THE HAGUE, THE NETHERLANDS

Transcription

1 7th EONS Spring Convention in partnership with V&VN Spring Convention April 2010 THE HAGUE, THE NETHERLANDS Invitation to Industry

2 EONS-7 Save the Dates Abstract Submission Abstract Submission Opens 06 October 2009 Abstract Submission Closes 17 December 2009 Exhibition Deadline receipt of payment of the second deposit of 25% 15 October 2009 Deadline receipt of the balance 29 January 2010 Deadline receipt of detailed plans (PDF-file) and documents of the stand when erecting your own stand (not umbrella or pop-up stand) 25 February 2010 Deadline receipt of names for exhibitor passes 26 March 2010 Registration Early Rate Group Registration Closes (receipt of payment) 29 January 2010 Late Rate Group Registration Closes (receipt of payment) 26 March 2010 Deadline receipt of full names/addresses of all group participants 26 March 2010 Pre-registration closes 26 March 2010 Satellite Symposia Deadline receipt of payment of the second deposit of 25% 15 October 2009 Deadline receipt of the draft programme 10 December 2009 Deadline receipt of payment of the balance 29 January 2010 Deadline receipt of the final programme for publication in the Programme Book 15 February 2010 EONS-7 Secretariat & Venue Conference Secretariat C / O ECCO the European CanCer Organisation Avenue E. Mounier 83 B-1200 Brussels Tel: +32 (0) Fax: +32 (0) eons7@ecco-org.eu Conference Venue World Forum Churchillplein 10 NL-2517 Den Haag The Netherlands The World Forum is located in the outskirts, at a short distance of the airports, railway stations and motorways. For detailed information on location and access, please refer to the World Forum website:

3 Table of Contents EONS Statistical Report 4 Previous EONS Spring Conventions 4 EONS-6 Demographics 5 Letter of Welcome 8 Provisional Schedule 9 Sponsorship Opportunities 11 Exhibition 15 Floor Plan 15 General Information 16 Conditions of Participation 22 Satellite Symposia 27 Advertising 34 Group Registrations, Accommodation & Social Events 37 Application Forms 39 Sponsorship Application Form 40 Exhibition Space Application Form 41 Satellite Symposium Application Form 42 Advertising Application Form 43 Contact Us 44

4 EONS Statistical Report Previous EONS Spring Conventions: attendance Leuven Prague Venice Edinburgh Innsbruck Geneva EONS EONS EONS EONS EONS EONS

5 EONS Statistical Report EONS-6 Demographics Organised in partnership with the Swiss Oncology Nursing Society (SONS), EONS-6: New ways of working: innovation in cancer nursing practice, March 2008 Geneva, Switzerland, drew a record attendance of 617 participants spanning a total of 36 countries. 2,88% By Profession & Work Place 0,36% 8,63% 20,50% 67,63% Nurse 67,63% OCN 20,50% Teacher 8,63% Researcher 2,88% Other 0,36% 5

6 Place of work 1,20% 13,65% 31,33% 24,90% 28,92% Workplace General hospital 31,33% Cancer centre 28,92% University hospital 24,90% Private practice 13,65% Other 1,20% 6

7 By Geographical Region Top 10 Countries N of Participants % 1 Switzerland ,28% 2 France 67 10,86% 3 United Kingdom 51 8,27% 4 Ireland 29 4,70% 5 Spain 28 4,54% 6 Denmark 26 4,21% 7 Germany 23 3,73% 8 The Netherlands 23 3,73% 9 Finland 21 3,40% 10 Portugal 19 3,08% TOTAL TOP 10 COUNTRIES ,80% TOTAL GLOBAL PARTICIPATION % (36 countries) 7

8 Letter of welcome Sultan Kav Organising Committee Chair The European Oncology Nursing Society (EONS) in partnership with V&VN - the Dutch Oncology Nursing Society, is pleased to announce that the 7 th biennial EONS Spring Convention will convene the oncology nursing community in The Hague, The Netherlands, April 2010 the ideal connective platform to exchange and debate the very latest in patient treatment and care as well as novel approaches to managing cancer care in a rapidly changing healthcare environment. Incorporating all the essential elements common to past Spring Convention programmes striking an essential balance of instructional methods, plenary lectures and selected proffered papers, we also hope to heighten quality, attendance and exposure through the addition of yet more educational and interactive sessions as well as varied clinical update symposia. A first class panel of speakers presenting on the very latest trends and developments within the field, will tackle a broad range of timely topics including EU policy across the borders, the value of cancer clinical nurse specialists, survivorship and late effects, neurological complications, symptom science, rehabilitation, ethical issues in cancer care, psychosocial issues, leadership, updates surrounding breast, lung, prostate, and GI cancers, as well as cutting edge developments in targeted therapy, radiotherapy and genetics. The intensive two day programme incorporating discussion forums and workshops will guarantee an essential educational and interactive approach throughout the convention. Simultaneous translation will also be especially arranged for National nursing organisations and societies that can guarantee an attendance of at least 75 participants from their respective memberships. Your company s support, participation and expertise are also critical to the successes of this 7 th EONS Spring Convention and, on behalf of the Organising Committee, I therefore hope that we can count on your continued collaboration. We look forward to working with you towards April 2010 and marking an important milestone in ultimately advancing oncology nursing practice and care throughout Europe. 8

9 Provisional Schedule For all forthcoming announcements and programme updates please bookmark: (select Congresses and conferences > EONS-7 ) Thursday 15 April 2010 Room 1 World Forum Theater 800 Pax Plenary Session 1 10:00-11:00 Policy in the EU. Impact on Oncology Room 2 Oceania 120 Pax Registration Room 3 Europe I & II 110 Pax Room 4 South America 80 Pax Coffee Break Scientific Symposium Survivorship & late effects Instructional Session Lung cancer Instructional Session Targeted therapy Instructional Session Defining clinical nurse practice Lunch and Poster Session Satellite Symposium ONS Leadership Meeting Satellite Symposium Satellite Symposium Coffee Break Scientific Symposium Neurological complications of cancer and cancer treatment Proffered papers Symptom Science Instructional Session Prostate Cancer Instructional Session Radiotherapy modalities Platinum Satellite Symposium Welcome reception (in exhibition area) Conference Dinner 9

