Industry Symposia Manual

Industry Symposia Manual

Dear IGCS 2022 Partners,

We are happy to present you with the IGCS 2022 Industry Symposia Manual which will take place in New York, USA on 29th September – 1st October 2022.

 

Venue address:

Jacob K. Javits

Convention Center of New York

445 11th Avenue

New York, NY 10001

Tel: + (212) 216-2000

 

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 suggest that 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.

 

Partners Portal

Each partner will receive an e-mail with login details to access the Kenes Exhibitor Portal. The Portal enables supporters to:

  • Submit a company logo and profile
  • Submit deliverables as per contract
  • Order lead retrievals/scanners

 

The login details will be sent to the person signing the contract. This person is responsible for passing on the login details to a third party if needed.

 

Access to all Portal services will be available only after the 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.

 

Lastly, Kenes Group is offering participants and supporters special rates for various hotels in New York. Information, pictures, location, and rates are available on the hotel accommodation page:
click here or email us at isapir@kenes.com

 

Please do not hesitate to contact me for further information or assistance.

We look forward to welcoming you to New York and wish you a successful Industry Session!

Supporters Portal

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

  • Submit Company logo and profile
  • Order Lead retrieval (Badge scanners)
  • Submit other deliverables as per contract

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

Notes:

  • The login details have been sent to the person signing the contract. This person is responsible for passing on the login details to a third party if needed.
  • Access to all Portal services will be available only after the 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.
Action Item

(Please refer to your signed contract)

Deadline Contact Person
Staff Hotel Reservation As soon as possible Irina Sapir

isapir@kenes.com

Payment of Invoice Balance Must be received in full
one week prior to the Event
Pazit Hochmitz

phochmitz@kenes.com

Virtual Platform Branding Thursday, 1st September Please send the requested specifications to Anna Toloeva, Industry Coordinator via email aapostolova@kenes.com
Waiting Room Branding – Virtual Platform Upon request and subject to additional charge
Symposium Final Program (onsite and virtual)
(for approval by Scientific Committee)
As soon as possible and no later than Friday, 19th August Please send the requested specifications to Anna Toloeva, Industry Coordinator via email

aapostolova@kenes.com

Advertisement inside the E-Book Friday, 26th August
Promotional E-mail Blast (Exclusive and Joint) Friday, 9th September
Text for Push Notifications for Mobile app Friday, 9th September
Mobile app adverts Thursday, 18th August
Badge Scanner/

Lead Retrieval System

Thursday, 18th August To reserve your Scanners, please refer to the on‐line Exhibitor’s Portal
Placing orders for Voting/
’Ask the Speaker’ and other Technology Products and Services
As early as possible, preferably before Thursday, 18th August Jimena Meymar

jmeymar@kenes.com

Hostesses & Temporary Staff Hire Please directly contact the Industry Coordinator Please contact Anna Toloeva, Industry Coordinator  aapostolova@kenes.com
Catering Services

 

Wednesday, 14th September

After this date there is a 10% late fee.

 

Last day for orders: Thursday, 22nd September

After this date any changes and requests are based on Cultivated approval.

Cultivated NY

Taylor Watson

E-mail: services@cultivatedny.com

Catering Catalogue: click here

Order form: click here

AV – scheduling Tech rehearsal, placing orders for extra AV for the Sponsored Symposia and AV for Meeting rooms ONSITE Please directly contact the AV coordinator Mike Perchig nest@nest-av.com

Industry Symposia Timetable for Onsite

Company Name Date Time Location Session details
Eisai Thu, 29.09.2022 11:55 – 13:25 TBC Coming Soon.
Novocure Thu, 29.09.2022 11:55 – 13:25 Hall 403, Floor 4 Coming Soon.
GSK Thu, 29.09.2022 11:55 – 13:25 Hall 501, Floor 5 Coming Soon.
Immunogen Fri, 30.09.2022 12:25 – 13:55 Hall 404, Floor 4 Coming Soon.
AstraZeneca Fri, 30.09.2022  12:25 – 13:55 Hall 403, Floor 4 Coming Soon.
Seagen Fri, 30.09.2022 12:25 – 13:55 Hall 501, Floor 5 Coming Soon.
Mersana Sat, 01.10.2022 12:35 – 14:05 Hall 403, Floor 4 Coming Soon.
TBC Sat, 01.10.2022 12:35 – 14:05 TBC Coming Soon.
TBC Sat, 01.10.2022 12:35 – 14:05 TBC Coming Soon.

