SPONSORSHIP & EXHIBITION PROSPECTUS

Transcription

1 SPONSORSHIP & EXHIBITION PROSPECTUS

2 TABLE OF CONTENTS CONTACT INFORMATION 3 WELCOME LETTER FROM THE CHAIRS 4 IPVS BOARD AND COMMITTEES 5 GENERAL INFORMATION 6 CONFERENCE TOPICS 7 CME ACCREDITATION 8 HPV 2014 SUPPORTERS AND EXHIBITORS 9 PRELIMINARY TIMETABLE SUPPORT OPPORTUNITIES EDUCATIONAL SUPPORT OPPORTUNITIES 21 PROMOTIONAL SUPPORT OPPORTUNITIES ADVERTISING OPPORTUNITIES 25 EXHIBITION/FLOOR PLAN ADDITIONAL INFORMATION FOR SUPPORTERS & EXHIBITORS 29 BOOKING PROCEDURES & PAYMENT INFORMATION 30 SUPPORT BOOKING FORM 31 EXHIBITION BOOKING FORM & CONTRACT 32 VAT INFORMATION 33 TERMS AND CONDITIONS 34

3 NERAL INFORMATION CONTACT INFORMATION INDUSTRY LIAISON & SALES ASSOCIATE Any queries regarding support and exhibition opportunities Carolina Barbosa Groenendal Kenes International Tel: Mobile: HOTEL SALES & OPERATION SPECIALIST Any queries regarding group registrations and group accommodations Kenes International ORGANIZERS/ SECRETARIAT Any questions regarding abstract submission, and general Meeting Information. Kenes International Rue François-Versonnex Geneva, Switzerland Tel: Fax: HPV2015@kenes.com Website: REGISTRATION MANAGER Any queries regarding group registrations and group accommodations Kenes International HPV2015_reg@kenes.com HPV2015_reg_groups@kenes.com 3 P a g e

4 WELCOME LETTER Dear Colleagues and Friends, On behalf of the Local Organizing Committee, the SPPV-HPV Portuguese Society and the International Papillomavirus Society (IPVS), we are honoured to invite you to participate in the 30 th International Papillomavirus Conference and Clinical Workshops that will be held in Lisbon, Portugal, from September 17-21, This exciting conference will bring together researchers, clinicians and other healthcare professionals in an international forum, enabling the exchange of the latest advances in both science and practice, within the research and clinical community. Through a variety of state-of-the-art sessions, keynote lectures, roundtable discussions, workshops and sessions including oral and poster presentations, the conference will have a special focus on HPV and globalization and exploring new worlds in research and new proposals to reduce inequities in access to health. In line with the IPVS mission, addressing the most recent advances across the spectrum of HPV research from basic sciences to public health, conference highlights will include epidemiology of HPV, virus vaccines, cervical cancer prevention and other papillomavirus associated diseases, as well as strategies to help in the development of research, and promoting the spread of the scientific knowledge leading to the benefit of the whole community. We are happy to host the 2015 HPV meeting in the exciting city of Lisbon, Portugal. Recently voted as Europe s Leading Destination, Lisbon's appealing climate and exciting history is amongst the most interesting of any European capital city, with facilities that attract participants from all over the world making it the right place for new bridges in science and knowledge. We do hope you will join us in what promises to be a most extraordinary event. Yours sincerely, Rui Medeiros, PhD, Professor Chair Organizing Committee Clara Bicho MD, PhD Co-Chair Organizing Committee 4 P a g e

5 IPVS BOARD AND COMMITTEES LOCAL ORGANIZING COMMITTEE Rui Medeiros, Chair Maria Clara Bicho, Co-Chair Adhemar Longatto-Filho, Secretary Hugo Sousa, Secretary COORDINATION SPECIAL ADVISORY BOARD Kari Syrjänen, Finland Eduardo Franco, Canada Stina Syrjänen, Finland Mateus Guilherme, Angola Carla Maria Carrilho, Mozambique Fernando Schmitt, Luxemburg SCIENTIFIC SUPPORTING ORGANIZATIONS Ministry of Health of Portugal, Secretary of State SPPV- HPV Portuguese Society National Medical Association (Ordem dos Médicos), Lisbon LPCC- Portuguese League Against Cancer (NRNorte) Faculty of Medicine of Porto Faculty of Medicine of Lisbon ICBAS Biomedical School-University of Porto Health Sciences Faculty, Fernando Pessoa University, Porto Rocha Cabral Institute, Lisbon British Medical Hospital, Lisbon GPGU- Grupo Português Genito Urinário Portuguese Dental Medicine Hospital Association School of Health Sciences of the University of Minho 5 P a g e

6 GENERAL INFORMATION CONFERENCE VENUE Centro de Congressos de Lisboa Lisboa Congress Centre Praça das Indústrias , Lisboa, Portugal ww.lisboacc.pt LANGUAGE The official Language of the conference is English. All abstract submissions and presentations should be in English LIABILITY AND INSURANCE The Conference Secretariat and Organizers cannot accept liability for personal accidents or loss of or damage to private property of participants or accompanying persons. Participants are advised to take out their own personal travel and health insurance for their trip. INTERNATIONAL PAPILLOMAVIRUS SOCIETY (IPVS) MEMBERSHIP To benefit from reduced registration rates, you have to be in good standing for paid membership during the conference. For questions regarding IPVS membership please contact: Ms. Tracey Escamilla, Account Manager, IPVS; Tel ; Fax To learn more about IPVS please visit: IMPORTANT DATES Abstract Submission Deadline May 6, 2015 Early Registration Deadline July 29, 2015 CONFERENCE OBJECTIVES The Conference will be designed to address four aims and routes: - Global involvement of all countries on papillomavirus research - Attracting and supporting young researchers to the field and to the importance of virology research to the new vaccines against cancer - Exploring the scientific knowledge to assist the poor communities worldwide - Involvement of politicians and opinion leaders in the management of medical health assistance on papillomavirus associated diseases SCIENTIFIC HIGHLIGHTS WILL INCLUDE: 1) New generation of HPV Vaccines: How far can we go? What are the challenges? 2) New generation of HPV molecular tests 3) Are we ready with HPV testing in the primary cervical cancer screening? 4) Do we really understand the biologic behavior of HPV? Gaps in the knowledge of the HPV natural history. 5) Cervical cancer in developing countries: Primary or secondary prevention? 6) HPV beyond cervical cancer: Evidence on global disease burden? 7) Is there role for cost-effectiveness in HPV research? 8) HPVomics: from basic research to clinics. 6 P a g e

