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 3 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:
- Effortless process using registration badge barcode.
- Allows to immediately view the leads information.
- Ability to insert exhibitor’s comments for each lead.
- Ability to quickly scan delegates as they enter the session hall by using the “Quick Scan” function.
- Application is available for download from Apple store or Google play: “K-Lead App”.
Cost per unit: $ 650 (excluding 4% credit card charges fees, excluding VAT if applicable)
Deadline: 2 weeks prior to the event
Onsite rate of EUR 750 will be applied for orders received after above deadline.
To order “K-Lead” Application, please access the Exhibitor’s Portal https://exhibitorportal.kenes.com
Important Notes:
- Device is not included. The Application should be installed on your company/personal device (tablet/smart phone).
- 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.
- In accordance with the general data protection regulation (GDPR), Kenes Group has updated its privacy policy. You can view our updated privacy notice here.
Kenes will not share delegate’s personal data with third parties without their consent.
Please note that similarly to sharing a business card, presenting a delegate badge for scanning at exhibition booths or industry symposia constitutes an expression of consent to share their personal details with the company that is scanning their badge so that it may contact them in the future. - Barcodes on delegate’s badges contain contact information as supplied by the delegate or the agency responsible for the registration process of the delegate. We regret that in some cases, such as when group registration is completed by a company, we may not be in possession of the full contact details.
- In addition, please note that neither Kenes Group nor the Organising Committee is responsible for the content of the information.
AV
Coming soon
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.
A technical rehearsal is offered free of charge; however additional charges may apply, depending on hall availability and rehearsal requirements.
Please bring the PowerPoint presentation/s on USB Memory stick and load it on one of the Meeting computers in the Speakers’ Ready Room during Speakers’ Ready Room opening hours and no later than 2 hours before the start of the Session.
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.
Please note that only meeting computers are used in the session halls. These are supplied with Office 2019 (at least) and the native ratio of the projection on the screens in the halls is 16:9. The meeting will not be able to support lecture slides presented on personal computers.
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.