GUIDELINES FOR THE FUTURE SITES FOR THE ANNUAL MEETING OF THE EUROPEAN SOCIETY FOR PAEDIATRIC INFECTIOUS DISEASES 2014
I. INTRODUCTION The European Society for Paediatric Infectious Diseases (ESPID) exists to promote the exchange of information among people who have special experience in the field of paediatric infectious diseases. The society does so by organizing regular scientific meetings, forming international study groups and networks, participation in advisory boards of other societies, organization of symposia at other international congresses, and through joint publications by members publications in the Pediatric Infectious Diseases Journal and other journals). The European Society for Paediatric Infectious Diseases (ESPID) holds its meetings on an annual basis. 1.1 Location Previous ESPID Meetings have been based on the following sequence: Year City Country Year City Country 2000 Noordwijk The Netherlands 2007 Porto Portugal 2001 Istanbul Turkey 2008 Graz Austria 2002 Vilnius, Lithuania 2009 Brussels Belgium 2003 Giardini Naxos Sicily, Italy 2010 Nice France 2004 Tampere Finland 2011 The Hague Netherlands 2005 Valencia Spain 2012 Thessaloniki Greece 2006 Basel Switzerland 2013 Milan Italy 1.2 Season Usually during the month of May but can be left to the congress chair assessment, considering climate and conflict with other congress(es) or meeting(s). Bids should be submitted to: Kenes International Rue de Chantepoulet 1-3 P.O. Box 1726 CH-1211 Geneva 1 Switzerland Tel: +41 22 9069165; Fax: +41 22 7322607 E-mail: espid@kenes.ch 1. Important figures: a. Expected number of participants: 3000-3500. b. Exhibition: approximately 4500 sq. m. (net). c. Posters: 900 posters on double sided poster boards, one shifts 2. Bids should be from medium to large cities serviced by an international airport and having at least 3,000 hotel rooms in 3 and 4 star categories. Hotels should be within a 30 minute radius from the congress venue by public transportation. 3. All bidders must consider the pharmaceutical codes of practice of the EFPIA (European Federation of Pharmaceutical Industries and Associations) when presenting a bid. 2
II. GENERAL Date: May 2014 Timetable: Sunday Tentative day for set up of the registration area, exhibition and posters Monday Set up of the registration area, exhibition and posters Set up of the Pre-Meeting Sponsored Symposia Tuesday Set up of the exhibition and posters Registration open Pre-Meeting Sponsored Symposia Wednesday Set up of the exhibition and posters Pre-Meeting Sponsored Symposia Set up session halls Opening Symposium and Ceremony Get Together Reception Thursday Meet the Professor Sessions All day sessions ESPID Member and Invited Faculty Dinner & After Party Friday Meet the Professor Sessions All day sessions Farewell Event Halls, capacities and facilities required: 1. Plenary Hall for 1500-2,000 people. 2. Parallel Halls: 2 halls with a capacity for 500 people theatre style each 3. Meet the Professor halls: minimum of 6 halls with a capacity for 80 people theatre style each 4. Offices / Secretariat / Meeting rooms: 7 minimum 5. Exhibition / Catering area: Approximately 450 sq. m. of net exhibition space, a total of 4,000 sqm. gross space for both exhibition and catering space. 6. Poster area: 900 posters 450 double sided poster boards (approx). Space must be a minimum 1000 sqm. 3
Social Events Get Together Reception on Wednesday evening ESPID Member and Invited Faculty Dinner Farewell Event Hotel Rooms The bidding city should have at least 3,000 hotel rooms of various categories (3* to 4*) easily accessible to the Congress Centre. It is preferable to have a large number of rooms in a small number of hotels. The bid document should also include a hotel room block of approximately 2,000 rooms in areas within a close proximity to the congress centre. It is preferable to have a large number of rooms in few hotels. III. DECISION MAKING PROCESS Submission deadline of complete bid document - to be received by September 15, 2011 Presentation of successful bids - October 20 Decision regarding successful city November 8 V. BID BOOK / BID BOOK CONTENT The bidding society should submit to Kenes International a Bid-Book, in printed version, as many copies as required to be handed to the decision makers. The bid book itself should contain the details which appear hereunder: Letters of Invitations Suggested Venue (layout, price list, exclusivity if any on catering service and AV and contact details) Suggested Hotels (list, capacities, price range and contact details) Preliminary room block of 2,000 rooms Support of local authorities (e.g. travel card, reception etc), and national bodies (e.g. free air tickets). Floor plan and congress centre brochure (if applicable). Contact details of the Convention Bureau (if applicable). All other information as well as the evaluation of the submitted information will be prepared by Kenes Intl., ESPID selected Professional Congress Organizer. It is recommended to request the assistance of the local Convention Bureau to fulfill these requirements. It is possible to use local agent for this tasks. Nevertheless, ESPID and Kenes Intl. are under no obligation to use the services of any local agent for the congress. Should you require additional assistance in preparing the bid document or for any other query, please do not hesitate to contact ESPID PCO; Kenes International: kenesinternational@kenes.com INFORMATION SHEET 4
1. CONGRESS CENTRE VENUE NAME: CONTACT PERSON & INFORMATION: Larger Session Halls Hall name Pax capacity (Theatre style) PLENARY HALL A HALL B Small Meeting Room Room Name Pax capacity 1 2 3 4 5 6 7 8 Offices / Secretariat Room Name Pax capacity 1 2 3 4 5 6 Public Space Hall Name Cost for set up / dismantling EXHIBITION & CATERING SPACE POSTER SPACE 5
2. ACCOMMODATION AND TRAVEL Hotels CATEGORY NUMBER OF HOTELS NUMBER OF ROOMS AVERAGE COST RANGE BREAKFAST INCLUDED TAXES RATES INCLUDED 5 star Yes No Yes No 4 star Yes No Yes No 3 star Yes No Yes No 2 star Yes No Yes No Important note: Hotels listed above should not be located further than 30 minutes of travel by public/shuttle transportation from the centre. Public Transportation to Congress Centre: Bus yes no Average cost of public transportation: Metro yes no Average cost of public transportation: Tram yes no Average cost of public transportation: Airport International airport: yes no Average distance from City centre: Means of transportation: Average cost airport to city: 3. SUPPORT FROM THE HOSTING CITY Example: Get-Together reception, Public transportation tickets, entrance to museums: 4. POSSIBLE DATES IN 2014 Important note: suggested dates must comply exactly with the ESPID timetable format. DATE COMMENTS Please advise all public and religious holidays during or adjacent to the suggested dates. 6
5. REFERENCES Name 3 large scientific/medical events that took place in the city within the last 3 years: (Please include a contact person for each event) 7