7 CONFERENCE TOPICS BASIC SCIENCE Basic Immunology Basics of Vaccines Regulation of Gene Expression Transformation and Carcinogenesis Virus Host Interactions Virus Entry Virus Life Cycle CLINICAL SCIENCE Anus Cervix Penis Head and Neck Vulva/Vagina Guidelines Other Anatomic Sites Clinical Aspects of Screening Tests: Application of diagnostics on the individual level Treatment PUBLIC HEALTH / EPIDEMIOLOGY Economics and Mathematical Modeling Epidemiology Public Health Aspects of Screening: Population level. Risk Factors Social/behavioral Vaccination 7 P a g e

8 CME ACCREDITATION COMMITMENT TO THE HIGHEST STANDARDS IN CME/CPD Kenes is committed to being a valuable and knowledgeable partner in the design and delivery of educationally strong, independent, transparent, and effective CME/CPD programs. Kenes is a proud member of the Good CME Practice Group (gcmep), a member organization contributing to improving health outcomes by: Championing best practice in CME Maintaining and improving standards Mentoring and educating For more information, visit: Working in collaboration with critical stakeholders INTERNATIONAL CME ACCREDITATION An application for CME Credit will be made once the scientific program is finalized. Complete details will be available on the congress web site at SATELLITE SYMPOSIA Satellite Symposia are offered to industry as non-cme commercial/promotional sessions. As such, companies are free to choose their topics, invite speakers, and control content. However, topic and program are subject to approval by the scientific committee and all such sessions will be indicated in the program as: Satellite Symposium organized by: Company Name (not included in the main event CME/CPD credit offering). 8 P a g e

9 HPV 2014 SUPPORTERS AND EXHIBITORS EXHIBITORS CENTERS FOR DISEASE CONTROL AND PREVENTION CEPHEID EUROIMMUN AG EVE MEDICAL FUJIREBIO US GE HEALTHCARE LIFE SCIENCES GENTICEL GREINER BIO-ONE HYBRIBIO LIMITED INTERNATIONAL PAPILLOMAVIRUS SOCIETY LIFERIVER NATIONAL CANCER INSTITUTE AT THE NATIONAL INSTITUTES OF HEALTH QIAGEN ROVERS MEDICAL DEVICES SEEGENE, INC. YD DIANOSTICS CORP. 9 P a g e

10 PRELIMINARY PROGRAM *Program is subject to change Thursday Hall 1 Hall 2 8:30 9:00 9:30 Clinical WS Public Health WS 10:00 Coffee Break 10:30 11:00 11:30 12:00 Clinical WS Public Health WS 12:30 Lunch Break 13:00 13:30 14:00 14:30 Clinical WS Public Health WS 15:00 Coffee Break 15:30 16:00 16:30 17:00 Clinical WS Public Health WS 17:30 18:00 18:30 Opening Ceremony and Plenary Lecture (1) 19:00 19:30 Welcome Reception 20:00 10 P a g e

11 PRELIMINARY PROGRAM Friday Hall 1 Hall 2 Hall 3 7:30 7:45 8:00 8:15 8:30 Satellite Symposium Satellite Symposium Short Break 8:45 9:00 9:15 9:30 9:45 10:00 Parallel 1 Parallel 2 Parallel 3 10:15 10:30 Coffee Break, Visit the Exhibition, View Posters 10:45 11:00 11:15 11:30 Plenary Lecture (2) 11:45 12:00 12:15 12:30 Lunch Break 12:45 13:00 13:15 13:30 13:45 Satellite Symposium 14:00 14:15 14:30 14:45 15:00 Poster Session 1 15:15 15:30 15:45 Coffee Break, Visit the Exhibition, View Posters 16:00 16:15 16:30 16:45 17:00 17:15 17:30 18:00 Parallel 4 Parallel 5 Student Networking Reception Parallel 6 19:00 11 P a g e

12 7:30 7:45 8:00 8:15 PRELIMINARY PROGRAM Saturday Hall 1 Hall 2 Hall 3 Satellite Symposium 8:30 Short Break 8:45 9:00 9:15 9:30 9:45 10:00 10:15 10:30 10:45 11:00 11:15 11:30 11:45 12:00 12:15 12:30 12:45 13:00 13:15 13:30 13:45 14:00 14:15 14:30 14:45 15:00 15:15 15:30 15:45 16:00 16:15 16:30 16:45 17:00 17:15 17:30 17:45 18:00 18:15 18:30 18:45 19:00 Satellite Symposium Parallel 7 Parallel 8 Parallel 9 Satellite Symposium Coffee Break, Visit the Exhibition, View Posters Plenary Lecture (3) Lunch Break Poster Session 2 Coffee Break, Visit the Exhibition, View Posters Parallel 10 Parallel 11 Parallel 12 Satellite Symposium 12 P a g e

