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)
• Submit individual names for badges and order extra exhibitor badges

Link to access the Portal https://exhibitorportal.kenes.com

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.
• Access to all Portal services will be available only after submission of your company profile and logo.
• Only deliverables as indicated in your contract, should be submitted via the Portal. Items not included in your contract will not be processed.

Kenes Contacts:

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

Exhibition & Industry Coordinator
Diyana Yosifova
Tel: +41 22 908 0488 Ext: 258 | E-mail: dyosifova@kenes.com

Industry Liaison & Sales
Paula Suarez
E-mail: psuarez@kenes.com

Hotel Accommodation
Irina Sapir
E-mail: isapir@kenes.com
https://aabipconference.com/book-your-hotel/

AV/IT Coordinator
Mike Perchig
E-mail: nest@nest-av.com

Registration Specialist
Melissa Gynesh
E-mail: reg_aabip25@kenes.com

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

Contractors:

Catering
JW Marriott Austin
Exclusive service
AABIP25 Sponsor Menu
To order or discuss in further detail, please contact Alexandra Atkins at alexandra.atkins@whitelodging.com or 512 608 4171
Always CC the Industry Coordinator: dyosifova@kenes.com
Deadline: Monday, July 28

Shipping & Freight Handling
Viper
For inquiries, please contact Ashley Castillo: ashley@vipertradeshow.com
Viper Shipping Forms, Labels, Material Handling Form and Inbound form
Viper Online Order Form
Viper is the exclusive handler inside the venue.

Furniture / Graphics & Signage / Plants & Floral Arrangements
Viper
Official Builder
Viper Show Coordinator: Ashley Castillo | ashley@vipertradeshow.com
Viper Online Order Form

Only the main contact will have access to place online orders. Usernames and passwords will be sent shortly by Viper. If an additional contact or EAC needs access to the Viper Tradeshow online portal, please contact your Exhibitor Services Coordinator: Ashley Castillo | ashley@vipertradeshow.com

*Please take in mind the punctuality for starting and finishing times, as the time for each session is limited.

Timetable and halls are subject to changes. The most updated timetable is published on the AABIP 2025 Conference website.

Important information:

• Industry Supported Sessions are not included in main Conference 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 coordinate directly with the Industry Coordinator, Diyana Yosifova at: dyosifova@kenes.com.
• 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 the 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 AABIP 2025 Conference website

• The catering is exclusive to JW Marriott Austin.
• It is mandatory for the Supporters who have a Lunch or Breakfast Session, to order Lunch/Breakfast catering for their sessions:
  • for Lunch sessions, a minimum of 100 meal boxes is required.
  • for Breakfast sessions, a minimum of 30 meal boxes is required.
• To order Catering, please refer to the AABIP25 Sponsors Menu.
• To order or discuss in further detail, please contact Alexandra Atkins at alexandra.atkins@whitelodging.com or 512 608 4171.
• Please always CC the Exhibition manager: dyosifova@kenes.com
• Deadline: All orders must be placed by Monday, July 28
• It is recommended to indicate that you will offer catering/lunch boxes in all your publications, as it will help to increase the attendance (as long as it is in line with the supporter’s internal compliance policy).
• Supporters who wish to order food and beverages for their demo suite are welcome to do so directly with the venue, using the same AABIP25 Sponsors Menu.

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.

*Final halls capacity will be determined by the conference scientific program, and it can slightly decrease.

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 coordinate directly with the Industry Coordinator, Diyana Yosifova at dyosifova@kenes.com.

Floor plan of Level 3:

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 20-minute technical rehearsal is offered free of charge; however additional charges may apply, depending on hall availability, rehearsal requirements and overtime of the technicians.

Important Note for Macintosh Users

Please refer to the Deliverables section on the website: https://aabipconference.com/important-information-for-sponsors-exhibitors/deliverables-specs-deadlines/

Kindly refer only to the relevant items in accordance with your sponsorship agreement.

