, so early reservation is recommended. The allocation of exhibition stand space will be conducted by BHIVA shortly after the 18 January deadline and will endeavor to intermingle voluntary sector stands amongst commercial exhibitors. Please note that BHIVA major sponsors stand allocations will be made first. Standard exhibition shell: The exhibition will be based on a shell scheme laid out upon a nominal 3 x 2 metre grid. A basic stand is supplied with walls, a table, two chairs and a standard power socket. Corner stands will have two sides open. Each wall is made up of two panels, supported within an aluminum frame. If the company contracts for two stands, no dividing wall will be erected, unless specifically requested. The exhibition area is not carpeted. Space only: Exhibitors who wish to design and build their own stand may elect to book space only. Please notify the Conference Organisers at your very earliest opportunity, and preferably no later than 18 January 2013, to inform them of your wish to do this, as usually some areas of the exhibition are more suitable for such allocations. The maximum allowable height in the exhibition area is 4 metres and It is essential that you do not exceed your space allocation when building as this may lead to your stand needing to be dismantled and re-erected to the correct dimensions and the burden of these costs will have to be borne by the exhibiting company. EXHIBITORS REGISTRATION Each standard 3m x 2m exhibition stand purchased comes with 2 free registration places (e.g. 6m x 2m exhibition stand would enable 4 free registrations). The BHIVA conference will not differentiate between exhibitor registration and full delegate registration enabling all registered delegates to access the lecture theatre if required. All delegates representing commercial exhibitors and sponsors are required to register at industry rates whether they are BHIVA members or not. All registrations can be administered online at If you have initiative run from your stand that require technical support such as a barista or AV technician then a discounted registration few might be applicable. Please contact the Conference Organiser for further details. EXHIBITION INITIATIVES If you have any initiatives that you would like to organise from your stand, such as dispensing catering supplies, or organising for some sort of scientific presentation, then it would be necessary for you to submit a short brief of your intentions to the conference secretariat. The deadline to receive such proposals is 18 January Such proposals, depending on there nature, may need to be reviewed and approved by the BHIVA Conference Subcommittee, or by the conference venue management team. Catering: Please note that if you wish to organise for any catering to be available at your exhibition stand then you must obtain the consent of the Manchester Central Hospitality. A facility fee may be payable for any catering not supplied by Manchester Central Hospitality. Please contact Lucy Pittey on or at L.Pittey@manchestercentral.co.uk if you wish to discuss this further. 6

7 FURNITURE AND DESIGN For all of your exhibition requirements we would be happy for you to liaise directly with our preferred exhibition supplier Denbe Display ( ) who can assist you with all of your logistical requirements from supplying additional furniture to implementing a full design and build of a bespoke exhibition stand. This would particularly be important if you will require additional power to your stand over and above a standard 13 amp socket. Please note that all orders need to be confirmed with Denbe Display by 1 March Orders placed after this date may be possible to fulfill but will attract a late order surcharge. Denbe Display specialises in the following services: Exhibition solutions: Design and build of exhibition stand, Electrics and lighting, Audio visual equipment Display and graphic solutions: Large format digital prints, Shell scheme graphics, Banner stands, Pop-up display stands Furniture Hire Solutions: Informal and formal seating, Tables, cabinets, bar units and counters, Exhibition accessories DELIVERIES AND COLLECTION Deliveries are only permitted from Tuesday 16 April No deliveries will be accepted prior to this. If you require access to the loading bay on Tuesday 16 April to deliver your exhibition stand equipment, you will need to book a time slot. The deadline for booking a delivery slot is 8 February Please see Appendix B for a delivery booking form. Please refer to the access map; the loading bay for Exchange Hall can be accessed via Windmill Street. Exhibitors are welcome to park in the Bournemouth International Centre car park and carry items if they wish. Please note that exhibitors must ensure they can transport their items from the loading bay to Exchange Hall. A ll de liv e r ie s s h o u ld be c le a r ly ma r k e d a s f o ll o w s : Event Manager: Craig Beardall 19 th Annual BHIVA Conference Exchange Hall (Your company name) Loading Bay A Manchester Central Convention Complex Petersfield Manchester M2 3GX Prior to the conclusion of the conference exhibitors must affix a delivery note to any items being collected by couriers and The MCCC will detail clear instructions as to where to leave items for collection. All items must be picked up by the final day of the exhibition. Any items left after this time or not clearly labelled will be destroyed. E X H I B I T I O N S C H E D U L E Access to the exhibition area for Exhibitors (space only): Tuesday 16 April 2013 Access to the exhibition area for Exhibitors (shell space): Tuesday 16 April 2013 Exhibition sign off: From 1700 Tuesday 16 April 2013 (All exhibitors are requested to be set up for sign-off of their stands by 1700 on Tuesday 16 April 2013 at the very latest) Exhibition days: Wednesday 17 April 2013 ( ) Thursday 18 April 2013 ( ) Friday 19 April 2013 ( ) Exhibition break down: Friday 19 April