13 PRELIMINARY PROGRAM Sunday Hall 1 Hall 2 Hall 3 7:30 7:45 8:00 8:15 Satellite Symposium 8:30 Short Break 8:45 9:00 9:15 9:30 9:45 10:00 10:15 10:30 10:45 11:00 11:15 11:30 11:45 12:00 12:15 12:30 12:45 13:00 13:15 13:30 13:45 14:00 14:15 14:30 14:45 15:00 15:15 15:30 15:45 16:00 16:15 16:30 16:45 17:00 17:15 17:30 Satellite Symposium Parallel 13 Parallel 14 Parallel 15 Satellite Symposium Coffee Break, Visit the Exhibition, View Posters Plenary Lecture (4) Lunch Break Poster Session 3 Coffee Break, Visit the Exhibition, View Posters Parallel 16 Parallel 17 Parallel 18 19:00 Society Gala Dinner 13 P a g e

14 PRELIMINARY PROGRAM Monday Hall 1 Hall 2 Hall 3 7:30 7:45 8:00 8:15 8:30 Satellite Symposium Satellite Symposium Short Break 8:45 9:00 9:15 9:30 9:45 10:00 10:15 10:30 Parallel 19 Parallel 20 Coffee Break Parallel 21 10:45 11:00 11:15 11:30 11:45 12:00 12:15 Parallel 22 Parallel 23 Parallel 24 12:30 12:45 13:00 13:15 Lunch Break 13:30 13:45 14:00 14:15 14:30 14:45 Plenary Lecture (5) Closing and Handover 15:00 14 P a g e

15 SUPPORT OPPORTUNITIES Benefits will be allocated to industry supporters based on the following table: BENEFIT PLATINUM SUPPORTER \PACKAGE DIAMOND SUPPORTER \PACKAGE GOLD SUPPORTER \PACKAGE SILVER SUPPORTER \PACKAGE BRONZE SUPPORTER \PACKAGE GENERAL SUPPORTER \PACKAGE Supporter s logo (company logo only, no product logos) with hyperlink on Conference website Supporter s logo (company logo only, no product logos) in the Final Programme Guide Conference registrations Acknowledgem ent on Supporters Board on-site Branded items will carry company logos only. No products logos. *Advertisements in the Conference Programme will be included in the Industry Support and Exhibition section\ Separated Support and Exhibition Catalogue SPECIAL REQUESTS Tailored packages can be arranged to suit your objectives. Please feel free to contact the Industry Liaison and sales associate to discuss your needs: Carolina Groenendal - cgroenendal@kenes.com 15 P a g e

16 SUPPORT OPPORTUNITIES PACKAGES & SYMPOSIA PLATINUM SUPPORTER PACKAGE ONLY THREE AVAILABLE Plenary Satellite Symposium Opportunity to organize an Official Satellite Symposium in a Plenary Hall, up to 90 minutes (Programme subject to the approval of the Conference Scientific Programme Committee) Includes: hall rental, standard audio/visual equipment, display table Permission to use the phrase: Official Satellite Symposium of the 30th International Papillomavirus Conference. Symposia Programme and abstracts will be included in the Industry Support and Exhibition Section of the Conference Final Programme Guide (subject to receipt by publishing deadline) The supporting company in addition to the support fee must cover all speakers expenses including registration, accommodation and travel expenses. This also applies if the speakers have already been invited by the Meeting organizers. Promotion Meeting room - A room at the venue that will be used as a meeting room. The supporting company will be able to host and entertain its guests throughout the event. Companies will have the option to order catering at an additional cost. Hospitality provided will be in compliance with all relevant industry codes. Virtual Booth - The virtual booth is designed to give delegates all the information they need about the exhibitors before, during and after the event. Mail shot Additional exposure for its symposium. A promotional mailshot will be sent out to all pre-registered participants one week prior to the event. Artwork of the mailshot to be sent by the supporter. Exhibition Space 42m² Exhibition space (additional space can be purchased at a reduced cost of VAT per square meter) Advertisement Inclusion of Company s symposium invitation in the participants bags (insert to be provided by company) Full Page Color Symposium Advertisement in the Industry Support and Exhibition section of the conference Final Programme Guide (if applicable) Support will be acknowledged in the industry support and exhibition section of the program, on the event website and with signage during the event. Registrations: 10 (Ten) full conference registrations 16 P a g e

17 SUPPORT OPPORTUNITIES PACKAGES & SYMPOSIA DIAMOND SUPPORTER PACKAGE ONLY ONE AVAILABLE Plenary Satellite Symposium Opportunity to organize an Official Satellite Symposium in the Plenary Hall, up to 90 minutes (Programme subject to the approval of the Conference Scientific Committee) Includes: hall rental, standard audio/visual equipment, display table Permission to use the phrase: Official Satellite Symposium of the 30th International Papillomavirus Conference. Symposia Programme and abstracts will be included in the Industry Support and Exhibition Section of the Conference Final Programme Guide (subject to receipt by publishing deadline) The supporting company in addition to the support fee must cover all speakers expenses including registration, accommodation and travel expenses. This also applies if the speakers have already been invited by the Meeting organizers. Promotion HPV 2015 Landing Page - Wireless Network Provision: Delegates wishing to access the internet via their own laptop/ smartphone may do so by using the conference Wi-Fi. An initial branded splash screen will bear the sponsor s logo and company name. Sponsors of this piece of technology will receive strong visibility during the meeting. Virtual Booth - The virtual booth is designed to give delegates all the information they need about the exhibitors before, during and after the event. Exhibition Space 36m² Exhibition space (additional space can be purchased at a reduced cost of VAT per square meter) Advertisement Inclusion of Company s symposium invitation in the participants bags (insert to be provided by company) Full Inside Back Cover Advertisement in the Industry Support and Exhibition section of the conference Final Programme Guide(if applicable) Support will be acknowledged in the industry support and exhibition section of the program, on the event website and with signage during the event. Registrations: 8 (eight) full conference registrations 17 P a g e

