Exhibitor (Supporters) Portal

Each exhibitor/supporter has received an e-mail with login details to access the Portal. The Portal enables Supporters and Exhibitors to:

• Submit company logo and profile
• Order lead retrieval (badge scanners Application)
• Submit deliverables as per your sponsorship agreement

To access the Portal, please click here!

Notes:

• The login details has been sent to the person signing the contract. This person is responsible for passing on the login details to third party if needed.
• One user per company – login credentials to the Portal have been sent to the primary contact listed on the contractual agreement. This person is responsible for passing on the login details to any third party if necessary.
• The contract holder will be charged with any purchase made by their employee, stand builder or agency, unless requested otherwise in writing.
• Access to all Portal services will be available only after submission of your company logo and profile.
• Only deliverables as indicated in your contract, should be submitted via the Portal. Items not included in your contract will not be processed.
• Keep the Exhibitor’s Portal link together with your login information on hand for future reference.

Kenes Contacts:

Meeting Organiser
Kenes Group
Rue François-Versonnex 7
1207 Geneva, Switzerland
Tel:  +41 22 908 0488

Industry (symposia) Coordinator
Oana Giurgiu
Tel: +34 659 064 921 | E-mail:  ogiurgiu@kenes.com

Exhibition Manager
Dyiana Yosifova
E-mail:dyosifova@kenes.com

Industry Liaison & Sales
Nikol Karabelova
E-mail: nkarabelova@kenes.com

Hotel Accommodation
Milena Nedyalkova
Tel: +41 22 908 0488 Ext. 344
E-mail: mnedyalkova@kenes.com
https://hotels.kenes.com/congress/ESPID25

Symposia Audio Visual Coordinator
Mike Perchig
E-mail: nest@nest-av.com

Registration 
E-mail: reg_espid25@kenes.com

Programme Coordinator
Adi Braunstein
E-mail: abraunstein@kenes.com

Product Marketing Coordinator
Olaya Espejo
E-mail: oespejo@kenes.com

Contractors:

Catering
JW Marriott
Daniela Paraschiv
E-mail: daniela.paraschiv@marriott.com
Tel: +40 21.403.1102
Catering is exclusive to the venue

Onsite Logistic Agent, Material Handing & Customs Clearance Agent
Merkur Expo Logistics GmbH
Gernot Iven
E-mail: Gernot.Iven@merkur-expo.com
Mobile: +49 (0) 170 222 9525
Merkur is the exclusive handler inside the venue.

Internet orders
Oana Giurgiu
Tel: +34 659 064 921 | E-mail:  ogiurgiu@kenes.com

Hostesses & Temporary Staff Hire
TBC

As the ESPID Meeting will be held at the Parliament Palace in Bucharest, a governmental building, please be advised of the following entry requirements:

1. Passport/ ID : You must carry your valid passport/ID each time you enter the building.
2. Meeting Badge: Ensure you have your printed meeting badge with you at all times.

Both items will be required to access the venue. Thank you for your cooperation and understanding