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

Important notes:

  • Industry Symposia are not included in main Congress CME/CPD credit.
  • Please coordinate when you would like to set up the hall prior to the start of your Symposium with Anna Toloeva. A member of the Kenes Operational team will be available should you need any assistance.
  • Handouts can be distributed at the entrance to the Symposium Hall; however, it is NOT permitted to place material on the chairs 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 that the day’s events may run smoothly. An updated scientific timetable can be found on the IGCS 2022 Website.

 

Catering

  • Catering is exclusive to Cultivated NY and should be ordered in advance. Supporters who wish to order food and beverages for their symposium, meeting/hospitality room or Conversation Hubs, are welcome to do so directly with them.
  • Food and drinks are allowed to be taken into the symposium halls (excluded hot dishes).
  • If you are considering having catering together with the symposium, please note that additional charge will be applied for cleaning the hall immediately following the session.
  • If you are planning to have catering/lunch boxes together with the symposium, it is recommended to indicate in all publications that lunch/refreshment will be served as long this is not contradicting the supporter’s internal compliance policy.

Technical Rehearsal Onsite
We strongly recommend scheduling a technical rehearsal in the hall itself and testing the Presentations during that rehearsal. Please make arrangements directly with the Congress 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 and rehearsal requirements.

All sessions will be recorded and uploaded in the Virtual Platform in the VOD section after the session ends.

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

Symposia Halls – Technical Details
Hall Name Location Hall Capacity Hall Layout
Hall 403 Floor 4 400 pax Theatre
Hall 404 Floor 4 500 pax Theatre
Hall 501 Floor 5 1200 pax Theatre
  • The general stage setting in Hall 403 and Hall 404 includes 1 speaker lectern and a head table accommodating up to 2 persons.

Head Table in Hall 403/404

  • Head table Dimensions: W 72” x D 30”
  • For Head Table branding, please refer to the *note below

 

Sufficient seating for up to 2 people

*Please inform us about the number of speakers you expect.

 

Speakers Lectern in Halls 403/404

  • Lectern banner dimentions:
  • Width: 22 1/2” wide
  • Height: 11 1/2” high

For Lectern Branding please refer to the note* below.

  • The general stage setting in Hall 501 includes 1 speaker lectern and a head table accommodating up to 4 persons.

Head Table in Hall 501

  • Head table Dimensions: W  144” x D  30”
  • For Head Table branding, please refer to the *note below

 

Sufficient seating for up to 4 people

*Please inform us about the number of speakers you expect.

Digital Speakers Lectern in Hall 501

  • 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
  • Self-branding is not permitted

For alternative/additional arrangements please contact Anna Toloeva, Industry Coordinator at aapostolova@kenes.com

 Please note that the head table and lectern will be branded with the general congress branding. If you are interested to have your own company branding, please contact Anna Toloeva, Industry Coordinator at aapostolova@kenes.com. Please note that this is available upon request only and subject to an additional charge.