10 Friday 16 April 2010 Room 1 World Forum Theater 800 Pax Room 2 Oceania 120 Pax Room 3 Europe I 50 Pax Room 3 Europe II 50 Pax Room 4 South America 80 Pax Scientific Symposium Rehabilitation Instructional Session Breast cancer Europe I & II Pax Instructional Session Cancer genetics Instructional Session Magnets Coffee Break Satellite Symposium ONS Leadership Meeting Satellite Symposium Satellite Symposium Lunch and Poster Session Proffered papers Seminar Sexuality Workshop Coping with patient - partner friction Workshop Dutch Workshop Workshop Interpreting radio diagnostics Coffee Break Scientific Symposium Psychosocial aspects and issues Seminar Hot topics in GI Workshop Multidisciplinary team working Workshop Dutch Workshop Workshop Futile decisions Plenary Session Award session & take home messages General Assembly - EONS General Assembly - V&VN

11 Sponsorship Opportunities Three distinct levels of sponsorship will be offered: EONS-7 Platinum Partner EONS-7 Gold Partner EONS-7 Silver Partner EONS-7 Platinum Partner EUR Benefits Package: Free floor space for the first 9 sqm reserved 10 complimentary Convention registrations Convention delegate bag sponsor (company logo on the outside) at cost 1 free insert in the conference bag (DIN A4, max 2 pages) First choice for insertion of one of the following items in the Convention delegate bags: writing pads, pens or lanyards. Production costs are not included in this package Free and exclusive satellite symposium of 1 ½ hrs up to 800 participants on Thursday 15 April 2010 Sponsor acknowledgement at the Welcome Reception following the exclusive satellite symposium on 15 April free table for up to 10 people at the Presidential Dinner Acknowledgement on the Convention s website and in the official EONS-7 publications 11

12 EONS-7 Gold Partner EUR Benefits Package: Floor space: 75% reduction on the standard rental rate for the first 9 sqm reserved 8 complimentary Convention registrations 1 free insert in the Convention delegate bags (DIN A4, max 2 pages) Second choice for insertion of one of the following items in the Convention delegate bags: writing pads, pens or lanyards. Production costs are not included in this package Acknowledgement on the Convention s website and in the official EONS-7 publications EONS-7 Silver Partner EUR Benefits Package: Floor space: 50% reduction on the standard rental rate for the first 9 sqm reserved 5 complimentary Convention registrations 1 free insert in the Convention delegate bags (DIN A4, max 2 pages) Third choice for the insertion of one of the following items in the Convention delegate bags: writing pads, pens or lanyards. Production costs are not included in this package Acknowledgement on the Convention s website and in the official EONS-7 publications 12

13 Payment and Cancellation Policy Terms of payment A first deposit of 25% of the total rate confirms reservation. Payment is due within 30 days following the date of the invoice. A second deposit of 25% is due before 15 October 2009, the balance not later than 29 January Corresponding invoices will be sent out by the EONS-7 Secretariat in due time before the deadline for receipt of payment. Value added tax All opportunities offered at EONS-7 are subject to local Dutch VAT. If the company is registered in another country within the EU, reverse charge procedure is applicable. Companies registered in a country outside of the EU are encouraged to seek advice on reclaiming VAT payments. Cancellation policy Sponsorship opportunities Companies cancelling their sponsorship support after the official application has been accepted will be liable to pay the following fees: If the sponsorship package cannot be reallocated to another company: 25% of the total rate if the cancellation request is received in writing by 28 September % of the total rate, if the cancellation request is received in writing by 30 November % of the total rate, if the cancellation request is received in writing by 28 December % of the total rate, if the cancellation request is received in writing after 28 December 2009 If the sponsorship package can be reallocated to another company, the company will receive a full refund of deposits paid, less an administrative fee of 10% of the total rate, with a minimum of 250 EUR. 13

14 Refunds Any refunds of deposits paid will be made after the Convention no later than 31 July The company will not be entitled to any interest that the organiser may have derived from deposits made by the company. All bank charges including sender and receiver charges - resulting from a refund related to cancellation of the sponsorship activity will be covered by the company. Postponement or abandonment The organiser reserves the right to postpone the Convention or to transfer it to another site should unforeseen circumstances warrant such action. Unexpected cancellation of the event EONS reserves the right to cancel EONS-7 without notice or compensation in the event of major occurrences such as strikes, fires, terrorist attacks, damages or other fatalities. In such circumstances EONS is free of all responsibility. Limitation of liability of EONS In the event of EONS having to cancel EONS-7 due to major occurrences such as strikes, fires, terrorist attacks, damages or other fatalities, EONS shall only be obliged to reimburse the payments received subject to deduction of any costs it has incurred in preparing the event, as long as cancellation arises through a cause that is non-attributable to EONS. Bankruptcy or liquidation In the instance that a company be declared as bankrupt or enters into liquidation other than for the purpose of restructuring or merger, or has a receiver appointed, the organiser shall be at liberty to terminate the contract with the company immediately and forfeit all sums paid by the company. Enforcement of rules Applies equally to all EONS-7 sponsors. Final clause For any eventuality not covered by the regulations in this Invitation to Industry, EONS interpretation and decision will be final. 14

15 Exhibition Floor Plan The exhibition area will be located in Atlantic on level -1 in the World Forum. The multi-purpose area Atlantic will not only host the exhibition, but also the poster viewing area as well as the catering zone. Poster Area Catering Area C6 C3 A6 A3 C5 C2 A5 A2 Catering Area C4 D6 C1 D3 A4 B6 A1 B3 Entrance D5 D2 B5 B2 D4 D1 B4 B1 Internet zone E6 E5 E4 E3 E2 E1 15