Item	Deadline	Contact Person
Staff Hotel Reservation	As soon as possible	Milena Nedyalkova E-mail: mnedyalkova@kenes.com
Payment of Invoice Balance	Must be received in full one week prior to the Meeting	Pazit Hochmitz phochmitz@kenes.com
Symposium Final Programme (for approval by Scientific Committee)	As soon as possible and no later than Tuesday, 1 April	Please send by email the requested specifications to Industry  Coordinator: Oana Giurgiu ogiurgiu@kenes.com
Symposium Stage set-up changes/ Meeting room Set-up changes	Monday, 28 April
Promotional E-mail Blast (Exclusive and Joint)	Monday, 14 April
Text for Push Notifications for Virtual Platform/Mobile App	Monday, 28 April
Mobile app adverts	Monday, 14 April
Badge Scanner App/ Lead Retrieval System	Monday, 12 May	Online via Exhibitor’s Portal https://exhibitorportal.kenes.com
Placing orders for Voting/ ’Ask the Speaker’ and other Technology Products and Services	Monday, 14 April	Olaya Espejo oespejo@kenes.com
Hostesses & Temporary Staff Hire	Please directly contact the company	TBC
Internet (Wi-Fi and Wired)	Monday, 28 April	Oana Giurgiu ogiurgiu@kenes.com
Catering Services  *Exclusive to the venue	Monday, 28 April After this date, late fee applies	JW Marriott Daniela Paraschiv E-mail: daniela.paraschiv@marriott.com   Tel: +40 21 403 1102
AV – scheduling Tech rehearsal, placing orders  for extra AV for the Sponsored Symposia	Monday, 28 April	Mike Perchig nest@nest-av.com
AV for Meeting rooms in JW Marriott	Please directly contact JW Marriott before Monday, 28 April	JW Marriott Radu Moldovan radu.moldovan@marriott.com
Shipping & Material Handling Services
Door to door	Please contact Merkur Expo Logistics Goods must arrive at Frankfurt airport no later than 6 May	Merkur Expo Logistics GmbH Gernot Iven E-mail: Gernot.Iven@merkur-expo.com Mobile: +49 (0) 170 222 9525Merkur is the exclusive handler inside the venue. Shipping instructions: click here
Airfreight shipments
Shipment via Advance Warehouse	No later than 13 May
Direct to the Venue	Subject to time slot

Industry Symposia: please click here to see the timetable

Important notes:

• • Industry Supported Sessions are not included in main event CME/CPD credits.
  • In order to support you in the best possible way, please share your plans and requirements with us. This information is invaluable for the success of your symposium. Please coordinate directly with the Industry Coordinator Oana Giurgiu at: ogiurgiu@kenes.com
  • We recommend arriving at least 15 min prior to the start of your Symposium, to check the setup. A member of the Kenes Operational team will be available onsite should you need any assistance.
  • Handouts are allowed to be distributed at the entrance to the Symposium Hall; however, it is NOT permitted to place material on the seats inside the hall.
  • Printed tent cards placed on the head table are allowed and should be produced and provided by supporter.
  • We ask presenters to follow the time schedule precisely in order for the day’s events may run smoothly. The updated scientific program can be found on the ESPID 2025 Website.

We respectfully request that all supporters (sponsors, exhibitors, special interest groups, and other stakeholders) comply with the Meeting Blackout Policy and refrain from holding organized meetings or events in parallel to the scientific programme. Click here to view the meeting programme.

Thank you!

Catering / F&B

• Catering is an exclusive service provided by Marriott for the venue (Parliament Palace) and should be ordered in advance.
• Food and drinks are forbidden to be taken inside the symposium halls (Parliament Palace).
• Supporters who wish to order any food and beverages for their meeting/hospitality room (JW Marriott hotel) are welcome to do so directly with Marriott. Kindly contact Ms. Daniela Paraschiv at: daniela.paraschiv@marriott.com
• Other arrangements requirements to be made upon request. Please contact the Industry Coordinator first at: ogiurgiu@kenes.com , so we can check for you.
• Deadline: Monday, 28 April (after this date, late fee applies)
• Please take into consideration that lunch and refreshments will be served in the Reception hall (on Monday only) and Exhibition Hall, according to the Meeting timetable (click here for the most updated timetable)

Technical Rehearsal

We strongly recommend scheduling a technical rehearsal in the hall itself and testing the Presentations during that rehearsal. Please make arrangements directly with the Meeting Audio Visual Coordinator, Mike Perchig at: nest@nest-av.com. A technical rehearsal is offered free of charge; however additional charges may apply, depending on hall availability, rehearsal requirements and overtime of the technicians.

Speakers’ Expenses

As indicated in the sponsorship agreement, the supporting company, in addition to the support fee, must cover all speakers’ expenses, including registration fees, accommodation and travel expenses. This also applies in the case where the Sponsored Symposium speakers have already been invited by ESPID 2025.

Industry symposia will be recorded onsite and become available to be viewed ‘on-demand’ via the ESPID 2025 Virtual Platform after the Meeting.