Please click here for the venue virtual Tour

 

Hall 501

  • 2 x front projection screens, image of H13 X W24 feet approx. (16:9 ratio) each.
  • 2 x Data projectors, 14000 ansi-lumens, incl. all the required cabling, for projecting the PowerPoint on the main screens (previous item) – see sample photo below.
  • Front projection screen in the center, image of H9X W16 feet approx. (16:9 ratio).
  • Data projector, 8000 ansi-lumens, incl. all the required cabling, for projecting the Video face of speaker/Logo on the central screen (previous item) – see sample photo below.
  • Seamless Data/Video switchers at the AV Control desk
  • Video camera, to capture the face of the speaker at the lectern for live close-circuit projection.
  • 50” Confidence monitor in front of the head table, showing the same image as projected on the main front projection screens.
  • 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.
  • Vertical 42″ Plasma screen in front of the lectern, facing the audience, projecting a PPT with the name of the speaker – see sample photo below.
  • Laser pointer (as back-up, we recommend using the cursor of the laptop computer as a pointer).
  • P. A. (sound) system, which covers the Hall and the stage, including 10 wired microphones (3 head table, 2 lecterns, 5 for Questions) with stands (floor/table), 1 wireless headset microphone and connection for sound from computers (mini PL plug) at the lectern.
  • Lighting system, illuminating the lectern and the head table.
  • Colorful Lighting along the front of the Hall.
  • 4 x AV technicians to operate the above-mentioned systems.

For demonstration only (taken in other Venues)

For Sponsors’ Symposia being held in Hall 501, the company “virtual” banner in front of the lectern will be projected – and optionally the Logo slide of the company can be projected on the 3 front Projection screens during walk-in and.

Please contact the Audio-Visual Coordinator, Mr. Mike Perchig (e-mail: nest@nest-av.com), to design the images according to the required resolution.

The “virtual” banners can include the title of the Symposium and the name/logo of the Sponsor.

 

Hall 403 and Hall 404 (in each)

  • Front projection screen, image of H3.3 X W6 meters approx. (16.9 ratio)
  • Data projector, at least 12000 ansi-lumens, incl. all the required cabling, for projecting the PowerPoint/Video on the main screen (previous item).
  • 40” Confidence monitor in front of the head table, showing the same image as projected on the main front projection screen.
  • 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.
  • Laser pointer (as back-up, we recommend using the cursor of the laptop computer as a pointer).
  • A. (sound) system, which covers the Hall, including 6 wired microphones (2 head table, 1 lectern, 3 Questions) 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.
  • 2 AV technicians to operate the above-mentioned systems

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.

Please note that only conference 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 Conference 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.

 

IMPORTANT NOTE FOR MACINTOSH USERS

To use MAC presentations on the PC compatible conference 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 Conference Audio Visual Coordinator, Mike Perchig at: nest@nest-av.com

Symposium Promotion Onsite and Virtual

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

  • Event 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.
  • When promoting your symposium, please always indicate on any of your promotional materials “This session is not included in the main event CME/CPD credit”
  • When promoting your symposium, you are allowed ​to use the phrase: “Official symposium of The Annual Global Meeting of the International Gynecologic Cancer Society (IGCS 2022)”, which will take place in New York, USA 29th September – 1st October, 2022.

In addition, it is permitted to use the IGCS 2022 logo on any of the symposia materials.

Session Agenda for Onsite and Virtual

The final session agenda should include the following information:

  • 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 words.
  • Speaker Photo – 180×240 px, JPG Format

 

Please click here to provide the above requested information as soon as possible and no later than, Friday, 19th August. Please fill in the requested fields (marked in yellow) and send the file to Anna Toloeva,  Industry Coordinator at aapostolova@kenes.com If you need any assistance, please contact the Anna Toloeva, Industry Coordinator at aapostolova@kenes.com.

All sessions will be recorded and uploaded in the Virtual Platform in the VOD section after the session ends.

If you wish to live stream you session from the Hall to the platform, please contact our Product Marketing Team at jmeymar@kenes.com. Kindly refer only to the relevant items in accordance with your sponsorship agreement.

 

Session Attendance Tracking for Virtual Platform

Each supporter will receive the contact details of participants who clicked on the session and agreed to share their details (First name, last name, and e-mail).