16 Exhibition General Information Conference and exhibition layout EONS reserves the right to deviate from the stand confirmation, allocate a stand in a different location, alter the size of the stand, re-locate or close entrances and exits on the exhibition grounds and/or in the Conference Centre and make any other structural alterations if/when deemed necessary. Stand location EONS reserves the right to make changes to the layout of the exhibition as well as stand assignment in the event of unforeseen, necessary circumstances. Alterations to the agreement will only be made after mutual consultation. If the interests of the exhibitor are unreasonably impaired, he/she may withdraw from the contract in writing within 1 week after receipt of notification of the type of alteration. EONS accepts no responsibility for any damage which may result from such changes. Application and rates Early rate Applications submitted by 18 December 2009 Member rate... 1 sqm 380 EUR excl. VAT Non-member rate... 1 sqm 420 EUR excl. VAT Standard rate Applications submitted after 18 December sqm 465 EUR excl. VAT. Reduced rate: Publishers... 1 sqm 245 EUR excl. VAT. Reduced rate: Medical Societies... 1 sqm 120 EUR excl. VAT. All rates cover floor space only they do not include the construction of a modular booth or other extras. The minimum exhibition space is 6 sqm and must be a minimum of 2 metres in depth. 16

17 For some locations, companies renting separate spaces are allowed to visually link these up by carpeting the aisles in-between, provided an additional rental rate of 30% of the standard rate is paid for the total surface of the aisle. No constructions of any description are allowed in the aisles. Companies renting aisle space are allowed to brand the aisle carpet with the company logo. Outline of the procedure This overview highlights the procedures to be followed in order to participate in the EONS-7 Exhibition. Should you have any queries or require additional information, please contact Elisabeth Koeck at the EONS-7 Secretariat via Please read the guidelines carefully and distribute appropriately within your company and/or to related agencies. 1. Study the floor plans and choose your preferred stand locations (list more than 1 option). Should there be no stand of the size you require, select a stand number in the area of interest. 2. Complete and sign the Exhibition Space Application Form and return it to Elisabeth Koeck at the EONS-7 Secretariat via elisabeth.koeck@ecco-org.eu, or by Fax: +32 (0) Applications will be considered on a first come, first served basis. 4. Ensure 25% deposit has been paid by the deadline on your invoice to retain the stand location you have been assigned. A second 25% deposit should be paid by 15 October Carefully read the Exhibitor s Manual that will be released in October 2009 and posted online. It will contain additional information regarding preparation for the Convention including exhibition logistics such as unloading schedules, delivery details, exhibitor badge orders, satellite symposia arrangements as well as details concerning transport and access. The Exhibitor s Manual will be online in October 2009 and each industry contact will be notified by . Each company is responsible for providing their agencies or contractors with the information included in the Manual. 6. Submit a detailed stand drawing to the EONS-7 Secretariat before 25 February Without an approved drawing the stand may not be constructed. 7. Send your request for Exhibitor badges (number of free badges depends on exhibition area rented) to Elisabeth Koeck via elisabeth.koeck@ecco-org.eu, by 26 March Ensure payment of the balance of your stand invoice has been made failure to meet payment date can result in stand cancellation and resulting charges (see page 24). 17

18 Admissible exhibits The EONS-7 Exhibition is a technical and scientific display of current and future healthcare practices, goods and services relevant to the field of oncology. Industry active in the research, production, approval, marketing and distribution of such goods and services are invited to participate. Other types of businesses are also invited to exhibit including publishers, booksellers, food and nutrition specialists, companies advertising sporting and healthy-lifestyle goods as well as non-for-profit healthcare organisations and academic institutions. Companies new to the EONS Convention are required to submit a statement describing their product/services offered. EONS reserves the right to refuse admittance of inappropriate or non-oncology related products or services to the exhibition unless they are deemed by EONS to add value to the Convention experience for delegates. Exhibitor badges Exhibitor registration is reserved for staff working directly in the organisation and management of exhibits, satellite symposia and sponsored activities. Other individuals wishing to visit the exhibition must register as delegates (full or day access). The practice of selling or promoting a product or service outside of a registered exhibit area is strictly forbidden. Exhibitor registration Exhibitors must wear their official EONS-7 badges visibly at all times both in the exhibition area and in any other part of the building. Other badges such as company ID badges for example, will not be sufficient and therefore considered as a violation of the guidelines. Exhibitor badges are for exhibiting company employees and agents of such companies only. Validity Exhibitor badges will allow access to exhibition halls only. When companies apply for badges they agree to provide them to company employees only. Proof of affiliation may be requested. Exhibitor badges with company name and/or individual name Only exhibiting companies can have Exhibitor badges. It is essential that the company name is the same as that provided for the Exhibitor listing. Exhibitors are entitled to a 18

19 certain number of these badges for free if ordered within the given deadlines. The number of free badges for each exhibitor will be determined according to the floor space allocated (refer to Exhibitor badge allocation ). You may choose how your badges are inscribed: either company name only, or individual name and company name. Simply indicate your preference when completing the Badge form, e.g. the number of company name only badges and the number of individual name badges you wish to receive. The deadline to order free exhibitor badges is 26 March Additional exhibitor badges If the number of free exhibitor badges is insufficient, extra badges may be purchased. All exhibitor badges must be ordered using the Badge form that will be available online in due course. The deadline to order extra exhibitor badges is 26 March Exhibitor badges ordered on site must be paid for directly upon collection at the Exhibitor s Registration Desk in cash or by credit card (Visa, MasterCard, Amex). Lost badges will not be replaced - new exhibitor badges can be ordered. Unused badges will not be credited, regardless of circumstances. Collection of exhibitor badges All exhibitor badges should be collected at the Exhibitor s Registration desk by the official contact person. They are not sent in advance of the Conference. Please note: we highly recommend that badges are picked up individually to avoid the risk of staff being unable to contact the organising person to hand over their badges before they try to access the exhibition. Allocation of exhibitor badges Stand size between: No. of free exhibitor badges: 6-9 sqm sqm sqm 4 22 sqm and above 5 Extra exhibitor badge fee: 50 EUR excl. VAT per badge 19