It takes us up to 72 hours to process the recording and send it to the supporter for review and approval before uploading to the virtual platform. Once approved, it takes us up to 24 hours to upload the recording to the virtual platform.

Product Theater sessions are onsite only – they are not recorded and not live-streamed.

If you wish to have the session also live streamed, for further information and costs, please contact Olaya Espejo at: oespejo@kenes.com

Rosetti hall: Technical Details

Hall Technical Details
Hall Location	Level S1 (-1)
Hall Capacity	600 seats
Seating format:	Permanent tiered seating
Hall Layout	Auditorium
Hall Size	1420 sqm

*Please note that the Product Theatre session will be held:

• On Monday 26 May, 2025 in the Reception hall at the entrance of Rosetti hall.
• On Tuesday 27 May, 2025 in the Exhibition hall (Unirii hall).

 

Lectern Banner Dimensions: ·       Vertical 42” Plasma screen in front of the lectern, facing the audience, projecting a PPT with the name of the speaker. ·       Please contact the Audio-Visual Coordinator, Mr. Mike Perchig (e-mail: nest@nest-av.com), in order to design the images according to the required resolution. ·       The “virtual” banner can include the title of the Symposium and the name and logo of the Sponsor ·       Using the ESPID 2025 logo for the branding is not allowed

Head Table Dimensions: 180cm W x 80cm H (each module) Sufficient seating for up to 7 persons (the head table will be made out of 3 modules) Signage exclusivity for the official builder: 360 revolution (see details below) Self-branding of the head table is not permitted Using the ESPID 2025 logo for the branding is not allowed

The head table will comprise 3 single table modules:

The general stage setting in Rosetti hall, includes 1 speaker lectern and a head table accommodating up to 7 persons.  For alternative/additional arrangements (fees may be incurred) please contact Oana Giurgiu at ogiurgiu@kenes.com.

All stage change requests must be communicated in advance with the Industry Coordinator, to ensure that there is sufficient time between sessions for implementation.

Symposium Stage set up deadline: Monday, 28 April (No changes will be accepted after this date)

Please note that the head table and lectern will be branded with the general Meeting branding.

If you are interested to have your own company branding for the head table and lectern, note that this is optional and should be arranged in advance by the sponsoring company.

• Lectern: The Lectern in Rosetti hall will be branded digitally, please contact the Audio-Visual Coordinator, Mr. Mike Perchig (nest@nest-av.com), in order to design the images according to the required resolution.
• Head table: due to the time constraints between the sessions and the specifics of the branding, changing the default Meeting branding is not recommended. However, if you prefer to have your own company branding for the head table, please contact the Industry Coordinator, Oana Giurgiu at ogiurgiu@kenes.com to discuss the options. The official supplier for producing the branding of the head table is the official builder: 360 revolution.

How to get to the Parliament Palace, Bucharest.

The Industry Sessions will take place in Rosetti hall, floor S1 (-1).

The Product Theatre sessions will be held:

• On Monday 26 May, 2025 in the Reception Hall at the entrance of Rosetti hall.
• On Tuesday 27 May, 2025 in the Exhibition hall.

 

Audio-Visual (AV) Equipment in Rosetti hall: 

• Large front projection screen in the center, image of H4.3 X W7.5 meters approx (see photo below)*.
• High-powered Data projectors ( Main and back-up ) to create the panoramic background image and to project the PowerPoint & Video images as picture-in-picture “windows” on the screen.
• 2 sets of Delay front Projection screen/Projector for the participants sitting in the lateral wings.
• Data/Video control system, including a seamless Data/Video switcher and all necessary cabling (opening picture-in-picture “windows” and adding titles of the speakers on the central screen, etc).
• PTZ Robotic video camera, to capture the face of the speaker at the lectern for live close-circuit projection during presentations.
• 42” Confidence monitor in front of the head table, showing the same PowerPoint & Video images as projected in the large picture-in-picture “window” on the central screen.
• Countdown Timer monitor in front of the lectern, operated by the technicians at the AV Control desk.
• Laptop computer for PowerPoint presentations, including English version of Windows and Office, USB port, sound card – located at the lectern and networked to the Speakers’ Ready Room.
• Designed lectern with a Portrait 40″ Plasma screen installed in each front, facing the audience, projecting a PPT with the name of the speaker (see photo below)*.
• Wireless PowerPoint advancer/clicker (we recommend using the cursor of the laptop computer as a pointer).
• A. (sound) system, which covers the hall and the stage, including wired microphones for the head table, lectern and Questions & Answers with stands (floor/table), 1 wireless headset microphone and connection to sound from computers (mini PL plug) at the lectern.
• Audio monitors for the lectern and the head table.
• Lighting system, illuminating the lectern and the head table.
• Colorful Lighting on stage.
• 3 x AV technicians to operate the above-mentioned systems.