18 SUPPORT OPPORTUNITIES PACKAGES & SYMPOSIA GOLD SUPPORTER PACKAGE ONLY ONE AVAILABLE Parallel Satellite Symposium Opportunity to organize an Official Satellite Symposium in a Parallel Hall, up to 60 minutes (Programme subject to the approval of the Conference Scientific Committee) Includes: hall rental, standard audio/visual equipment, display table Permission to use the phrase: Official Satellite Symposium of the 30th International Papillomavirus Conference. Symposia Programme and abstracts will be included in the Industry Support and Exhibition Section of the Final Programme Guide (subject to receipt by publishing deadline) The supporting company in addition to the support fee must cover all speakers expenses including registration, accommodation and travel expenses. This also applies if the speakers have already been invited by the Meeting organizers. Promotion USB Sticks - The USB stick will contain all of the scientific abstracts. Each participant will receive an exchange voucher in the participant s bags. - The USB stick may be distributed to all participants from the Supporter s exhibition booth* in exchange for a voucher. - Exclusive advertisement on the back of the exchange voucher which would be provided by the supporter and subject to approval by the IPVS 2015 Program Committee - USB stick will be provided by the meeting organizer with the meeting branding HPV Virtual Booth - The virtual booth is designed to give delegates all the information they need about the exhibitors before, during and after the event. Exhibition Space 36m² Exhibition space (additional space can be purchased at a reduced cost of VAT per square meter) Advertisement Inclusion of Company s symposium invitation in the participants bags (insert to be provided by company) Full Page Color Symposium Advertisement in the Industry Support and Exhibition section of the Final Programme Guide (if applicable) Support will be acknowledged in the industry support and exhibition section of the program, on the event website and with signage during the event. Registrations: 8 (eight) full conference registrations 18 P a g e

19 SUPPORT OPPORTUNITIES PACKAGES & SYMPOSIA SILVER SUPPORTER PACKAGE ONLY ONE AVAILABLE Parallel Satellite Symposium Opportunity to organize an Official Satellite Symposium in a Parallel Hall, up to 60 minutes (Programme subject to the approval of the Conference Scientific Committee) Includes: hall rental, standard audio/visual equipment, display table Permission to use the phrase: Official Satellite Symposium of the 30th International Papillomavirus Conference. Symposia Programme and abstracts will be included in the Industry Support and Exhibition Section of the Programme (subject to receipt by publishing deadline) The supporting company in addition to the support fee must cover all speakers expenses including registration, accommodation and travel expenses. This also applies if the speakers have already been invited by the Meeting organizers. Promotion - Mobile Website- The Mobile Website enables participants to access all Meeting related information and functions, such as scientific program, abstracts, faculty information, industry support and exhibition information (separate section), city information, etc.. - Virtual Booth - The virtual booth is designed to give delegates all the information they need about the exhibitors before, during and after the event. Exhibition Space 24m² Exhibition space (additional space can be purchased at a reduced cost of VAT per square meter) Advertisement Inclusion of Company s symposium invitation in the participants bags (insert to be provided by company) Full Page Color Symposium Advertisement in the Industry Support and Exhibition section of the programme (if applicable) Support will be acknowledged in the industry support and exhibition section of the program, on the event website and with signage during the event. Registrations: 6 (six) full conference registrations 19 P a g e

20 SUPPORT OPPORTUNITIES PACKAGES & SYMPOSIA BRONZE SUPPORTER PACKAGE Parallel Satellite Symposium Opportunity to organize an Official Satellite Symposium in a Parallel Hall, up to 60 minutes (Programme subject to the approval of the Conference Scientific Committee) Includes: hall rental, standard audio/visual equipment, display table Permission to use the phrase: Official Satellite Symposium of the 30th International Papillomavirus Conference. Symposia Programme and abstracts will be included in the Industry Support and Exhibition Section of the Programme (subject to receipt by publishing deadline) The supporting company in addition to the support fee must cover all speakers expenses including registration, accommodation and travel expenses. This also applies if the speakers have already been invited by the Meeting organizers. Exhibition Space 12m² Exhibition space (additional space can be purchased at a reduced cost of VAT per square meter) Advertisement Inclusion of Company s symposium invitation in the participants bags (insert to be provided by company) Full Page Color Symposium Advertisement in the Industry Support and Exhibition section of the programme (if applicable) Support will be acknowledged in the industry support and exhibition section of the program, on the event website and with signage during the event. Registrations: 4 (four) full conference registrations 20 P a g e

21 FOR THE ABOVE SATELLITE SYMPOSIUM PACKAGES, THE FOLLOWING APPLY Satellite Symposia are offered to industry as non-cme commercial/promotional sessions and are allocated on a first-come, first-served basis. Supporting companies are free to choose topics, invite speakers, and control content. However, topic and program are subject to approval by the scientific committee. In case where the scientific committee does not approve the Satellite Symposia program, each party will be entitled to cancel the Satellite Symposium booking without paying any penalty for the cancellation or for any damages caused by the cancellation to the other party. Accordingly upon such cancellation, neither of the parties will have any claims, demands or suits towards the other. The company, in addition to the support fee, must cover all speaker expenses, including registration fees, accommodation and travel expenses. This also applies in the case where the speakers have already been invited by the meeting organizers. Satellite Symposia will be indicated in the programme as: Industry Supported Session (not included in the main meeting CME/CPD credit offering). Symposia Programme and abstracts will be included in the Industry Support and Exhibition Section of the Programme (subject to receipt by publishing deadline). CONTRIBUTOR PACKAGE EDUCATIONAL GRANT IN SUPPORT OF AN EXISTING SESSION An existing scientific session accepted or invited by the Scientific Committee and supported by a grant from the industry. All educational grants are managed in compliance with relevant accreditation and industry compliance criteria. In order to ensure independence of all CME accredited elements, companies providing grants may not influence the topic, speaker selection, or any other aspect of the content or presentation. 36m2 Exhibition space (additional space can be purchased at a reduced cost of VAT* per square meter) EDUCATIONAL SUPPORT OPPORTUNITIES Medical education plays an important role in the quality of healthcare delivered across the globe. By providing an educational grant in support of the educational opportunities below, you are making a vital contribution to these efforts. All educational grants are managed in compliance with relevant accreditation and industry compliance criteria. In order to ensure independence of all CME accredited elements, companies providing grants may not influence the topic, speaker selection, or any other aspect of the content or presentation. No promotional, commercial, or advertising materials may be included in the following opportunities. All support will be disclosed to participants. 21 P a g e