20 Access to the exhibition Stand personnel wearing an exhibitor badge may enter the exhibition halls before the opening of the exhibition. Detailed access times will be available in the Exhibitor Manual. Access to exhibition when closed (full fee paying delegates) For security reasons, access to the exhibition outside the opening hours is limited to persons holding an exhibitor badge. For Industry staff registered as full fee paying delegates, affiliated with an exhibiting company requiring access to the exhibition halls during closed periods, badges can be validated for exhibit access with a specific exhibitor badge holder. These exhibitor badge holders are available from the Exhibitor s Registration Desk. Working passes In the interests of safety only those individuals directly responsible for the construction and dismantling of exhibits will be granted access to the Exhibition area during setup and dismantling periods. Working passes will be given out by the official logistics partner at the freight entrance during the setup and dismantling phases. Registered exhibitors may access the Exhibition Halls during setup and dismantling times by showing their exhibitor badge at the entrance. Individuals without badges will not be allowed into the Exhibition Halls. It is the responsibility of the exhibitor to ensure that all staff, visitors, stand personnel, etc. are aware of this restriction. Exceptions will not be made and EONS will not be held responsible for any loss suffered by the exhibitor as a result of such an oversight. Delegates should not pass through the exhibition area beyond Exhibition opening times, however, we strongly urge you to secure your stand against theft or damage when the stand is not manned. EONS also recommends that exhibitors arrange adequate insurance coverage. Neither EONS nor the World Forum will be liable for any losses, unless a negligent act or omission on the part of either body or its staff has been identified. A detailed exhibition access schedule will be available in the Exhibitor Manual. 20

21 Conference material Each exhibiting company is entitled to free EONS-7 delegate bags including all conference material. The number assigned is based on the exhibition area rented as follows: Stand size between: Bag(s) 6-9 sqm sqm 2 19 sqm and above 3 Extra exhibitor badge fee: 50 EUR excl. VAT per badge Tentative setup and dismantling schedule Wednesday 14 April :00-18:00 Friday 16 April :30-23:00 Tentative exhibition opening times Thursday 15 April :00-20:00 Friday 16 April :30-16:30 21

22 Exhibition Conditions of Participation Establishment of rental contract To apply for a stand please complete and return the Exhibition Space Application Form. Applications will be considered on a first-come, first-served basis. Only signed application forms will be considered. In signing the application form the company accepts the conditions contained in this invitation. Confirmation of the allocation of a stand by EONS in writing constitutes the establishment of the rental contract between the exhibitor and EONS. A stand assignment and an invoice will be sent to the exhibitor. The date on the stand assignment is considered to be the date of stand allocation. If the contents of the stand assignment deviate from the contents of the exhibitor s application, the contract is based on the stand assignment issued by EONS unless the exhibitor protests in writing within 2 weeks after the date mentioned on the stand assignment. Appointed representatives If an exhibiting company wishes to appoint an agent/stand builder to conduct its affairs at EONS-7, the agent should be identified on the application form or separately in writing. Once appointed, the actions and communications of this agent/stand builder will be treated as coming from the exhibiting company. Contractual responsibility remains with the exhibitor. Assignment of space Stands will be assigned on a first come, first served basis. Payment deadlines Stand assignments will be cancelled automatically if the stand rental has not been paid within the given time period. In such cases the cancellation fee will be determined as indicated in this document (see Cancellation policy on page 24). 22

23 Conference and exhibition layout EONS reserves the right to deviate from the stand confirmation and to allocate a stand in a different location, to alter the size of the stand, to re-locate or close entrances and exits on the exhibition grounds and/or in the Conference Centre and to carry out any other structural alterations providing it has a substantial interest in such measures. Stand moves EONS reserves the right to make changes in the layout of the exhibition, as well as in the stand assignment in the event of unforeseen, necessary circumstances. Alterations to the agreement will only be made after mutual consultation. If in such cases the interests of the exhibitor are unreasonably impaired, he/she may withdraw from the contract in writing within 1 week after receipt of notification of the type of alteration. EONS accepts no responsibility for any damage which may result from such changes. Subtenants and other represented companies Sharing the allocated stand area with another company, regardless of whether this company is represented by its own staff (subtenant) or only by its own exhibits (represented company), is not allowed. This applies equally to companies with products or services aligned to a registered exhibitor. Should a registered exhibitor wish to exhibit in association with another organisation, EONS will endeavour to offer additional exhibit space, where available, under normal conditions of sale. If an exhibiting organisation has multiple corporate identities but shared ownership, the organisational relationship must be made clear to delegates. Transfer even in part of the rights and obligations arising from the rental contract to third parties is not permitted. Terms of payment A first deposit of 25% of the total amount is payable by the exhibitor upon stand assignment and shall be paid within 30 days of the date of the invoice. A second deposit of 25% of the total amount is due by 15 October 2009, the balance by 29 January Corresponding invoices are sent out by the organiser in due time before the deadline for receipt of payment. If rental charges are not paid within the prescribed time, exhibition space will be released and any loss incurred by the organiser through such non-payment shall be made good by the defaulting exhibitor. 23

24 Direct transfer payments are preferred and should be credited to the EONS-7 account, indicating the invoice number. Sender bank charges will be at the expense of the exhibitor. Crossed cheques or bank drafts should be made payable to EONS-7 and should be sent by registered post to the EONS-7 Secretariat, for the attention of Thierry Hoppe, Finance Manager. Personal cheques are not accepted. Value Added Tax All opportunities offered at EONS-7 are subject to local Dutch VAT. If the company is registered in another country within the EU, reverse charge procedure is applicable. Companies registered in a country outside of the EU are encouraged to seek advice on reclaiming VAT payments. Cancellation policy If an exhibitor cancels or reduces the reservation of exhibition space after the official application has been accepted, he/she will be liable to pay the following fees: If the space cannot be reallocated to another company: 25% of the total rate, if the cancellation request is received in writing by 28 September % of the total rate, if the cancellation request is received in writing by 30 November % of the total rate, if the cancellation request is received in writing by 28 December % of the total rate, if the cancellation request is received in writing after 28 December If the space can be reallocated to another company, the exhibitor will receive a full refund of deposits paid, less administrative fees of 10% of the total rental rate, with a minimum of 250 EUR. Refunds Any refunds of deposits paid will be made after the Convention but no later than 31 July The exhibitor will not be entitled to any interest that the organiser may have derived from deposits made by the exhibitor. All bank charges, including sender and receiver charges, resulting from a refund related to cancellation or reduction of exhibition space will be at the charge of the exhibitor. 24