Two reports will be shared: one immediately after the Event, and the second report will be shared 3 months after the Event.

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

 

Guidelines to follow when creating your promotional items and content:

  • When creating adverts for program book and mailshots is allowed to promote product, symposia, or company promotion. Only when promoting symposia please add the following text inside: This session is not included in main Congress CME/CPD credit
  • When creating adverts for External and Internal lobby flags in the virtual platform is allowed to promote symposia or company promotion. Only when promoting symposia please add the following text inside: This session is not included in main Congress CME/CPD credit

 

 1. Virtual Platform or Mobile App Push Notification

For supporters entitled to a push notification as per their signed contract, kindly submit the text by Friday, 9th September to aapostolova@kenes.com according to below guidlines: 

  • Message Title – Maximum 75 characters including spaces
  • Message body – Maximum 140 characters including spaces
  • Preferred date and exact local time, please coordinate with your industry coordinator
  • *Note the final schedule will be determined closer to the conference, considering other push notifications.
  • Push notifications will be sent out during breaks in order not to disturb the participants who are inside the halls.
  • Industry Content Promotion in the Push notifications is not allowed.

 

  1. Mobile App Advert

For Supporters sponsoring the App please send via email to Anna Toloeva, Industry Coordinator at aapostolova@kenes.com by Thursday, 18th August.

File format: PNG or JPG (up to 2 MB)

Size: 1500 x 2000px

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

No company logo is allowed to be used in the Mobile App Advertisement, only the company name.

 

  1. Virtual Platform – Internal lobby logos/flags, external lobby flags

Specs will be provided upon request and customized.

Deadline: Thursday, 1st September

  • Tip: Keep your file catchy, clear and concise! Try to avoid letters, use large logo, etc.

Due to compliance, it is not allowed to include a Product logo in the external lobby flags or internal lobby banners and logos. This can be done in the Exhibition area if you have a flag or banner there.

In internal lobby and external lobby just brand logo is allowed (the company Brand name, i.e., Pfizer, Novartis, Teva, etc.)

Product logo (actual product/medicine name itself) may appear in the Exhibition area (Industrial area) if you have advertisement space there.

 

  1. E-Book Advertisement

For Sponsors entitled to adverts in the E-Book as per their signed contract, please submit the file to aapostolova@kenes.com  no later than Friday, 26th August in one of the following formats at a resolution no less than 300 dpi: A5 (148 x 210 mm/ 5.82 × 8.26 in).

 

  1. 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 zip folder and send us everything with the subject line to Anna Toloeva, Industry Coordinator at aapostolova@kenes.com, no later than Friday, 9th September.

 

  1. 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 A5 PDF (to be linked to the banner/image)

Please send the required file(s) to Anna Toloeva, Industry Coordinator at  aapostolova@kenes.com no later than Friday, 9th September.

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

Symposium Signage Onsite (Optional)

If you are interested to have your own company branding, please contact Anna Toloeva, Industry Coordinator at aapostolova@kenes.com . Please note that this is available upon request only and subject to an additional charge.

Please note:

Due to CME/CPD accreditation criteria, you may not place signage advertising your symposium in any other locations unless coordinated with Kenes staff onsite.

Wi-Fi

Free Wi-Fi will be available at the Event 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.

Please contact Erika Quiroz at services@javitscenter.com

 

Meeting Rooms / Hospitality Rooms

Supporters interested in renting a meeting room during IGCS 2022 should contact Industry Liaison & Sales, Mrs. Lisa Sant at: lsant@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 Event organizers at the expense of the supporter concerned.

 

Catering

Catering is exclusive to Cultivated NY and should be ordered in advance. Supporters who wish to order food and beverages for their symposium, meeting/hospitality room or Conversation Hub, are welcome to do so directly with Cultivated NY.

 Taylor Watson

E-mail: services@cultivatedny.com

Catering Catalogue: click here

Order form: click here

For your information, refreshments (included in the registration fee) will be served in the     Engagement area as per times scheduled in the scientific programme.