22 Educational grants supporting individual sessions are appreciated and important to the success of the meeting. All support will be recognized in the Industry Support and Exhibition section of the program guide, on the meeting website, and with signage during the meeting. PROMOTIONAL SUPPORT OPPORTUNITIES Water Stations will be scattered all around the venue (in compliance with CME accreditation criteria, branded water stations will not be placed in the educational meeting rooms). Companies will be given the opportunity to brand the stations Support will be acknowledged in the Industry Support and Exhibition section of the programme, on the event website, and with signage during the event. Facilities will be available at the venue for speakers and members of the organizing committee. Hospitality provided will be in compliance with all relevant industry codes. Company s logo on signage at the entrance to the executive lounge Opportunity to provide company s mouse pad at each workstation Opportunity to display company logo on screensavers Support will be acknowledged in the Industry Support and Exhibition section of the programme, on the event website, and with signage during the event There will be a Cyber Center equipped with workstations where attendees may check s. Opportunity to display company logo on screen saver Opportunity to distribute mouse pads from the Cyber Center Opportunity to set company home page as the default home page Support will be acknowledged in the Industry Support and Exhibition section of the programme, on the event website, and with signage during the event There will be a laptop lounge where attendees may check s using their own laptops. Wi-Fi cards will be distributed to all participants from Supporter s booth. Opportunity to design your own laptop lounge Opportunity to place your own carpet Opportunity to place signage in the lounge area Company s advertisement on the WiFi Access Card Opportunity to provide additional branded items in the laptop area, such as memory stick, mouse, etc. Support will be acknowledged in the Industry Support and Exhibition section of the programme, on the event website, and with signage during the event 22 P a g e

23 PROMOTIONAL SUPPORT OPPORTUNITIES The cutting-edge interactive virtual exhibition booth is designed to give delegates all the information they need about the exhibitors before, during and after the event. With Virtual Exhibition, delegates can quickly locate an exhibitors booth on the floor plan via the interactive virtual exhibition floor plan. The platform maximizes the exhibitor s presence before an event, by allowing participants to read about an exhibiting company, view the product line, presentations and even watch movies related to the company and most importantly, to plan their visit at the exhibition during the event. Benefits to the sponsor: A link with visit our booth will be placed on the HPV 2015 website under the Industry Section page. By clicking on the link, the delegates will view the virtual booth of the company A kiosk will be located at your booth for the use of delegates during the conference Screen saver with the company s logo when the kiosk is on idle mode So how does it work? The exhibitors will get a back office that they can upload presentations, films, product descriptions and contact details of their company or organization. A notification system can be embedded, showing statistics of exhibitor pages viewed. Exhibitors then receive a full statistics report of page views. Acknowledgements: Support will be acknowledged in the Industry Support and Exhibition section of the programme, on the event website, and with signage during the event. More information upon request. This service provided will be in compliance with all relevant Industry codes compliance guidelines The virtual booth is designed to give delegates all the information they need about the exhibitors before, during and after the event. This is a tool for participants to plan which exhibitors they will visit at the Conference. This will be done through a link on the HPV 2015 website, under the Industry Section page. By clicking on the link, the delegates will be taken into the virtual booth of the company, where the company logo and profile flash up: Virtual Booth Content About Us- Introduction of the company and the products/services Products/services description Power Point Presentations Possibility for visitor to send a Contact me to the company which would enable you to schedule meetings with potential leads before the conference. Acknowledgements: Support will be acknowledged in the Industry Support and Exhibition section of the programme, on the event website, and with signage during the event. More information upon request. This service provided will be in compliance with all relevant Industry codes compliance guidelines. 23 P a g e

24 PROMOTIONAL SUPPORT OPPORTUNITIES Supporter will have the opportunity to promote itself through a networking reception on the first evening to which all registered attendees are invited. Hospitality and any activities provided will be in compliance with all relevant industry codes. Supporter s logo on sign at the entrance to the Welcome Reception Opportunity to provide items bearing company logo for use at the event Support will be acknowledged in the Industry Support and Exhibition section of the programme, on the event website, and with signage during the event. Coffee will be served during breaks in the exhibition area. Hospitality provided will be in compliance with all relevant industry codes. Opportunity to have a one day display of company s logo at the catering point located within the exhibit area Opportunity to provide items bearing company logo for use during the supported break Support will be acknowledged in the Industry Support and Exhibition section of the programme, on the event website, and with signage during the event. Inclusion of promotional material, such as leaflets and brochures, in the participants Conference bags. Material should be provided by Supporter and approved by the Secretariat. *The distribution arrangement will be advised. Support will be acknowledged in the Industry Support and Exhibition section of the programme, on the event website, and with signage during the event. An opportunity to hire a room at the venue that will be used as a Hospitality Suite. The supporting company will be able to host and entertain its guests throughout the event. Companies will have the option to order catering at an additional cost. Hospitality provided will be in compliance with all relevant industry codes. Opportunity to brand the hospitality suite Acknowledgement on directional signage outside suite Support will be acknowledged in the Industry Support and Exhibition section of the programme, on the event website, and with signage during the event. 24 P a g e

