Industry Supported Sessions – General Information
The information presented here is subject to change.
Final guidelines and deadlines will be as published in the Industry Manual
you will receive approximately 2 months prior to the event.
Exhibitors and Supporters Portal
Login details to access the Portal will be sent to the company representative once the contract is signed.
The Portal enables exhibitors and supporters to:
- Submit company logo and profile
- Order lead retrieval (badge scanners)
- Submit a list of individual names for badges and order extra exhibitor badges
- Submit booth drawing
- Submit other deliverables as per sponsorship agreement
Notes:
- One user per company – the login details will be sent to the contact person who signed the contract. This person is responsible for passing on the login details to any third party if needed.
- 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.
- Please note that access to the portal allows the user to see information from previous transactions made by your company with Kenes Group.
- Only deliverables indicated in your contract, should be submitted via the Portal. Items that are 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.
Industry Sessions Timetable
The Industry sessions timetable is available on the event website under “Sponsorship & Exhibition” tab, and will be updated regularly:
Important notes:
- Industry sessions are not included in main meeting 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 session. Please liaise directly with the Industry Coordinator.
- We recommend arriving early to set up the hall prior to the start of your session. 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 session 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. An updated program can be found on the event website.
Session Agenda
Please submit the final session program using the attached Agenda Format via email to dyosifova@kenes.com as early as possible and no later than 6 weeks prior to the Conference. The proposed program 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 session title or Program after submission, please update the Industry Coordinator: Diyana Yosifova at dyosifova@kenes.com
If you wish to have your session recorded, please contact our Product Marketing Team: Ms Olaya Espejo at oespejo@kenes.com.
Catering/ F&B
- The catering is exclusive to Sheraton.
- It is mandatory for the Supporters who have a Lunch or Breakfast Session, to order Lunch/Breakfast catering for their sessions: for Lunch, a minimum of 100 meal boxes is required. For Breakfast, a minimum of 30 meal boxes is required.
- To order Catering, please refer to the AABIP24 Sponsor Menu.
- To order or discuss in further detail, please contact Ashley Pasquini at apasquini@lemeridiensheratoncharlotte.com or 704-348-4654.
- Please always CC the Exhibition manager: dyosifova@kenes.com
- Deadline: All orders must be placed by Wednesday, August 7
- It is recommended to indicate that you will offer catering/lunch boxes in all your publications, as it will help to rise the attendance (as long as it is in line with the supporter’s internal compliance policy).
- Please note that additional charges may apply for cleaning the hall immediately following the session.
- Supporters who wish to order food and beverages for their demo suite (meeting room) are welcome to do so directly with venue, using the same AABIP24 Sponsor Menu.
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 Session speakers have already been invited by the Conference.
Badge Scanner/ Lead Retrieval System
Lead Retrieval systems are a helpful tool for receiving participants’ contact information when they visit your booth or your session. Information obtained by the lead retrieval system enables Exhibitors to enhance their database by securing valuable leads for further marketing and communication.
We are pleased to offer you the K-Lead Application. Exhibitors 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’ full 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 Store or Google Play using Kenes K-Lead App.
Cost per unit: $ 650 (excluding 4% credit card charges fees, excluding VAT if applicable)
Device is NOT included!
Deadline: 2 weeks prior to the event
Onsite rate of $ 750 will be applied for orders received after above deadline.
Are you ready to revolutionize the way you collect and manage leads at your next event?
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: $ 650
With K-Lead Plus, every scan is a step towards a stronger business relationship.
Elevate your event networking and turn leads into valuable partnerships with ease and efficiency.
Don’t just meet leads; master the art of follow-up with K-Lead Plus. Get started today and experience the difference real engagement makes!
To order K-Lead and K-Lead Plus, please access the Exhibitor’s Portal https://exhibitorportal.kenes.com.
Important Notes:
- All GOLD and SILVER Packages include 1x K-Lead App License, which is automatically added to the Company profile in the Exhibitors Portal. Device is not included. If more licenses are needed, these can be purchased from the Exhibitor’s Portal.