REGULAR DEADLINE: Wednesday, 14th September

After this date there is a 20% surcharge applied to orders received after the deadline. 100% of the order form shall be invoiced at receipt.

DEADLINE FOR SENDING FORMS / NEW ORDERS: Thursday, 22nd September

After this date any changes in the order and new requests will be based on Cultivated approval Order forms received will not be considered without the full payment.

Note: please note that additional charge might be applied for cleaning the hall immediately following the session.

 

Hostesses & Temporary Staff Hire

Please directly contact Anna Toloeva, Industry Coordinator at aapostolova@kenes.com

Parking

No public parking is available on-site.

We are pleased to let you know that we have launched a new App for Lead Retrieval capturing participants. Operational information will be sent on request.

 

The Application should be installed on your company/personal device. The advantages of the new application:

  • Effortless process using registration badge barcode.
  • Ability to insert comments for each lead.
  • Immediate information retrieval online.
  • Application is available for download from Apple store or Google play: “Kenes K-Lead App”.
  • Cost per unit – USD650 + VAT

 

Please Note:

Barcodes on participants’ badges contain contact information as supplied by the registrant or the agency responsible for the registration process of that participant. We regret that in some cases, 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 Organizing Committee is responsible for the content of the information.

Furthermore, in some cases, the participant does not give permission to transfer their contact details to any other party.

Therefore, although a participant visited your Session and name badge was scanned by your barcode reader, we are unable to forward you their contact details.

To order K‐Lead please refer to the online Exhibitor’s Portal

https://exhibitorportal.kenes.com

Deadline: Friday, August 18th

Innovative Products for Industry Symposia Onsite

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.

We also provide tailor made customized solutions – contact us to make it happen!
For more onsite products opportunities and price quotesClick 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, 18th August. Orders received after the deadline will incur rush fees.

Freight Handling & Custom Clearance

PIBL – Phoenix International Business Logistics, Inc

Veronica Gomez

Tel: 908.355.8900

E-Mail: vgomez@phoenixlogistics.com

Click here for additional information.

 

Onsite Logistic Agent

CSI

Mr. Ryan Connors

exhibitorservices@csiworldwide.net

Click here for additional information.

 

Insurance of Goods

All cargo should be insured from point of origin.

Kenes Contacts:

 

Congress Organiser

Kenes Group
Rue François-Versonnex 7
1207 Geneva, Switzerland
Tel:  +41 22 908 0488
Fax:  +41 22 906 9140

Hotel Sales Manager

Irina Sapir
Tel: +972 3 9727 998

Email: isapir@kenes.com

 

Industry Coordinator                                 

Anna Apostolova                                                                                                                              

Tel: +41 22 908 0488 Ext: 272

E-mail: aapostolova@kenes.com

 

Audio Visual Coordinator

Mike Perchig                                                              

E-mail: nest@nest-av.com

 

Industry Liaison & Sales
Lisa Sant
Tel: +31657929909

E-mail: lsant@kenes.com

 

Registration Specialist
Polina Zdravkova
Tel: +41 22 9080488 Ext: 296

E-mail: reg_igcs22@kenes.com

 

Product Marketing Coordinator                            

Jimena Meymar             

Tel: +34 910 969 821

E-mail: jmeymar@kenes.com

 

Contractors:

Catering

Cultivated NY

Taylor Watson

E-mail: services@cultivatedny.com

Catering Catalogue: click here

Order form: click here

 

Freight Handling

PIBL – Phoenix International Business Logistics, Inc

Veronica Gomez

Tel: 908.355.8900

E-Mail: vgomez@phoenixlogistics.com

 

Onsite Logistic Agent

CSI

Mr. Ryan Connors

exhibitorservices@csiworldwide.net

 

Hostesses & Temporary Staff Hire

Please contact industry Coordinator Anna Toloeva at aapostolova@kenes.com