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Industry Symposia Manual

Industry Symposia Manual

Dear Supporter,

We are happy to present you the AABIP 2024 Industry Symposia Manual which will take place in Charlotte, NC, USA, from on August 22-24, 2024.

Conference Venue
Sheraton Charlotte Hotel, Charlotte, NC (USA) ​
555 S McDowell St Tower, Charlotte, NC 28204, USA.
Sheraton Charlotte Official website

Conference Website
For updated information regarding the conference, please click here:
AABIP 2024 Conference Official website

This manual covers important information and is designed to assist in preparing for your Industry Session. We trust that you will find it helpful, and we suggest you read all the information presented. It will take you very little time now and could save you a great deal of time later.
Please forward this manual to everyone who is working on this project.

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

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
Olina Stoyanova
E-mail: ostoyanova@kenes.com
https://hotels.kenes.com/congress/AABIP24

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

Registration Specialist
Nerea Esteban
E-mail: nesteban@kenes.com | reg_adpd24@kenes.com

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

Contractors:

Catering
Sheraton
Exclusive service
AABIP24 Sponsor Menu
To order or discuss in further detail, please contact Ashley Pasquini at apasquini@lemeridiensheratoncharlotte.com or 704-348-4654
Always CC the Industry Coordinator: dyosifova@kenes.com
Deadline: Wednesday, August 7

Onsite Logistic Agent, Material Handing & Customs Clearance Agent
Merkur Expo Logistics GmbH
Ms Irit Sofer
Mobile: +972-52-8890129
E-mail: irit.sofer@merkur-expo.com
Merkur is the exclusive handler inside the venue.

Hostesses & Temporary Staff Hire
Springevents
Ms Margarida Fonseca
E-mail: margarida.fonseca@springevents.pt
Hostesses & Temporary Staff Hire Request Form: click here to download

Furniture / Graphics & Signage / Plants & Floral Arrangements
LISBOA-FCE
Mr Júlio Teixeira
E-mail: julio.teixeira@ccl.fil.pt
Ms Raquel Tomás
E-mail: raquel.tomas@ccl.fil.pt
Furniture Catalogue: click here to download
Furniture Order Form: click here to download
Plants & Flowers Order Form: click here to download

Action Item

(Please refer to your signed contract)

Deadline Contact Person
Staff Hotel Reservation As soon as possible

Olina Stoyanova

ostoyanova@kenes.com

Payment of Invoice Balance Must be received in full
one week prior to the Conference

Pazit Hochmitz

phochmitz@kenes.com

Symposium Final Agenda
(for approval by Scientific Committee)
As soon as possible and no later than Thursday, July 11, 2024 Please send by email as per the requested specifications to the Industry Coordinator: dyosifova@kenes.com
Promotional E-mail Blast (Mailshot) Thursday, July 25, 2024
Dedicated webpage with 4-min Video (GOLD sponsors) Thursday, July 25, 2024
Banner Advert on the Conference Website (SILVER and BRONZE Sponsors) Thursday, July 25, 2024
Internet orders Contact us for more information

Please contact Diyana Yosifova:

dyosifova@kenes.com

Badge Scanner App / Lead Retrieval System   Thursday, August 8, 2024

Via Kenes Exhibitor’s Portal:

https://exhibitorportal.kenes.com

Graphics and signage

Wednesday, August 2, 2023

(discount deadline date)

Please contact Oana Giurgiu:

ogiurgiu@kenes.com

Floral arrangements TBC David Epstein at davide@hmrdesigns.com
Placing orders for Sessions Recording, Voting /Ask the Speaker and other Technology Products and Services As soon as possible, preferably before Thursday, July 11, 2024

Olaya Espejo

oespejo@kenes.com

Hostesses & Temporary Staff Hire Please directly contact the company TBC
Catering Services Wednesday, August 7, 2024

Ashley Pasquini apasquini@lemeridiensheratoncharlotte.com

Please always CC Diyana Yosifova

dyosifova@kenes.com

AV – scheduling Tech rehearsal, placing orders for extra AV for the Sponsored Symposia and AV for Meeting rooms Please directly contact the AV coordinator

Mike Perchig

nest@nest-av.com

Shipping & Material Handling Services
Door to door Please contact GES

GES (official builder)

For orders, please click here!

Airfreight shipments
Shipment via Advance Warehouse

Shipments should arrive on or between business days:

July 20, 2023 – August 18, 2023

Shipping via FedEx (small packages)

Shipments should arrive on or between business days:

August 19 – 22, 2023

Please click here for FedEx shipping instructions!