For demonstration only (as the pictures were taken in different venues)

For Sponsors’ Symposia being held in Rossetti, the company “virtual” banners on the Panoramic screen and in front of the lectern will be projected.
Please contact the Audio-Visual Coordinator, Mr. Mike Perchig (e-mail: nest@nest-av.com), in order to design the images according to the required resolution.
The “virtual” banners can include the title of the Symposium and Sponsor¡s name and logo.

Audio-Visual (AV) Equipment for the Product Theatre sessions:

• 2 x 65” (at least) Plasma screens on high floor stand
• Laptop at the lectern
• Sound system
• Wired microphone and Audio PC connection at the lectern
• Wireless hand-held microphone
• Wireless headset microphone

Presentations for Product Theatre sessions must be handled to the technician onsite, 20 minutes before the session (at the Product Theatre area: Monday in front of Rosetti hall, Tuesday in the Exhibition hall).

 

Technical Rehearsal 

As previously mentioned, we strongly recommend scheduling a technical rehearsal and testing the presentations during the rehearsal. A technical rehearsal is offered free of charge; however additional charges may apply, depending on hall availability, rehearsal requirements and overtime of the technicians. Please plan directly with the Audio Visual Coordinator, Mike Perchig at: nest@nest-av.com.

Presentations Upload Onsite

If you are using a PowerPoint presentation (or any other PC-based application), please note that you have to deliver it on a USB Memory stick to one of the technicians in the Speakers’ Ready Room as soon as you arrive at the Venue in the morning – and at least 2 hours before the start of the session.

Speakers’ Ready Room openes on Monday, 26 May at 7:30 am 

Please note that the meeting computer at the lectern is supplied with Office 2019 (at least) and the native ratio of the projection on the screens in the halls is 16:9.

If you include video clips in your PowerPoint presentation, be sure to test it with the technician in the Speakers’ Ready Room at least 2 hours before the start of the session or as soon as you arrive at the venue in the morning. Please make sure to check it with the technician in the session hall where your lecture is taking place, during a coffee or lunch break prior to your session, at least 30 minutes before the start of the session – even after checking it in the Speakers’ Ready Room.

Presentations for Product Theatre sessions must be handled to the technician onsite, 20 minutes before the session (at the Product Theatre area: Monday in front of Rosetti hall, Tuesday in the Exhibition hall).

Important Note for Macintosh Users

To use MAC presentations on the PC compatible meeting computer, please note that you need to prepare it according to the instructions below, before taking it to the speaker room:

• Convert it to PowerPoint or PDF. Use a common font, such as Arial, Times New Roman, Verdana etc. (Special characters might be changed to a default font on a PowerPoint-based PC).
• Insert the images as JPG files (and not TIF, PNG or PICT – these images will not be visible on a PowerPoint based PC).

Technical Rehearsal

As previously mentioned, we strongly recommend scheduling a technical rehearsal and testing the presentations during the rehearsal. A technical rehearsal is offered free of charge; however additional charges may apply, depending on hall availability, rehearsal requirements and overtime of the technicians. Please plan directly with the Audio Visual Coordinator, Mike Perchig at: nest@nest-av.com.