- Device 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 policy in 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.
AV
Basic AV Package will be shared in due course.
In the meantime, if you have any AV related query, please contact directly the Conference Audio Visual Coordinator, Mike Perchig at: nest@nest-av.com.
We strongly recommend scheduling a technical rehearsal in the hall itself and testing the Presentations during that rehearsal. Please make arrangements directly with the Conference 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.
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 1 hour before the start of the session.
Please note that the Computers for the Presentations will be 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.
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).
As previously mentioned, we strongly recommend scheduling a technical rehearsal and testing the presentations during the rehearsal. Please plan directly with the Meeting Audio Visual Coordinator.
Industry Sessions Signage (Optional)
Supporters have the option to create signage promoting their sessions according to the below guidelines. The session signage should be produced by the supporter.
Self-Standing Sign at the Entrance of the Hall
1x free standing vertical sign can be placed at the entrance of the session hall 30 minutes prior to the session’s published start time.
Stage Banner
1x free standing vertical sign can be placed on/next to the stage. Max. dimensions: 38″ W x 84″ H
Self-standing signage at the Exhibition Area
The Supporter is entitled to place 1x free standing vertical sign (max. dimensions: 38″ W x 84″ H) advertising the session on the day of the session only. The sign may be placed in the exhibition area during exhibition opening hours. Please liaise onsite with the Industry Coordinator and Exhibition Manager regarding exact time and location.
Please note:
Due to CME/CPD accreditation criteria, you may not place signage advertising your session in any other locations unless coordinated with Kenes staff onsite.
Please make sure to indicate the following disclosure on the signs:
This session is not included in main Conference CME/CPD credits.
Recording and Innovative Products for Industry Sessions Onsite
Maximize your Participant Experience – Use our innovative technologies for your Session!
Kenes is proud to deliver a wide variety of quality onsite technology products and services.
We offer:
- Sessions Recording and many more products designed for capturing and recording session content.
- Voting, Evaluations, and more products designed for increasing participant’s interaction during 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!
For more onsite products opportunities and price quotes – Click Here
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 6 weeks prior to the event. Orders received after the deadline will incur rush fees.
Industry Session Badges
Each industry session organizer is entitled up to 10 Industry Session badges which allow access to their Industry Session only. These badges will not display individual names.
Industry Session badges will be prepared upon request only and can be collected at the Registration desk 2 hours prior to start of your Industry session. Industry Session Badges need to be returned to the Registration desk after the session has ended.
Wi-Fi
Free Wi-Fi will be available at the Conference 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 session, please let us know in advance and we will send you a quote.
Waste Disposal
Please note that it is the supporter’s responsibility to leave the session hall in a clean and tidy manner once the session has finished. Any items such as leaflets, banners, roll-ups must be removed from the hall at the end of the session. Any discarded waste, including promotional material, left behind will be removed by the meeting organisers at the expense of the supporter concerned.
AABIP24 Gala Dinner
AABIP24 GALA DINNER will feature an awards ceremony to honor the outstanding achievements and contributions of members from within the AABIP community. Details information is available here: https://aabipconference.com/gala-and-awards-dinner/
As it has limit number of tickets, it is important to check with your colleagues/sales reps, etc, who would attend AABIP if they would like to participate in the event as probably there would not be tickets available onsite.
If you just want to purchase Gala Dinner Tickets (150USD), please contact: reg_aabip24@kenes.com
The opportunity to be the only sponsor of the GALA still available, so you still have the opportunity to sponsor this event for around 300 attendees.
There is also the opportunity to purchase a whole 10 pax table and if desired, one of the members of the committee can be part of that table. (1500USD each table)
Supporters interested in sponsoring the AABIP 2024 Gala Dinner and/or purchasing a whole 10 pax table, should contact Industry Liaison & Sales, Ms. Paula Suarez at psuarez@kenes.com.