25 Attending all conference, sessions, is impossible for the busy medical professional. Therefore there is a growing need to share knowledge and learning opportunities beyond the dates of the actual event. High quality webcasting helps meet this substantial educational need. Conference webcasts are available 24/7, anytime, anywhere. Support will be recognized on the webcast library/listing page with Supported by... and a company logo only with a hyperlink to your website Support will be acknowledged in the Industry Support and Exhibition section of the programme, on the event website, and with signage during the event. ADVERTISING SUPPORT OPPORTUNITIES Advertisements are available in the following Meeting publications: The Programme will be distributed in the Conference bags to all participants. Advertisements can be purchased for inside page. Support will be acknowledged in the Industry Support and Exhibition section of the programme, on the event website, and with signage during the event. Applicable only for supporters catalogue Programme Book INSERT AND DISPLAY MATERIALS Please note that all materials entering the venue incur a handling charge. This includes materials for inserts and display. In order to receive a price quote for handling and to assure arrival of your materials, please be sure to complete the Pre-Advise form included in the shipping instructions when you receive either the Exhibition or Symposia Technical Manuals. SPECIAL REQUESTS In addition, we are willing to tailor a package to suit your objectives. Please feel free to contact Carolina Barbosa Groenendal (cgroenendal@kenes.com) to discuss your needs. ACKNOWLEDGEMENTS Please note that all Supporters and Exhibitors will be acknowledged in the Programme, on the Supporters Acknowledgement Board at the Conference and on the Conference website. Please forward your company logo (in eps 300dpi format) HPV2015@kenes.com 25 P a g e

26 EXHIBITION The commercial/ technical Exhibition will be held in the Convention Centre of Lisbon the venue for HPV The floor plan has been designed to maximize Exhibitors exposure to the delegates. SPACE ONLY RENTAL (Minimum of 12 sqm) Price for Space only rental is per square meter. This includes: Exhibitors badges 100 word company / product profile Cleaning of public areas and gangways SHELL SCHEME RENTAL Price for Schell Scheme rental is per square meter. This includes: Exhibitors badges White Shell Scheme Frame Exhibitor s name of Flag Sign 100 word company / product profile Basic electricity connection and lighting Cleaning of public areas and gangways ADDITIONAL BENEFITS: When you exhibit your company will receive the following additional benefits: Listing as an Exhibitor on the Website prior to the Meeting, with link to the Company website Listing and profile in the On-Site Programme/ Exhibitor Guide Logo on Meeting Website Company name on Exhibition signage during Meeting Current VAT in Lisbon, Portugal is 23% and is subject to change **Please note: Space only / shell scheme rental does not include any furniture, electrical usage or stand cleaning. All these services and others will be available to order in the Exhibitors Technical Manual. 26 P a g e

27 EXHIBITION FLOOR PLAN 27 P a g e

28 EXHIBITION ALLOCATION OF EXHIBITION SPACE Space Allocation will be made on a first come, first served basis. A completed Exhibition Booking Form and Contract should be faxed / ed to ensure reservation of a desired location. Upon receipt of the Exhibition Booking Form and Contract, space will be confirmed and an invoice will be mailed. Please note that three alternative choices should be clearly indicated on the application form. Space allocations will be made in the order in which application forms with payment are received. EXHIBITOR REGISTRATION All exhibitors are required to be registered and will receive a badge displaying the exhibiting company name. Two exhibitor badges will be given for the first 9 sqm booked and one additional for each 9 sqm after. Any additional exhibitors will be charged an exhibitor registration fee of 180 (+VAT*). Companies can purchase a maximum number of exhibitor registrations as follows: Booths of up to 60 sqm 15 exhibitor registrations Booths larger than 60 sqm 25 exhibitor registrations Exhibitor registrations allow access to the exhibition area only and shall be used by company staff only. An exhibitor registration form will be included in the Exhibitor s Manual. EXHIBITORS TECHNICAL MANUAL An Exhibitors Technical Manual outlining all technical aspects of exhibiting will be circulated 3 months prior to the Meeting It will include the following: Technical details about the Venue Final exhibition details and information Contractor details Services available to exhibitors and order forms INSERT AND DISPLAY MATERIALS Please note that all materials entering the venue incur a handling charge. This includes materials for inserts and display. In order to receive a price quote for handling and to assure arrival of your materials, please be sure to complete the Pre-Advise form included in the shipping instructions when you receive either the Exhibition or Symposia Technical Manuals. SITE INSPECTIONS Exhibitors and Supporters are free to visit the Meeting venue at their convenience. Please contact the venue directly to arrange this. EXHIBITOR PROFILE Upon receipt of the booking form, you will be asked to please upload a 100-word Exhibitor Company/Product profile to a provided link. This will be published in the list of exhibitors in the Final Programme. 28 P a g e

29 ADDITIONAL INFORMATION FOR SUPPORTERS AND EXHIBITORS Applications for Supporting and/or Exhibition must be made in writing with the enclosed booking enquiry form. CONTRACTS & CONFIRMATION SUPPORTERS Once a Supporter Booking Form is received a contract will be sent to you for signature with an accompanying invoice. This contract should be signed and returned with a 60% deposit payment to the Supporter. Upon receipt of the Supporting Booking Form the organiser will reserve the items listed in it. Completion of the Booking Form by the Supporter shall be considered as a commitment to purchase the items. EXHIBITORS Once an Exhibition Booking Form is received a confirmation of exhibition will be mailed to you with an accompanying invoice. SUPPORTING AND EXHIBITION TERMS & CONDITIONS Terms and Conditions of Supporting are included in this Prospectus and will be included in the Supporting agreement. Please note that signing of the EXHIBITION BOOKING FORM AND CONTRACT indicates acceptance of these Terms and Conditions. The Exhibition Booking Form will be held as a valid liable contract, by which both parties will be bound. Further details will be included in the Exhibition Technical Manual. 29 P a g e