Please submit the final symposium programme using the attached Agenda format via email to ogiurgiu@kenes.com as early as possible and no later than Tuesday, 1 April. The proposed programme should include:

• Session Title (up to 110 characters including spaces)
• Session Description (up to 200 words, you can also include hyperlinks inside of it)
• Speaker Presentations Titles
• Timing – duration of each speaker presentation and full timing of the agenda
• Speaker/Moderator Full Name
• Speaker/ Moderator Country
• Speaker/ Moderator E-mail
• Speaker/ Moderator Affiliation
• Speaker/ Moderator Bio and Photo (please see specs below)

Please see below specs for Speaker Bio and Photo.

• Speaker Bio – up to 200
• Speaker Photo – 180×240 px, JPG Format

In case of changes to your symposium title or Programme after submission, please update the Industry Coordinator: Oana Giurgiu at ogiurgiu@kenes.com

If you wish to live stream your session from the Auditorium to the virtual platform, please contact our Product Marketing Team at oespejo@kenes.com

Symposium Promotion

This section includes guidelines which will assist you to prepare promotional items related to your industry symposium, however, kindly refer only to the relevant items in accordance with your sponsorship agreement.

Due to CME/CPD accreditation criteria for this Meeting, the following rules apply:

• When creating adverts for mobile app and mailshots it is allowed to promote product, symposia, or company promotion.
• When creating adverts for External and Internal lobby flags in the virtual platform it is allowed to promote symposia or company
• When promoting your symposium, please always indicate on any of your promotional materials: This session is not included in main event CME/CPD credit
• Meeting banner should NOT be used in any promotional materials created by the supporter.
• Materials created by companies should NOT utilize the main event marketing look and feel.
• In addition, it is not permitted to use the ESPID 2025 logo on any of the symposia materials.
• When promoting your symposium, you are allowed to use the phrase: Official Symposium of ESPID 2025

Promotional Items

         1.  Push Notification via Mobile App / Virtual Platform

For supporters entitled to a push notification as per their signed contract, kindly submit the text no later than Monday, 28 April  via email to ogiurgiu@kenes.com according to below guidelines:

Virtual Platform:

• Message Title– Maximum 75 characters including spaces
• Message Body– Maximum 140 characters including spaces

Mobile App:

• Message Title– Maximum 40 characters including spaces
• MessageBody – Maximum 140 characters including spaces

– Please specify your preferred date and time (local time) when submitting the text.
– We will do our best to accommodate this request. The final schedule of the push will be determined closer to the event, considering the overall push notifications schedule of the event.
– Push notifications will be sent out during official breaks only, in order not to disturb the participants who are inside the session halls when sessions take place.
– We recommend keeping push notifications short and concise. The goal is to get the most important information across quickly and encourage participants engagement.
– Please make sure to indicate company name either on the title or in the message body.
– Kindly note that push notifications look different across the various browsers, device types and operating systems.

         2. Mobile App Advert

For Supporters sponsoring the App, please send the file no later than Friday, 12 April via email to ogiurgiu@kenes.com

File format: PNG or JPG (up to 800kb)

Size: 780px x 1688px

We recommend avoiding using small text, so the advert could be readable when displayed on a mobile screen.

         3. Pre-Meeting Promotional Email Blast – Exclusive

Sponsors entitled to an Industry Mailshot as per their signed contract, please click here for the design requirements. Please make sure to forward these guidelines to your web-designer/programmer. Please upload the HTML version of your mailshot and other relevant files together in a zip folder and send us everything with the subject line, no later than Monday, 14 April via email to ogiurgiu@kenes.com

Important notes:

• In case the webmail is promoting a sponsored symposium, please include the following disclaimer:
  This session is not included in main event CME/CPD credits.
• It is not allowed to use the ESPID logo. The meeting banner will be added to the webmail’s header by Kenes.
• The “From” field will be “ESPID 2025 Supporters”
• The exact launch date will be determined by Kenes in due course. The E-mail Blast will be sent out to the pre-registered delegates who have agreed to receive promotional material from supporters.

        4.  Promotional Email Blast During the Meeting – Exclusive

Sponsors entitled to an Industry Mailshot as per their signed contract, please click here for the design requirements. Please make sure to forward these guidelines to your web-designer/programmer. Please upload the HTML version of your mailshot and other relevant files together in zip folder and send us everything with the subject line, no later than Monday, 14 April via email to ogiurgiu@kenes.com.