Please click here to download the Label!

Date Time Company Session Hall Onsite Type of session
Thursday, 22 August 06:30-07:15 Boston Scientific BREAKOUT 2 Breakfast session
Thursday, 22 August 12:15-13:00 Intuitive MAIN HALL Lunch Session
Thursday, 22 August 12:15-13:00 Medtronic BREAKOUT 2 Lunch Session
Thursday, 22 August 12:15-13:00 Olympus America Inc. BREAKOUT 1 Lunch session
Friday, 23 August 06:30-07:15 Olympus America Inc. BREAKOUT 2 Breakfast session
Friday, 23 August 06:30-07:15 Philips BREAKOUT 1 Breakfast Session
Friday, 23 August 12:30-13:15 Noah Medical MAIN HALL Lunch Session
Friday, 23 August 12:30-13:15 Siemens Healthineers BREAKOUT 2 Lunch Session
Friday, 23 August 12:30-13:15 STERIS BREAKOUT 1 Lunch Session
Saturday, 24 August 06:30-07:15 Johnson & Johnson MedTech BREAKOUT 2 Breakfast Session
Saturday, 24 August 12:30-13:15 Biodesix BREAKOUT 2 Lunch Session
Saturday, 24 August 12:30-13:15 Pulmonx BREAKOUT 1 Lunch Session

*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 2024 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 symposium. 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 Symposium. 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 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 2024 Conference website
  • 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 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 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 increase 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.

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.

Hall Name Hall Capacity Hall Layout Location Default Stage setting and Furniture
MAIN HALL (Plenary) 450 ppl

Theater

(To be confirmed)

First floor stage
6 soft chairs
3 coffee tables
1 lectern
BREAKOUT 1 108 ppl Theater First floor stage
1 skirted table for 6 persons
6 chairs
1 lectern
BREAKOUT 2 108 ppl Theater First floor stage
1 skirted table for 6 persons
6 chairs
1 lectern

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

Floor plan of First Floor:

Floor plan of Halls Breakout 1 and Breakout 2:

Basic AV Packages for the 3 halls  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.

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).

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.

 

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.

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.

Supporters have the option to create signage promoting their 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.

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

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 the event, please contact the Industry coordinator, Diyana Yosifova at: dyosifova@kenes.com 

Meeting Rooms / Hospitality Rooms

Supporters interested in renting a demo suite during AABIP 2024 Conference should contact Industry Liaison & Sales, Ms. Paula Suarez at psuarez@kenes.com.

AABIP24 Gala Dinner Ticket Options

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.

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 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 – Sheraton. If you wish to order food and beverages, please contact Ashley Pasquini at apasquini@lemeridiensheratoncharlotte.com or 704-348-4654. Please always CC the Industry coordinator: dyosifova@kenes.com. For detailed information please check the Tab: Catering

Parking

Parking (1200 spaces): hotel charges for parking apply. Standard self-parking rates are currently $25 per car per day. Valet parking is available for $35 per day. Overnight rates are $25 per car per night for self-parking, and $35 per car per night for valet parking.

Parking information is available here: AABIP24 Exhibitor Information Parking

“K‐Lead” Application – Barcode Scanner Application (no device included)

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!
Deadline2 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.

 

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:

  • 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!
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 by Thursday, July 11, 2024. 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 conference.

Contact details:
Merkur Expo Logistics GmbH
Irit Sofer
E-mail: irit.sofer@merkur-expo.com
Mobile: +972-52-8890129

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, fork-lifting
  • Storage of empty boxes and crates during the event
  • Accessible storage for brochures and give-away items during the event

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 conference. Please follow the instructions closely.
The shipping instructions include:

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

In order to follow up on 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:

  1. Number of pieces (pallets, boxes, cartons, etc.)
  2. Way of transport (road freight, courrier services, airfreight, ocean)
  3. 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 must have 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-advise” form included in the shipping instructions.

Shipments sent directly to the venue prior to the set-up period Sunday, March 3, will be refused by the venue.

Insurance of Goods

All cargo should be insured from point of origin.

To view the full AD/PD™ 2024 Conference Shipping Instructions, including Tariffs, Material Handling please select the relevant links:

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

Important: Shipping Labels must be attached to all boxes.

For any questions/clarifications, please contact Ms. Irit Sofer from Merkur at:
E-mail: irit.sofer@merkur-expo.com
Mobile: +972-52-8890129