8 S A T E L L I T E S Y M P O S I A ( S S ) A satellite symposium entitles the sponsoring company to a 1 hour slot at the allocated time within the BHIVA programme. It is imperative that all sessions run to the time allocated in order to ensure the smooth running of the conference. BRANDING AND AV: Where possible, and practical, BHIVA branding will be removed for the duration of the SS. Promotional branding by a sponsor for a SS is permissible in the lecture theatre but must be easily erected and removed immediately before and after the session. There is normally no free time before or after SS slots, and as such, arrangements must be in place so as not to interrupt the flow of sessions. If promotional branding is required outside of the lecture theatre then this can only be erected in the specifically designated areas of the building. It would be very much appreciated if all arrangements for branding are made in collaboration with the Conference Organisers. GOBO PROJECTION: Lectern Panel You may also wish to organise a lectern panel to be displayed during your sessions. Dimensions: 500mm (width) x 750mm (height) No BHIVA logos will be projected during your satellite symposium so if you would like to project your own logos then this is possible. Your gobos would need to be compatible with a Mac500 lamp and to be supplied to Blitz Communications prior to 5 April Please advise Trish Bailey at tbailey@blitzcomminucations.co.uk if you plan to utilise this form of branding. Normally gobos require 5-7 working days to produce so please add this into your preparation time if you do not already have versions to use in-house. Gobos can be projected in full colour. It is advisable for you to factor in any potential postal delays that may be accrued in the delivery of your items to the conference centre. If any other audiovisual equipment is required in addition to what is supplied by BHIVA, such as additional microphones or voting handsets then this must be arranged via the Conference Organisers well in advance and at the latest by 8 February These will be chargeable. Please see Appendix C for an AV / Branding booking form. SUPPORT AND REHEARSALS: Holding a SS entitles sponsors to invite a maximum of an additional 2 members of staff or agency members to attend conference for a maximum of 4 hours prior to the symposium or lecture with the purpose of making arrangements for the session and to liaise with speakers. A meeting room will be made available, subject to availability, to enable sponsoring companies holding SS the opportunity to rehearse their programme and hold discussion with their speakers, either just prior and / or just after their allocated programme slot. The meeting room would need to be booked in advance, in principle, on a first come, first served basis. The room will be made available to companies for a maximum of 1.5 hours on a complimentary basis. Any additional time will be chargeable. The meeting room will contain basic audiovisual equipment including a data projector, laptop and screen. Please see Appendix D for a meeting room booking form. Please return this by the booking deadline of 8 February OTHER INITIATIVES IN SUPPORT OF YOUR SS: You may wish to organise other activities in support of your session and these will need to be approved by the Conference Organisers. If you would like to organise any initiatives at conference in connection with your session it would be necessary for you to submit a proposal in writing to the Conference Organisers by 18 January 2013.The Conference Organisers will then seek committee approval and advise you of what may be feasible and of any additional costs that may be involved. 8

9 19 TH ANNUAL CONFERENCE OF THE BRITISH HIV ASSOCIATION (BHIVA) APRIL 2013, MANCHESTER CENTRAL CONVENTION COMPLEX, UK Appendix A: EXHIBITION BOOKING FORM Company Name: Applicants Name: 1. Please tell us how much exhibition space you require Stand Size Standard exhibition size is 3m x 2m and can be purchased, subject to availability, at 4,000 (inclusive of 2 free registrations). Extra space can be purchased, subject to availability, at 650 per sq metre. I would like to book a single exhibition stand (3m x 2m) at the BHIVA Conference (4,000)* I would like to book a double exhibition stand (6m x 2m) at the BHIVA Conference (8,000)* I would like to book a triple exhibition stand (6m x 3m) at the BHIVA Conference (12,000)* Other size: please specify Rate*: *Please note that if you are a Major Sponsor then your package includes a standard exhibition stand at conference. As such, please deduct 4,000 from the rates shown above to determine the rate applicable to you. 2. Please tell us whether you require a shell scheme stand provided or space only (if you plan to build your stand) Shell Scheme We will require a shell scheme to be built for our use, to include standard power supply and 2 x spot lights Space only We require space only and will not require a shell scheme to be built for our use. We would like a standard power supply to be made available for our use (space only) Please complete this form and return to the Conference Secretariat by 18 January 2013 Conference Organisers: Mediscript Ltd 1 Mountview Court 310 Friern Barnet Lane London N20 0LD Tel: +44 (0) Fax: +44 (0) conferences@bhiva.org 9