The above notes (relevant for the pre-meeting e-blasts) apply for the e-blasts during the Meeting as well.

        5. Post-Meeting Email Blast – Exclusive

The exclusive e-mail blast will be sent out to pre-registered participants who have agreed to receive promotional material from supporters.

Click here to download the design requirements. These guidelines should be forwarded to your web- designer/programmer. The above notes (relevant for the pre-meeting e-blasts) apply for the post-meeting e-blasts as well.

Please send the required file(s), together with the subject line, no later than Monday, 14 April to ogiurgiu@kenes.com

        6. Joint E-mail Blast

For the joint e-mail blast, please prepare two files according to the following specifications:

• 1 Banner/Image Format: JPEG; Width: 300 pixels; Height: 250 pixels
• 1 PDF (to be linked to the banner/image mentioned above) or any hyperlink of your choice.

Please send these two files no later than Monday, 14 April via email to ogiurgiu@kenes.com.

The exact launch date of the joint e-mail blast will be advised closer to the meeting. It will be sent out to the pre-registered participants who have agreed to receive promotional material from supporters.

Important notes:

• When clicking on the Banner/Image, the PDF/A5 file will be displayed. For the Banner/Image, we recommend avoiding using small text.
• ​In case webmail is promoting a sponsored session, please include the following disclaimer: This session is not included in main event CME/CPD credit
• It is not allowed to use ESPID logo. The official meeting banner will be added to the webmail’s header by Kenes.
• The “From” field will be “ESPID 2025 Supporters”.
• The exact launch date will be determined by Kenes closer to the event.
• The E-mail Blast will be sent out to the preregistered delegates who have agreed to receive promotional material from supporters.
• Content received after the deadline may be processed for an additional fee of EUR 500.

Symposium Signage (Optional)

Symposium supporters have the option to create signage promoting their symposium according to the below guidelines. The symposium signage should be produced by the supporter. Please make sure to follow the guidelines specified at the beginning of this section.

         1. Self-standing signage in Session Hall (Rosetti):

• Self-Standing Sign at the Entrance

One stand-alone sign to be placed at the entrance of the session hall 15 minutes prior to the sessions published start time. Maximum dimensions: 85cm wide x 200cm high. Please make sure to indicate the following disclosure on the sign: This session is not included in main event CME/CPD credits.

• Stage Banners

1 x free standing vertical sign to be placed on/next to the stage. Maximum dimensions: 150cm wide x 250cm high.

1 x horizontal sign placed in front the head table facing audience. (For dimensions, please refer to Section: Industry Symposia Halls).

Branding of the digital lectern (for further details, please refer to Section: Industry Symposia Halls).

In addition to the above, in Rosetti hall it’s possible to digitally brand the Panoramic screen. (Please refer to Section: Audio-Visual (AV) Equipment).

         2. Self-standing signage in other areas:

For morning sessions taking place on Monday 26 May & Tuesday 27 May:

The Supporter is entitled to place one sign (W85cm x H200cm) advertising the Symposium, in the Reception hall located in front of the Rosetti hall.

The banner can be placed from the opening hours in the morning until the end of the symposium. Please make sure to remove the banner after the symposium. Please liaise onsite with the Industry Coordinator regarding the exact location.

For afternoon sessions taking place on Monday 26 May:

The Supporter is entitled to place one sign (W85cm x H200cm) advertising the Symposium, in the Reception hall located in front of the Rosetti hall.

The banner can be placed from noon (starting 12:40) until the end of the symposium. Please make sure to remove the banner after the symposium. Please liaise onsite with the Industry Coordinator regarding the exact location.

For afternoon sessions taking place on Tuesday 27 May

The Supporter is entitled to place one sign (W85cm x H200cm) advertising the Symposium, in the Exhibition hall (Unirii hall).

The banner can be placed from noon (starting 12:40) until the end of the symposium. Please make sure to remove the banner after the symposium. Please liaise onsite with the Industry Coordinator regarding the exact location.