25 Postponement or abandonment The organiser reserves the right to postpone the Convention including the Exhibition, transfer it to another site, if unforeseen circumstances warrant such action. Should any contingency prevent the Exhibition from taking place, the organiser will not be held liable for expenses incurred other than the cost of rental of the exhibition space. Unexpected cancellation of the event EONS reserves the right to cancel EONS-7 without notice or compensation in the event of major occurrences such as strikes, fires, terrorist attacks, damages or other fatalities. In such circumstances EONS is free of all responsibility. Limitation of liability of EONS In the event of EONS having to cancel EONS-7 due to major occurrences such as strikes, fires, terrorist attacks, damages or other fatalities, EONS shall only be obliged to reimburse the payments received subject to deduction of any costs it has incurred in preparing the event, as long as cancellation arises through a cause that is non-attributable to EONS. Bankruptcy or liquidation In the instance that a company be declared as bankrupt or enters into liquidation other than for the purpose of restructuring or merger, or has a receiver appointed, the organiser shall be at liberty to terminate the contract with the company immediately, cancel the allocation of an exhibition space to the company and forfeit all sums paid by the company. Security and insurance Neither the organiser nor its contractors shall be responsible for the safety of any exhibit or other property of the exhibitor or any person. Neither the organiser nor its contractors shall be responsible for the loss, damage or destruction by any cause of the exhibits or other property, or for loss, damage or injury sustained by any exhibits or any other persons. The exhibitor shall indemnify the organiser and its contractors to third persons, as a result of any act or omission of the exhibitor, his staff, agent or personnel hired on a temporary basis to staff the exhibition stand. Since the organiser and its contractors will accept no responsibility for any of the foregoing matters, the exhibitor should take out insurance to cover any loss due to theft or negligence, damage, injury or liability. The exhibitor agrees not to pursue the organiser for any risks listed above. 25

26 Enforcement of rules Applies equally to all exhibitors and organisers of satellite symposia. Final clause For any eventuality not covered by the regulations in this Invitation to Industry, EONS interpretation and decision will be final. 26

27 Satellite Symposia Companies are invited to organise commercially sponsored scientific sessions as part of EONS-7. These sessions are the perfect forum through which industry can connect and communicate with their target audience, presenting cutting edge technology and developments. Satellite symposia will take place in the meeting rooms of the Congress venue the World Forum. Unofficial satellite symposia and other external meetings Companies are not permitted to organise unofficial satellite symposia or similar corporateorganised events during the period extending from 1 hour before the official start of the Convention (Thursday 15 April 2010 at 10:00) until and including the last hour of the Convention (Friday 16 April 2010 at 17:30). Time slots available and corresponding rates Thursday 15 April 2010 Room Pax Time Rate in EUR World Forum Theatre :00-15: EUR Europe 1& :00-15: EUR South America 80 14:00-15: EUR Friday 16 April 2010 World Forum Theatre :30-12: EUR Europe 1& :30-12: EUR South America 80 10:30-12: EUR 27

28 Rates Room rental rates are determined according to the seating capacity in theatre style as well as the timing and duration of the allocated slots. Rates include: Rental of the room and standard setup (theatre style, stage, lectern, speaker table) Amplification Data projection Technician Stage manager Publication of the satellite symposium programme on both the EONS-7 website and in the Programme Book Use of the speaker preview room Use of the Convention logo on invitations and promotional documents One-time use of the pre-convention mailing list (available as of 22 February 2010) Appointed agencies Applications for satellite symposia must be submitted by the company under whose name each satellite symposium is to be organised. Please note that all relating correspondence must be made exclusively between this company and the EONS-7 Secretariat. Companies must inform the EONS-7 Secretariat in writing which agency is appointed for which symposium. If they fail do so, requests from agencies will not be considered. Companies are responsible for communicating the aforementioned regulations to their staff and appointed agencies. It is not the role of any agency to make initial enquiries or reservations with the EONS-7 Secretariat independently. Appointed agencies cannot fully act as if they were the companies themselves the companies will be held entirely responsible and accountable for activities organised. Exhibition stand In order to obtain permission to hold a satellite symposium, an exhibition stand of a minimum of 6 sqm is required. Cancellation of exhibition space will also entail cancellation of a satellite symposium. 28

29 Application A satellite symposium request can be made by completing and returning the enclosed Satellite Symposium Application Form to the EONS-7 Secretariat. The subject of your satellite symposium must be indicated on the application form in order to avoid clashes of similar topics in satellite symposia held in parallel. A maximum of 2 satellite symposia are permitted per company. Upon signing the application form, companies declare their acceptance of the Conference regulations. Please refer to the Cancellation Policy on page 33 for payment conditions. Satellite symposia slots will be allocated on a first come, first served basis. Programme To both avoid overlap with the official scientific programme and guarantee the scientific quality and scope, all satellite symposia programmes must be submitted for review and approval by the EONS-7 Scientific Committee. Companies are strongly encouraged to establish a multidisciplinary programme in line with the general concept of the EONS-7 scientific programme. The EONS-7 Scientific Committee makes the final decision on whether an application be accepted or rejected and is not held to justify its decision. There will be no process of appeal. Once the title, programme and detailed content have been approved, changes cannot be made without the specific approval of the EONS-7 Scientific Committee. A draft programme including the title of the satellite symposium, chair, speakers and titles of all presentations should be sent to the EONS-7 Secretariat before 10 December The final programmes will be published in the satellite symposia section of the official Convention Programme Book and on the Convention website if received no later than 15 February Satellite symposia abstracts will not be published in the Convention Abstract Book. 29