30 BOOKING PROCEDURES & PAYMENT INFORMATION TERMS OF PAYMENT 60% upon receipt of the support agreement and first invoice 40% by December 6th, 2014 All payments must be received before the start date of the Meeting. Should the Supporter fail to complete payments prior to the commencement of the Meeting, the Organizer will be entitled to cancel the reservation while cancellation will be subject to cancellation fees as determined below. PAYMENT METHODS Option 1: Payment by check. Please make checks payable to: IPVS 2015 Option 2: Payment by Bank Transfer. Please make drafts payable to: Kenes International Organizers of Congresses Ltd. - IPVS Account Number : IBAN No. : CH Clearing number : 4835 Swift address : CRESCHZZ80A Bank charges are the responsibility of the payer. CANCELLATION / MODIFICATION POLICY: Cancellation or modification of support items must be made in writing to Carolina Barbosa Groenendal - Sponsorship & Exhibition Specialist (Contact information can be found in the General Information Section, above). THE ORGANIZERS SHALL RETAIN: 10% of the agreed package amount if the cancellation/ modification is made before November 15th, 2014 inclusive 50% of the agreed package amount if the cancellation/ modification is made between November 16th, 2014 and February 6th, 2015 inclusive. 100% of the agreed package amount if the cancellation/ modification is made after February 7th, P a g e

31 SUPPORT BOOKING FORM Please complete and send to: Carolina Barbosa Groenendal, IPVS Kenes International, Rue François- Versonnex Geneva, Switzerland. Tel: CONTACT NAME: COMPANY NAME: ADDRESS: CITY: COUNTRY: POST / ZIP CODE: TELEPHONE: FAX: WEBSITE: VAT NUMBER: I would like to book the following Support Items: ITEM PRICE Ѵ/ Note PLATINUM PACKAGE DIAMOND PACKAGE GOLD PACKAGE SILVER PACKAGE BRONZE PACKAGE CONTRIBUTOR PACKAGE - EDUCATIONAL GRANT IN SUPPORT OF AN EXISTING SESSION EDUCATIONAL GRANTS BRANDED WATER STATIONS INTERNET AREA VIRTUAL EXHIBITION COFFEE BREAK HOSPITALITY SUITES / MEETING ROOMS WEBCASTS OF KEY EDUCATIONAL SESSIONS EXECUTIVE LOUNGE LAPTOP LOUNGE PACKAGE & WI-FI DELEGATE ACCESS CARD VIRTUAL BOOTH WELCOME RECEPTION / NETWORKING EVENT (Sole Supporter) PROMOTIONAL MATERIAL ADVERTISING INSIDE BACK/INSIDE FRONT PAGE ADVERTISING INSIDE PAGE CANCELLATION / MODIFICATION POLICY: Cancellation or modification of support items must be made in writing to Carolina Barbosa Groenendal - Sponsorship & Exhibition Specialist (Contact information can be found in the General Information Section, above). The organizers shall retain: 10% of the agreed package amount if the cancellation/ modification is made before November 15th, 2014 inclusive 50% of the agreed package amount if the cancellation/ modification is made between November 16th, 2014 and February 6th, 2015 inclusive. 100% of the agreed package amount if the cancellation/ modification is made after February 7th, 2015 Sup ** Please ensure that your VAT number appear on the booking form & contract, in order to allow VAT reclaim porter Provisional Booking The item will be released if not confirmed within 14 days Please call me to discuss our support package Please send me a support contract and first 60% deposit invoice Company contact for Accommodation: Telephone number: ( ) Mobile number: ( ) Signature Date 31 P a g e

32 EXHIBITION BOOKING FORM & CONTRACT Please note that all acknowledgements of your company and listing of company name and address will be generated from the following information. Please complete and send to: Carolina Barbosa Groenendal, IPVS Kenes International Rue François-Versonnex Geneva, Switzerland. Tel: CONTACT NAME: COMPANY NAME: ADDRESS: CITY: COUNTRY: POST / ZIP CODE: TELEPHONE: FAX: WEBSITE: VAT NUMBER: WE HEREBY APPLY TO BOOK EXHIBITION SPACE ONLY / SHELL SCHEME SPACE, THE COST OF WHICH IS PER SQUARE METRE Choice Stand No Space only / No. of Square Total Price Shell Scheme Meters 1st Choice 2nd Choice 3rd Choice ** Please ensure that your VAT number appears on the booking form & contract, in order to allow VAT reclaim. Special notes: Please indicate if your stand must be located adjacent to or opposite the following companies, or if special configuration is needed Provisional Booking The booth will be released if not confirmed within 14 days Payment has been made by check/transfer, please forward me final confirmation and invoice Please send me a first deposit invoice for 60% of the total amount due CANCELLATION / MODIFICATION POLICY: Cancellation or modification of support items must be made in writing to Carolina Barbosa Groenendal - Sponsorship & Exhibition Specialist (Contact information can be found in the General Information Section, above). The organizers shall retain: 10% of the agreed package amount if the cancellation/ modification is made before November 15th, 2014 inclusive 50% of the agreed package amount if the cancellation/ modification is made between November 16th, 2014 and February 6th, 2015 inclusive. 100% of the agreed package amount if the cancellation/ modification is made after February 7th, 2015 We accept the contract terms and conditions (listed in this Sponsorship and Exhibition Prospectus) and agree to abide by the Guidelines for Industry Participation for the Meeting. I am authorized to sign this form on the behalf of the applicant/company. Company contact for Accommodation: Telephone number: ( ) Mobile number: ( ) Signature Date 32 P a g e

33 VAT INFORMATION VAT VAT in Portugal is currently 23 % (Subject to Change) All Sponsorship prices are exclusive of VAT, and are subject to VAT at the local rate which will be added to the invoice. Where applicable VAT fees can be claimed through: Mr. Richard Asquith TH/IF VAT Services Managing Director +44 (0) Work +44 (0) mobile richard.asquith@tmf-group.com Dolphin House 2-5 Manchester Street Brighton BN2 1TF, United Kingdom **The above informative details are indicated for your convenience and do not imply any responsibility on part of the organizer** ** Please ensure that your VAT number appears on the booking form & contract** 33 P a g e