Notice:
Due to CME/CPD accreditation criteria:
– you may not place signage advertising your symposium in any other locations unless coordinated with Kenes staff onsite.
– please make sure to indicate the following disclosure on the sign: This session is not included in main event CME/CPD credits.

Wi-Fi

Free Wi-Fi will be available at the meeting venue. Please be aware that public Wi-Fi capacity is limited. Therefore, it is restricted to email and web browsing activity. Should you require Wi-Fi or an internet line during your symposium, please let us know in advance and we will send you a quote. Contact person: Oana Giurgiu, email: ogiurgiu@kenes.com

Meeting Rooms / Hospitality Rooms

Supporters interested in renting a meeting room during ESPID 2025 Meeting should contact Industry Liaison & Sales, Mrs. Nikol Karabelova at: nkarabelova@kenes.com

• A/V is not included in the price and can be ordered from Congress A/V coordinator, Mike Perchig at nest@nest-av.com (kindly specify the name of the Sponsor/Exhibitor when approaching).
• F&B is not included in the price and can be ordered directly from the catering provider: JW Marriott – Daniela Paraschiv at : paraschiv@marriott.com

Meeting room Setup changes deadline: Monday, 28 April, 2025 (No changes will be accepted after this date)

Waste Disposal

Please note that it is the supporter’s responsibility to leave the symposium session hall in a clean and tidy manner once your symposium has finished. Any items such as leaflets, banners, roll-ups must be removed from the hall at the end of your session. Any discarded waste, including promotional material, left behind will be removed by the meeting organizers at the expense of the supporter concerned.

Onsite Badges

Each supporter is entitled up to 10 Symposium badges which allow access to the supporter’s symposium only (Individual names will not appear on the badges). Symposium badges can be collected 2 hours prior to the session from the Registration Desk and should be returned to the desk after the session ends.

Catering

Supporters who wish to order catering services for their meeting room, are welcome to do so directly with: JW Marriott – Daniela Paraschiv at : daniela.paraschiv@marriott.com. Please always CC ogiurgiu@kenes.com

Catering is exclusive to JW Mariott.

Hostesses & Temporary Staff Hire

Supporters who wish to order hostess services for their symposium, are welcome to do so directly with

Lead Retrieval Wireless Barcode Readers can be a helpful tool for receiving contact information about participants who attend your symposium. We are pleased to offer you the K-Lead Application. Supporters can download the K-Lead app onto their own smart phone or tablet and transform their device into an instant, easy lead retrieval system and capture participants’ contact information with a quick scan of their badge.

The advantages of the “K-Lead” application:

• Seamless Integration: Download directly to your device; no extra hardware needed!
• Effortless Scanning: Quickly scan attendee badges to capture leads.
• Customizable Notes: Add personal comments to each lead for better follow-up.
• “Quick Scan” Function:Ability to quickly scan delegates as they enter the symposium hall.
• Instant Access:Get real-time lead information for immediate engagement.
• Universal Compatibility: Download from the Apple Storeor Google Play using “Kenes K-Lead App.

To order “K-Lead” Application, please access the Exhibitor’s Portal https://exhibitorportal.kenes.com

Cost per unit: EUR 700 (4% credit card charges fees, excluding VAT if applicable).
Device is NOT included!
Deadline: Monday, 12 May 2025
Onsite rate of EUR 850 will be applied for order received after above deadline.

 

Unlock the Power of K-Lead Plus:

• Automated Follow-up Emails: Immediately after scanning, send personalized emails to every lead. Make every connection count without lifting a finger!
• Tailored Email Customization: Craft the perfect message with customizable subject lines, email content, and signatures. Attach PDFs to add a polished, personal touch that stands out.
• Timely Engagement: Say goodbye to the hassle of manual follow-ups. K-Lead Plus handles it by sending tailored emails right after each scan, keeping your brand top of mind.
• Trackable Insights: Monitor how your emails perform with engagement metrics. Learn what works and refine your strategies for maximum impact, ensuring you’re always improving.
• Compatibility: K-Lead Plus requires at least one K-Lead license purchased.