Please submit all relevant items as per the guidelines below via email to the Industry Coordinator Diyana Yosifova at dyosifova@kenes.com.

Supporters have the option to create signage promoting their sponsored sessions (Lunch or Breakfast) according to the below guidelines.

The session signage must 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 (max. dimensions: 38″ W x 84″ H)

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.

Digital Lectern in Plenary hall

In the Plenary Hall there will be a designed “digital” lectern (for more information please refer to tab: AV Equipment Onsite).
The “virtual” banner can include the title of the Symposium and the name and logo of the Sponsor.

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.
• The session signage is optional and must be produced by the supporter.
• Please make sure to indicate the following disclosure on the signs: This session is not included in main Conference CME/CPD credits. 

Wi-Fi

Complimentary Wi-Fi will be provided by the conference during official conference days at most areas.
This public Wi-Fi connection is limited for basic web browsing or checking emails.
Should you have any internet-based feature/device/activity at your booth (for example: product demonstrations, etc), we strongly recommend ordering a dedicated internet connection for your booth (wireless or wired connection) to guarantee a consistent internet connection inclusive of technical support.

If you wish to order a dedicated internet connection for your booth or Demo suite (wireless or wired connection), please contact the Exhibition Manager, Ms. Diyana Yosifova at: dyosifova@kenes.com.

Important:

• Please be advised private Wi-Fi networks installations in the booth are not allowed.
• The venue and the organizer reserve the rights to discontinue any activity which interfere with the hall Wi-Fi coverage. 
• The exhibitor is responsible for following legal, ethical, moral and generally accepted internet and e‐mail conduct when communicating across the conference’s network. The venue reserves the right to disconnect and/or limit a user’s right to or use of the network if rules and conditions are not respected.

Demo Suites

Supporters interested in renting a demo suite during AABIP 2025 Conference should contact Industry Liaison & Sales, Ms. Paula Suarez at psuarez@kenes.com.

Supporters, who have rented a demo suite: please contact the Industry coordinator Diyana Yosifova dyosifova@kenes.com with your preferred setup for the room and how many participants are expected.

Meeting room Setup changes deadline: Friday, August 01, 2025

Power Requirements

Please let us know your power needs. Based on your requirements, we will coordinate with the hotel and power provider to prepare a separate and comprehensive cost estimate.

AV Services

AV is not included in the rental fee and must be arranged separately through our AV/IT Coordinator:

• Contact: Mike Perchig at nest@nest-av.com
• Deadline: July 18, 2025 (Late orders may incur rush fees and are subject to availability)
• Note: Please mention your company name when placing an order.

Catering Services

Catering is not included in the rental fee and is provided exclusively by JW Marriott Austin.

• Deadline: Monday, July 28 (Surcharge may apply for late orders, depending on availability)
• Menu: AABIP25 Sponsors Menu
  • Contact: Alexandra Atkins at alexandra.atkins@whitelodging.com | Phone: +1 512 608 4171
  • Please CC: dyosifova@kenes.com on all correspondence

Waste Disposal

Please note that it is the supporter’s responsibility to leave the session hall in a clean and tidy manner once your session 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 Conference organizers at the expense of the supporter concerned.

Industry Session Badges

Each industry session organizer is entitled to 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.

Catering

The catering is exclusive to the venue – JW Marriott Austin. If you wish to order food and beverages, please contact Alexandra Atkins at alexandra.atkins@whitelodging.com or 512 608 4171. Please always CC the Industry coordinator: dyosifova@kenes.com. For detailed information please check the Tab: Catering

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.

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 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 July 7, 2025. Orders received after the deadline will incur rush fees.

We respectfully request that all supporters (sponsors, exhibitors, special interest groups, and other stakeholders) comply with the Conference Blackout Policy as per the signed contract and the prospectus. Kindly refrain from holding organized meetings or events in parallel to the AABIP25 scientific program.