34 TERMS & CONDITIONS TERMS AND CONDITION - These terms are the contractual agreement between the Organizer and the (Exhibitor/s / Supporter/s).Application to Participate Application to participate will be considered only if submitted on the appropriate forms, duly completed. Registration will be confirmed insofar as space is available. Applicants will be informed in writing of the acceptance or refusal of their application. In case of refusal, all payments shall be fully refunded. In case of acceptance Supporters/Exhibitor will be bound by the Terms and Conditions listed in the prospectus and/or contractual agreement. Obligations and Rights of the Exhibitor/Supporter Registration implies full acceptance by the Exhibitors/Supporters of the exhibition / supporter regulations. Any infringement of these regulations may lead to immediate withdrawal of the right to participate in the Conference without compensation or refund of sums already paid, and without prejudice to the Exhibitor/Supporter. By submitting an application to participate, the Exhibitor /Supporter make a final and irrevocable commitment to occupy the space /items allocated and to maintain his/her installation until the date and time fixed for closure of the event. The Exhibitor/Supporter may only present on his/her stand or space the materials, products or services described in the application to participate. No advertising on behalf of firms not exhibiting is permitted in any form whatsoever. Transfer or sub-letting of all or part of the allocated spaces is prohibited. Obligation and Rights of Organizer The Organizer undertakes to allocate exhibition space/supporter items space as far as possible on the basis of the preference expressed by applicants. Application will be considered in order of receipt of application forms accompanied by payment. The Organizer reserves the right, in case of absolute necessity, to modify the positioning of stands, with no obligation to provide compensation to Exhibitors/Supporters. The Organizer reserves the right to offer to a different firm any stand, space or supporter item that has not been occupied by the event of the opening of the Conference, with no obligation to provide compensation to the defaulting Exhibitor / Supporter. Liability Insurance Equipment and all related display materials installed by Exhibitors / Supporters are not insured by the Organizer, and the Organizer under no circumstances will be liable for any loss, damage or destruction caused to equipment, goods or property belonging to Exhibitors / Supporters. The Exhibitor / Supporter agrees to be responsible for his property and person and for the property and persons of his employees and agents and for any third party who may visit his space. The Exhibitor/Supporter shall hold harmless the Organizer from any and all damages/claims including those usually covered by a fire and extended coverage policy. The Supporter/Exhibitor will purchase insurance policies for the above listed damages. Exhibition Regulations The Exhibition Manager, acting under direction of the Organizing Committee, has the final decision as to the acceptability of displays. Exhibitors are not to share with others any space allotted to them without prior written consent by the Exhibition Manager. The Organizer reserves the right to alter the general layout or limit the space allotted to each Exhibitor / Supporter, postpone the exhibition or transfer it to another site if unforeseen circumstances warrant such action. Should any contingency prevent the holding of the exhibition, the Organizer will not be held liable for expenses incurred other than the cost of exhibit space rental fees. All exhibits are to be displayed so as to avoid blocking aisles, obstructing adjoining booths, damaging the premises or the leased equipment. Exhibitors are kindly requested to allow sufficient see-through areas, which ensure clear views of surrounding exhibits. In standard booths, height is restricted to 246cm. Exhibitors are responsible for the cost and execution of the design, installation and delivery of their display to (and its removal from) the exhibition site. Flammable materials are not to be used. Equipment displayed or demonstrated must be installed with strict adherence to safety measures. Exhibitors undertake to observe the timetable designated for completion of their display before the exhibition opening and its dismantling at the close of the exhibition. No dismantling or packing of the display before the designated hour. It is the Exhibitor s responsibility to pack and remove or consign for shipment all items of value prior to leaving their exhibit unattended, otherwise the Organizer will arrange for their removal at the Exhibitor s risk and expenses. Exhibitors are obliged to ensure that their stands are permanently staffed during the exhibition opening hours. Payment is to be made in accordance with the conditions of payment listed in the prospectus. Should the Exhibitor /Supporter fail to make a payment on time, the Organizer is entitled to terminate the contract, withdraw confirmation of acceptance, make other arrangements for the stand/ supporter items or seek compensation for non-fulfilment of contract. Participation by Exhibitors/Supporters is dependent upon compliance with all rules, regulations and conditions stated herein. Access to the exhibition is authorized on presentation of a badge issued by the Organizer. Exhibitors badges will not be mailed in advance and may be collected from the Exhibition Manager s desk. The Organizer ensures daily cleaning of the aisles. Exhibitors /Supporters are responsible for the cleaning of their stands. The provision of refreshments for the participants by Exhibitors is only permitted if the catering regulations of the exhibition building concerned are observed. Exhibition areas and fittings made available to Exhibitors must be handed back in their original condition. In case of damage or loss of equipment provided, or damage to areas occupied, repair and replacement will be charged to the Exhibitor. Any special decoration or fittings must be submitted to the Organizer for prior authorization. Advertising panels and display are not permitted outside the exhibition areas allotted to Exhibitors. The Organizer will not approve stands, which do not comply with the accepted standards, until the necessary changes have been made. Industry Codes of Practice All Exhibitors and Supporting Companies must comply with applicable national and international rules, regulations and industry standards regarding exhibition areas. Failure to comply with these regulations may not be used as a ground to declare the contract void. Failure to comply with the Rules and Regulations will not expose the Organiser to any suits, demands by the Supporters/Exhibitor/any third party. CME Absolutely no promotional activities will be permitted in the same room immediately prior to, during, or after a CME activity. Exhibit materials must be in a room or area separate from the education and the exhibits must not interfere, or in any way, compete with the learning experience. All promotional activities including interviews, demonstrations, and the distribution of literature or samples must be made within the exhibitor s space only; canvassing or distributing promotional materials outside the exhibitor s rented exhibit space is not permitted. 34 P a g e