Cost for K-Lead Plus: EUR 750

 

Key Notes for K-Lead and K-Lead Plus:

• Device is Not Included:The application must be installed on your personal or company device (tablet/smartphone).
• Reliable Data: Participant badge barcodes carry contact details as provided by registrants or their agencies. Note: Group registration may contain generalized information.
• Content Responsibility: Information content is managed by the registrant or their agency, not Kenes Group or the Organizing Committee.
• Easy Reservation: Secure your Wireless Barcode Reader in the Exhibitor’s Portal https://exhibitorportal.kenes.com.
• GDPR Compliance: We’ve updated our privacy policyin compliance with GDPR. Your personal data won’t be shared without consent. Presenting your badge for scanning implies consent to share your details.
• By purchasing the K-Lead and the K-Lead Plus, Exhibitors and Sponsors agree to Data Processing Agreement.

How to order K-Lead and K-Lead Plus? -> Please access the Exhibitor’s Portal https://exhibitorportal.kenes.com

Maximize your Participant Experience – Use our innovative technologies for your Symposium

Kenes is proud to deliver a wide variety of quality onsite technology products and services.
We offer:

• Live Streaming and many more products designed for capturing and recording symposium content.
• Voting, Evaluations, and more products designed for increasing participant’s interaction during symposium sessions.
• Translation services for any language: are available in two options. The conventional approach involves local interpreters and the use of headphone receivers. Alternatively, we offer a cutting-edge AI-powered solution. With this innovative method, participants can access live translations and captions seamlessly by scanning a QR code on their mobile phones.

We also provide tailor made customized solutions – contact us to make it happen!

PLEASE NOTE: All product solutions are offered exclusively by Kenes Group.

Please contact us to discuss your needs and our relevant solutions.

Please submit your order by Monday, 14 April. Orders received after the deadline will incur rush fees.

Kindly note that Merkur Expo Logistics GmbH is the sole official on-site agent nominated by Kenes Group to handle all in/out shipments arriving to this Meeting.

Contact details:
Merkur Expo Logistics GmbH
Gernot Iven
E-mail: Gernot.Iven@merkur-expo.com
Mobile: +49 (0) 170 222 9525

Range of services:

• Transport, national or international
• Temporary or permanent customs clearances
• Coordination of deliveries, delivery time slot management
• Unloading, delivery to the hall/exhibition-stand, forklifting
• Storage of empty boxes and crates during the event
• Accessible storage for brochures and give-away items during the event
• On-site assistance and supervision

The shipping instructions at the end of this manual are provided to assist with your preparation for the correct and timely dispatch of materials to the meeting. Please follow the instructions closely.
The shipping instructions includes:

• Shipping Instructions
• Tariff
• Material Handling Form
• Shipping Labels

In order to follow up your shipment and to confirm arrival on time, we kindly ask you to provide the official shipping agent with the following information prior to shipping:

• Number of pieces (pallets, boxes, cartons, )
• Way of transport (road freight, currier services, airfreight, ocean)
• Airway bill number

Supporters may choose to use their own services to deliver their goods to the venue door. However, no other company is permitted to deliver, operate, and handle goods inside the venue.

Merkur has the responsibility of receiving and handling all materials for a fee as published on the “Tariff”
section at the end of this manual. Handling rates are based on the incoming weight of shipments.
Merkur Expo Logistics must receive the payment before forwarding freight.

In order to receive a price quote for handling and to assure arrival of your materials, please be sure to complete the “Pre-advice” form included in the shipping instructions.

Insurance of Goods
All cargo should be insured from point of origin.

To view the full ESPID 2025 Shipping Instructions, including Tariffs, Material Handling please select the relevant links:

• For shipping instructions and tariff please click here

Please Note: All advanced shipments and deliveries to the Merkur warehouse, including by courier, must be coordinated with Merkur Expo Logistics.

For any questions/clarifications, please contact:
Merkur Expo Logistics
Gernot Iven
E-mail: Gernot.Iven@merkur-expo.com
Mobile: +49 (0) 170 222 9525

Shipping instructions: click here