30 Promotional opportunities The sponsoring company will ensure that all publications referring to the Satellite symposia clearly state: Official EONS-7 sponsored Satellite Symposium to avoid any confusion with the EONS-7 main scientific programme. Conference logo An electronic file of the Conference logo (saved as EPS format) can be obtained from the EONS-7 Secretariat. It is important that the elements of the logo remain consistent. Do not attempt to redraw the lettering, manipulate or alter the relative position of any elements and images. Prior to reproducing the Conference logo on any collateral, a good-for-print proof should be sent to the EONS-7 Secretariat for approval. It is forbidden to add text or insert any logos/images within the area marked around the EONS-7 logo. The original colours used in the logos should be respected. For further technical information please contact the EONS-7 Secretariat. Unauthorised use of the EONS-7 logo is strictly prohibited and it may not be used on the actual PPT presentations of satellite symposia speakers. Promotion at the conference centre One poster board (90cm x 150cm) will be made available on the day the satellite symposium is scheduled, located in the registration area. Symposium organisers may display a poster announcing the satellite symposium. One poster board will also be made available immediately outside the hall during the hour preceding the satellite symposium, to be removed immediately after the end of the symposium. In addition satellite symposia organisers are allowed to have staff distributing flyers announcing the satellite symposium on the ground floor of the World Forum (entrance hall) as well as on level -1 in the Atlantic Foyer exclusively, on the day the satellite symposium will be held. 30

31 Signposting at the Conference venue other than the opportunities described above is strictly forbidden. Failure to observe this clause will render the company liable to a fee of up to 25% of the total Satellite Symposium rental cost. IMPORTANT: satellite organisers should not leave unused invitations or material at the Conference Centre. In the case of non-compliance, an additional cost will be charged for removal. Promotion at the Convention hotels Provided authorisation is granted by the appropriate hotel management, leaflets can be placed at the check-in or a poster can be displayed in the lobby of the hotels. No other means of promotion are allowed in the hotels. Advertising on hotel key cards/door drops is not permitted. Any other form of promotion that is not listed in this Invitation to Industry documentation is strongly discouraged. Any other initiative or proposal is subject to the approval of the organiser. Proposals should be sent to the EONS-7 Secretariat. Violation of this regulation may result in expulsion without any indemnity. Attendance Satellite symposia must be open to all registered participants. All attendees will be required to wear a badge. Symposia receptions When suitable space is available, Satellite organisers may host receptions before or after Satellite Symposia. The EONS-7 Secretariat does not guarantee such space will be available. Receptions can only be organised using the EONS-7 official caterer. Receptions cannot be organised during a session of the official EONS-7 Scientific Programme. Reception space must not be used for entertainment, poster displays, presentations or any other promotional purposes. Reception space must be open to all registered participants. 31

32 Access badges Companies will have access to the hall where the satellite symposium will be held one hour before the assigned starting time the official EONS-7 Scientific Programme permitting. All persons involved in the operation of the satellite symposia (film crew, technicians, speakers, etc.) and all persons attending the satellite symposia must have a valid access pass. Satellite Symposium only badges can be ordered in advance, upon registration. The deadline to register is 26 March They will not be sent before the Convention and can be collected on site at the Exhibitor Registration Desk on the day of the satellite symposium only, as of 08:00h. Satellite Symposium only badges are at no cost. They permit access to the Conference Centre on the day of the satellite symposium and to the room of the Satellite 1 hour only prior to the start the official EONS-7 Scientific Programme permitting. Setup and dismantling Companies must adhere to the indicated start and end times of the reserved time slot. Extensions beyond the assigned timings are not allowed under any circumstances. Companies will have access to the hall where the satellite symposium will be held one hour before the assigned starting time the official EONS-7 Scientific Programme permitting. The hall should be completely vacated immediately after the end of the satellite symposium. Companies are responsible for removing all materials, waste, etc. from the room. Installations or alterations to the rooms and the standard set-up can only be made with the explicit approval from the EONS-7 Secretariat. Speaker preview room EONS offers computerised presentation facilities (central network) for all lectures. Satellite organisers may make use of the Speaker Preview Room. Opening times will be communicated in due course in the Exhibitor Manual. 32

33 Conference material Each Satellite organiser is entitled to free Convention delegate bags including all Convention material. The number is based on the seating capacity of the reserved room as follows: Seating capacity # 800 pax pax 2 Bags 110 pax 2 Giveaways Gadgets that are distributed to participants should be professional in nature and should not exceed a maximum value of 5 EUR per item. Sharp, pointy or dangerous objects are not allowed. The organiser reserves the right to request invoices of the gadgets at any time. More details about standard stage set-up, features of the room, technical equipment, catering possibilities and order forms for additional services will be available by October 2009 in the Exhibitor Manual. Cancellation policy satellite symposia Companies cancelling Satellite Symposia after the official application has been accepted will be liable to pay the following fees: If the Satellite Symposium cannot be reallocated to another company: 50% of the total rate, if the cancellation request is received in writing by 28 September % of the total rate, if the cancellation request is received in writing by 30 November % of the total rate, if the cancellation request is received in writing after 30 November 2009 If the Symposium can be reallocated to another company, the company will receive a full refund of deposits paid, less an administrative fee of 10% of the total rental rate, with a minimum of 250 EUR. 33

34 Advertising Item Price (excl. VAT) Advance Programme Call for Abstracts Outside back cover EUR Programme Book Outside back cover EUR Inside back cover EUR Inside front cover EUR Inside page (facing table of content) EUR Inside page EUR Bag insert EUR Bookmark EUR * No drug related adverts are allowed on the outside back covers of official EONS-7 publications. Companies will be informed in due course about the technical specifications and deadline for receipt of the PDF file. In signing the Advertising Application Form, companies declare their acceptance of the Conference regulations. Advertising items other than listed above will be subject to the approval of the EONS Secretariat. Advertising on hotel key cards is NOT allowed. 34