10 19 TH ANNUAL CONFERENCE OF THE BRITISH HIV ASSOCIATION (BHIVA) APRIL 2013, MANCHESTER CENTRAL CONVENTION COMPLEX, UK Appendix B: Exhibitors Delivery Timetable BOOKING FORM Company Name: Applicants Name: Please indicate below your preferred time for delivery of your exhibition materials for the forthcoming BHIVA Annual Conference. You will have a short window of 30 minutes to unload following which you will be able to move your materials through to the exhibition area. DELIVERY TIMETABLE: Tuesday 16 April 2013 Time Preference (1-3) Comments Time Preference (1-3) Comments Please complete this form and return to the Conference Secretariat by 8 February 2013 Conference Organisers: Mediscript Ltd 1 Mountview Court 310 Friern Barnet Lane London N20 0LD Tel: +44 (0) Fax: +44 (0) conferences@bhiva.org 10

11 19 TH ANNUAL CONFERENCE OF THE BRITISH HIV ASSOCIATION (BHIVA) APRIL 2013, MANCHESTER CENTRAL CONVENTION COMPLEX, UK Appendix C: Sponsors Satellite Symposium AV / Branding Requirements BOOKING FORM Company Name: Applicants Name: To thoroughly prepare our audiovisual team please tell us which of the following items you will be providing for your symposium at the forthcoming BHIVA Conference: We would like a DVD copy of our satellite symposium (Fee: 2,500) (inc of symposium slides on the conference website for 6 months after conference) We like to use voting handsets during our symposium (Fee: 3,500) (Use of 300 handsets and programming for up to 20 questions) We will be producing a lectern panel for our symposium (Dimensions: 500mm (width) x 750mm (height)) We will be supplying gobos for projection during our symposium (Mac500 compatible) We would like lapel microphones to be made available for our symposium (Fee: 80 each) Please note that a lectern and top table microphones will be available for symposia participants We would like to utilise a poster board for us to advertise our symposium / and or workshop (Maximum poster size 1500mm (high) and 900mm (wide)) Please complete this form and return to the Conference Secretariat by 8 February 2013 Conference Organisers: Mediscript Ltd 1 Mountview Court 310 Friern Barnet Lane London N20 0LD Tel: +44 (0) Fax: +44 (0) conferences@bhiva.org 11

12 19 TH ANNUAL CONFERENCE OF THE BRITISH HIV ASSOCIATION (BHIVA) APRIL 2013, MANCHESTER CENTRAL CONVENTION COMPLEX, UK Appendix D: Sponsors Satellite Symposium Rehearsal Room BOOKING FORM Company Name: Applicants Name: Please indicate below your preferred time and date for use of a Rehearsal Room just prior to, or after, your session at the forthcoming BHIVA Conference. Availability: Please select your 2-hour slot between the following times Wednesday 17 April 2013 From and Thursday 18 April 2013 From Friday 19 April 2013 From Allocation: Any company holding a Satellite Symposia at the conference is entitled to book the rehearsal room for a maximum of 2 hours for the purpose of holding a pre-session rehearsal / briefing or post-session de-briefing (Rank) Time and Date Please complete this form and return to the Conference Secretariat by 8 February 2013 Conference Organisers: Mediscript Ltd 1 Mountview Court 310 Friern Barnet Lane London N20 0LD Tel: +44 (0) Fax: +44 (0) conferences@bhiva.org 12

13 Conference Organisers: Mediscript Ltd 1 Mountview Court 310 Friern Barnet Lane London N20 0LD Tel: +44 (0) Fax: +44 (0) conferences@bhiva.org 13