35 Payment and Cancellation Policy Terms of Payment A first deposit of 25% of the total amount confirms the advertising and is due within 30 days of the date of the invoice. A second deposit of 25% of the total amount is due by 15 October 2009, the balance no later than 29 January Corresponding invoices are sent out by the organiser in due time before the deadline for receipt of payment. Value Added Tax All opportunities offered at EONS-7 are subject to local Dutch VAT. If the company is registered in another country within the EU, reverse charge procedure is applicable. Companies registered in a country outside of the EU are encouraged to seek advice on reclaiming VAT payments. Cancellation policy The company cancelling its advertising after the official application has been accepted, will be liable to pay the following fees: If the item cannot be reallocated to another company: 25% of the total rate, if the cancellation request is received in writing by 28 September % of the total rate, if the cancellation request is received in writing by 30 November % of the total rate, if the cancellation request is received in writing by 28 December % of the total rate, if the cancellation request is received in writing after 28 December If the item can be reallocated to another company, the advertising company will receive a full refund of deposits paid, less administrative fees of 10% of the total booking, with a minimum of 250 EUR. 35

36 Refunds Any refunds of deposits paid will be made after the Convention but no later than 31 July The company will not be entitled to any interest that the organiser may have derived from deposits made by the company. All bank charges including sender and receiver charges resulting from a refund related to cancellation of the educational activity will be covered by the company. Postponement or abandonment The organiser reserves the right to postpone the Convention or transfer it to another site, should unforeseen circumstances warrant such action. Unexpected cancellation of the event EONS reserves the right to cancel EONS-7 without notice or compensation in the event of major occurrences such as strikes, fires, terrorist attacks, damages or other fatalities. In such circumstances EONS is free of all responsibility. Limitation of liability of EONS In the event of EONS having to cancel EONS-7 due to major occurrences such as strikes, fires, terrorist attacks, damages or other fatalities, EONS shall only be obliged to reimburse the payments received subject to deduction of any costs it has incurred in preparing the event, as long as cancellation arises through a cause that is non-attributable to EONS. Bankruptcy or liquidation In the instance that a company be declared as bankrupt or enters into liquidation other than for the purpose of restructuring or merger, or has a receiver appointed, the organiser shall be at liberty to terminate the contract with the company immediately and forfeit all sums paid by the company. Enforcement of rules Applies equally to all EONS- 7 sponsors. Final clause For any eventuality not covered by the regulations in this Invitation to Industry, EONS interpretation and decision will be final. 36

37 Group Registration, Accommodation & Social Events Group Registrations Companies that would like to sponsor the registration fees of a group of participants attending the Convention may do so using the special Group Registration Form and the spread sheet that will be available on the Convention website as of April A group consists of a minimum 10 persons. Smaller groups will be handled as individual registrations. Registrations shall be coordinated by one identified group contact person representing a company or travel agent. Group registration rates (incl. VAT) Early rate payment received before 29 January EUR Late rate payment received before 26 March EUR Desk rate payment received after 26 March 2010 and on site 650 EUR Pre-registration closes on 26 March 2010 Deadlines 29 January 2010: deadline full payment for early rate group registrations, as well as the number of participants. 26 March 2010: deadline full payment for late rate group registrations and deadline full names, professional addresses, specialty and membership status of all participants for group registrations. Companies should respect this deadline in order to help us to provide exhibitors and/or satellite symposia organisers with a complete and accurate list of addresses of pre-registrants. Replacements and cancellations Replacements of confirmed registrations are subject to a charge of 35 EUR per participant. Cancellations of confirmed registrations are subject to a charge of 75 EUR per participant provided the cancellation is received before 26 March After this date no refunds will be made. Confirmation of registration The group contact person representing a company or travel agent will receive a group confirmation number for the whole group registration. It is the responsibility of the group contact person to inform the individual members of the group about the registration. This will not be done by the EONS-7 Secretariat. 37

38 Group Registration, Accommodation & Social Events Accommodation Management C/O ECCO the European CanCer Organisation Avenue E. Mounier 83 B-1200 Brussels Tel: +32 (0) Fax: +32 (0) Contact: Nicolas Sanfourche Tel: +32 (0) Social Events The EONS-7 Welcome Reception will take place on Thursday 15 April 2010, onwards and is open to all registered participants. The Presidential Dinner, taking place on Thursday 15 April 2010, onwards, will be open to all registered participants who have purchased a ticket. 38

39 Application Forms Sponsorship Application Form Exhibition Space Application Form Satellite Symposium Application Form Advertising Application Form 39

40 Sponsorship Application Form Please complete and return to the EONS-7 Conference Secretariat at ECCO, Avenue E. Mounier 83, B-1200 Brussels, Fax: +32 (0) , adline.lewuillon@ecco-org.eu. Company / Organisation: VAT Number: Contact Person: Full Address (invoice address): Telephone: Fax: Sponsorship package of your choice: Platinum Partner EUR Gold Partner EUR Silver Partner EUR We agree to pay a first deposit of 25% of the total cost of the sponsorship opportunity within 30 days of receipt of invoice, a second deposit will be invoiced in September 2009 and the balance to be paid no later than 29 January We accept the regulations as stipulated in the EONS-7 Invitation to Industry and agree to observe and be bound by them. (1) Signature: Date: Direct transfer payments should be made to the EONS-7 account IBAN BE held with KBC bank, BIC/ Swift Code: KREDBEBB, Chaussee de Wavre 1662, B-1160 Brussels, Belgium stating the number of the invoice. Sender s bank charges are at the expense of the company. Crossed cheques or bank drafts should be made payable to EONS-7, c/o ECCO the European CanCer Organisation, Avenue E. Mounier 83, B-1200 Brussels, Belgium and should be sent by registered post to the attention of Thierry Hoppe, Finance Manager. Payment can also be made by credit card Visa American Express Euro card/ Mastercard Card number: Card holder s name: Expiry date: Control code: Signature: Date: (1) This application is legally binding on the company pending its acceptance in writing by the organiser. 40

41 Exhibition Space Application Form Please complete and return to the EONS-7 Conference Secretariat at ECCO, Avenue E. Mounier 83, B-1200 Brussels, Fax: +32 (0) , elisabeth.koeck@ecco-org.eu. Exhibiting Company / Organisation: VAT Number: Contact Person: Full Address (invoice address): Telephone: Fax: Stand Builder: VAT Number: Contact Person: Full Address: Telephone: Fax: Number of square meters: sqm Booth number (first choice): Both number (second choice): Booth number (third choice): We agree to pay a first deposit of 25% of the total cost of the exhibition space within 30 days of receipt of invoice, a second deposit will be invoiced in September 2009 and the balance to be paid no later than 29 January We accept the regulations as stipulated in the EONS-7 Invitation to Industry and agree to observe and be bound by them. (1) Signature: Date: Direct transfer payments should be made to the EONS-7 account IBAN BE held with KBC bank, BIC/ Swift Code: KREDBEBB, Chaussee de Wavre 1662, B-1160 Brussels, Belgium stating the number of the invoice. Sender s bank charges are at the expense of the company. Crossed cheques or bank drafts should be made payable to EONS-7, c/o ECCO the European CanCer Organisation, Avenue E. Mounier 83, B-1200 Brussels, Belgium and should be sent by registered post to the attention of Thierry Hoppe, Finance Manager. Payment can also be made by credit card Visa American Express Eurocard/Mastercard Card number: Card holder s name: Expiry date: Control code: Signature: Date: (1) This application is legally binding on the company pending its acceptance in writing by the organiser. 41

42 Satellite Symposium Application Form Please complete and return to the EONS-7 Conference Secretariat at ECCO, Avenue E. Mounier 83, B-1200 Brussels, Fax: +32 (0) , elisabeth.koeck@ecco-org.eu. Company / Organisation: VAT Number: Contact Person: Full Address (invoice address): Telephone: Fax: Satellite Symposium of your choice: Thursday 15 April 2010 Room Pax Time Rate in EUR World Forum Theatre :00-15: EUR Europe 1& :00-15: EUR South America 80 14:00-15: EUR Friday 16 April 2010 World Forum Theatre :30-12: EUR Europe 1& :30-12: EUR South America 80 10:30-12: EUR We agree to pay a first deposit of 25% of the total cost of the satellite symposium within 30 days of receipt of invoice, a second deposit will be invoiced in September 2009 and the balance to be paid no later than 29 January We accept the regulations as stipulated in the EONS-7 Invitation to Industry and agree to observe and be bound by them. (1) Signature: Date: Direct transfer payments should be made to the EONS-7 account IBAN BE held with KBC bank, BIC/ Swift Code: KREDBEBB, Chaussee de Wavre 1662, B-1160 Brussels, Belgium stating the number of the invoice. Sender s bank charges are at the expense of the company. Crossed cheques or bank drafts should be made payable to EONS-7, c/o ECCO the European CanCer Organisation, Avenue E. Mounier 83, B-1200 Brussels, Belgium and should be sent by registered post to the attention of Thierry Hoppe, Finance Manager. Payment can also be made by credit card Visa American Express Eurocard/Mastercard Card number: Card holder s name: Expiry date: Control code: Signature: Date: (1) This application is legally binding on the company pending its acceptance in writing by the organiser. 42

43 Advertising Application Form Please complete and return to the EONS-7 Conference Secretariat at ECCO, Avenue E. Mounier 83, B-1200 Brussels, Fax: +32 (0) , adline.lewuillon@ecco-org.eu. Company / Organisation: VAT Number: Contact Person: Full Address (invoice address): Telephone: Fax: Advertisement opportunity of our choice: Advance Programme/Call for Abstracts Outside back cover EUR Programme Book Outside back cover EUR Inside back cover EUR Inside front cover EUR Inside page (facing table of content) EUR Inside page EUR Bag insert EUR Bookmark EUR (*) no drug related adverts are allowed on the outside covers of the official conference publications (**) Prices on this order form are exclusive of Dutch VAT (19%) We agree to pay a first deposit of 25% of the total cost of the advertisement opportunity within 30 days of receipt of invoice, a second deposit will be invoiced in September 2009 and the balance to be paid no later than 29 January We accept the regulations as stipulated in the EONS-7 Invitation to Industry and agree to observe and be bound by them. (1) Signature: Date: Direct transfer payments should be made to the EONS-7 account IBAN BE held with KBC bank, BIC/ Swift Code: KREDBEBB, Chaussee de Wavre 1662, B-1160 Brussels, Belgium stating the number of the invoice. Sender s bank charges are at the expense of the company. Crossed cheques or bank drafts should be made payable to EONS-7, c/o ECCO the European CanCer Organisation, Avenue E. Mounier 83, B-1200 Brussels, Belgium and should be sent by registered post to the attention of Thierry Hoppe, Finance Manager. Payment can also be made by credit card Visa American Express Eurocard/Mastercard Card number: Card holder s name: Expiry date: Control code: Signature: Date: (1) This application is legally binding on the company pending its acceptance in writing by the organiser. 43

44 Contact Us Corporate marketing management Bruno De Man Tel: +32 (0) Exhibition, satellite symposia, sponsorship & advertising logistics management Conference logistics management Adline Lewuillon Tel: + 32 (0) adline.lewuillon@ecco-org.eu Elisabeth Koeck Tel. +32 (0) elisabeth.koeck@ecco-org.eu Registration & accommodation management Nicolas Sanfourche Tel. +32 (0) nicolas.sanfourche@ecco-org.eu Scientific programme management Kaat Cumps Tel. +32 (0) kaat.cumps@ecco-org.eu 44

45 For additional information please contact: Mr. Bruno De Man Corporate Marketing Manager ECCO - the European CanCer Organisation Avenue E. Mounier 83 B-1200 Brussels Belgium Tel: Fax: bruno.deman@ecco-org.eu Website: