SPONSORSHIP & EXHIBITION MANUAL PANLAR 2019

Transcription

1 CONGRESO PANAMERICANO DE REUMATOLOGÍA PAN-AMERICAN CONGRESS OF RHEUMATOLOGY CONGRESSO PANAMERICANO DE REUMATOLOGIA, Ecuador de abril de 2019 April, 27-30, 2019 SPONSORSHIP & EXHIBITION MANUAL PANLAR 2019 /panlarorg goo.gl/pirxpp /company/panlar

2 CONGRESO PANAMERICANO DE REUMATOLOGÍA PAN-AMERICAN CONGRESS OF RHEUMATOLOGY CONGRESSO PANAMERICANO DE REUMATOLOGIA CONTENTS General Information 3 Previous Sponsors 5 Categories and Benefits 6 List of Sponsorship Opportunities 7 Floor plan 8 Sponsor and Trade Show Registration Form 9 Terms and Conditions 11 Logistics 13 2 panlar2019@kenes.com

3 , Ecuador de abril de 2019 April, 27-30, 2019 GENERAL INFORMATION DATE AND LOCATION April 2019 Quito, Ecuador PARTICIPANTS About 1200 medical professionals specialised in Rheumatology and other related fields. LANGUAGE Official languages of the Congress: Spanish, English and Portuguese. INSURANCE We recommend all attendees to arrange their own travel insurance and medical coverage. ORGANISED BY: Liga Panamericana de Asociaciones de Reumatología (PANLAR): founded in 1943, it brings together the scientific associations for Rheumatology, health professionals related to rheumatic diseases and rheumatic patient organisations from all countries in the Americas. The mission of PANLAR is to stimulate, promote and support research, prevention, treatment and rehabilitation of rheumatic diseases. The field of Rheumatology includes rheumatic diseases of the connective tissue, locomotor system and musculoskeletal system. For further information, please go to the website: www. panlar.org Sociedad Ecuatoriana de Reumatología (SER): 3

4 CONGRESO PANAMERICANO DE REUMATOLOGÍA PAN-AMERICAN CONGRESS OF RHEUMATOLOGY CONGRESSO PANAMERICANO DE REUMATOLOGIA TECHNICAL SECRETARIAT: KENES GROUP web: Sponsorship & Exhibition Paula Suárez Registration and Accommodation Trade Show Timetable** Saturday 27 April - 09:00 to 18:00 h Sunday 28 April - 09:00 to 18:00 h Monday 29 April - 09:00 to 18:00 h Tuesday 30 April - 09:00 to 18:00 h Trade Show Setup* Friday 26 April - 09:00 to 08:00 h Dismantling* Tuesday 17 April - 07:00 to 24:00 h * Subject to changes 4 panlar2019@kenes.com

5 , Ecuador de abril de 2019 April, 27-30, 2019 PREVIOUS SPONSORS 5

6 CONGRESO PANAMERICANO DE REUMATOLOGÍA PAN-AMERICAN CONGRESS OF RHEUMATOLOGY CONGRESSO PANAMERICANO DE REUMATOLOGIA CATEGORIES AND BENEFITS Sponsorship categories will be assigned according to the total level of contribution. The benefits are directly related to the category involved. DIAMOND USD 360,000 PLATINUM USD 290,000 GOLD USD 230,000 SILVER USD 150,000 BRONZE USD 100,000 The sponsors Diamond, Platinum, Gold, Silver and Bronze will receive the following benefits: Diamond Platinum Gold Silver Bronze Satellite Symposium (Lunch)* Stand 36 sqm 18 sqm 15 sqm 12 sqm 9 sqm Opportunity to select sponsorship items (up to USD 50,000) x x x x x Sponsorship of 1 Coffee Break (possibility to place merchandising) Hospitality suite x x Full - Page advertising in the final program back cover inside cover inside back cover Full Congress Registration Exhibitors Pass Inserts at attendees bags Barcode readers 2 2 Sponsor logo on the Congress website x x x x x Logo in electronic bulletins, in loop during networking sessions and between sessions, on the x x x x x Congress app, and on the onsite acknowledgements panel Scientific grant on support the official Congress session x x x Speakers room x x x *catering not included SPECIAL REQUESTS Please do not hesitate to contact us for designing personalised packages that may adjust to the needs of your company. 6 panlar2019@kenes.com

7 , Ecuador de abril de 2019 April, 27-30, 2019 List of Sponsorship Opportunities DISCOUNTED REGISTRATION PACKAGES From 10 registrations 5% From 20 registrations 7% From 30 registrations 10% Producto Abstracts usb (up to UNITS) Charging points (4 units) Coffee break Congress lunch per day Congress app Congress badge Portfolios Lanyards Scientific grant to support official congress sessions E-posters / poster panels (to be confirmed) Electronic program Speakers dinner (exclusive) Inside back cover of final program Inside cover of final program Back cover of final program Advertisement inside final program Barcode readers Hospitality suites / meeting rooms Mini-program Blocks and pens Producto Satellite symposium Internet cafe Promotional Mailshot Insert in portfolios Push notification through the app Conference room Welcome cocktail Wifi Signage Participants world map Informative kiosks (3 units) Rest area Cloakroom / luggage storage area Registration Area Social networks screen Bussing Hotel room key Room drop Speakers room Webcast Space only (Requires minimum space of 3x3sqm) Scheme cell booth EXHIBITION Floor Plan 1.500USD (+VAT)/sqm 75USD (+VAT)/sqm 7

8 CONGRESO PANAMERICANO DE REUMATOLOGÍA PAN-AMERICAN CONGRESS OF RHEUMATOLOGY CONGRESSO PANAMERICANO DE REUMATOLOGIA COMMERCIAL EXHIBITION Preliminary timetable: Trade Show Timetable:* Saturday 27 April - 09:00 to 18:00 h Sunday 28 April - 09:00 to 18:00 h Monday 29 April - 09:00 to 18:00 h Tuesday 30 April - 09:00 to 18:00 h Exhibitor Passes: 6 for stands of 9 sqm 8 for stands of 12 sqm 10 for stands of 15 sqm 15 for stands of 18 sqm 20 for stands of 36 sqm COST OF EXTRA PASS: USD SPONSORSHIP & EXHIBITORS MANUAL PANLAR2019 panlar2019@kenes.com

9 , Ecuador de abril de 2019 April, 27-30, 2019 SPONSOR AND TRADE SHOW REGISTRATION FORM Price The prices listed in this Sponsorship Manual do not include taxes. Payment Terms 50% of the amount of the collaboration must be paid upon receipt of the first invoice. The remaining 50% must be paid before 15 March All payments should be made before the beginning of Congress. If the Sponsor has not completed payment before the beginning of Congress, the organisers will have the right to cancel the booking, applying the corresponding fees based on the Cancellation Policy specified below. Payment Method BANK TRANSFER. Please make your payments to the following bank account*: Account Name: PANLAR Account Number Bank Name SUN TRUST SWIFT SNTRUS3A Routing Number Bank expenses will be paid by the sender. *Only account authorised Cancellation/Reduction Policy In case of partial or total cancellation of Sponsorship, please inform the Kenes Group Sponsorship Department: Paula Suarez, Penalties for partial / total cancellation will be as follows: 25% of the amount of the package contracted if the Total or partial cancellationis made before 1 January % of the amount of the package contracted if the Total or partial cancellation is made between 1 February 2019 and 1 March % of the amount of the package contracted if the Total or partial cancellation is made after 1 April

10 CONGRESO PANAMERICANO DE REUMATOLOGÍA PAN-AMERICAN CONGRESS OF RHEUMATOLOGY CONGRESSO PANAMERICANO DE REUMATOLOGIA Sponsorship Booking Form Please complete and send to: Paula Suarez CONTACT NAME: COMPANY: ADDRESS: POSTCODE: PHONE NUMBER: CITY: COUNTRY: FAX: CIF (TAX CODE NUMBER): I would like to book the following products: Product Sponsorships Total Price Total Amount (please complete) Stand Num. # Trade Show Space / Modular Stand Surface (sqm) Total Price Space #1 Space #2 Space #3 Total Amount Signature Date We accept the contract terms and conditions (listed in this Sponsor and Exhibition Manual) and agree to abide by the guidelines for Industry Participation in the Congress. I m authorized to sign this form in the name of the apliccant/company. 10 panlar2019@kenes.com

11 , Ecuador de abril de 2019 April, 27-30, 2019 TERMS AND CONDITIONS REQUEST TO PARTICIPATE Only applications to participate as exhibitor in the Congress will be considered if received in the appropriate forms, duly completed, and addressed to Kenes. Registration will be confirmed as space is available. Applicants will be informed in writing of the acceptance or rejection of their applications. In the event of rejection, all payments will be refunded. In the event of acceptance, exhibitors will be bound by the terms and conditions listed herein, and/or in the flyer, and/or in any other contractual agreement between the parties. OBLIGATIONS AND RIGHTS OF THE EXHIBITOR The registration implies full acceptance of the exhibition regulations by the exhibitors. Any violation of these regulations may lead to immediate revocation of the right to participate in Congress, without any compensation or reimbursement of any amounts already paid, or payment of damages to the exhibitor. When submitting any application to participate, the exhibitor agrees final and irrevocably to occupy the allocated space and maintain his/its facilities until the date and time defined for the closing of the event. The exhibitor can only show in his/its stand or space materials, products, or services described in the application form. The advertising of companies not registered as exhibitors is not allowed. The total or partly transferring or sub-renting of allocated spaces is prohibited. OBLIGATIONS AND RIGHTS OF THE ORGANIZER The organizer agrees to assign the space to the exhibitor, according to the preferences indicated by the applicants. Applications will be considered in the order the forms with the relevant payment are received. If absolutely necessary, the organizer reserves the right to modify the positioning of the stands, with no obligation to compensate the exhibitor. The organizer reserves the right to offer any space not occupied before the opening eve of the Congress to a new company with no obligation to compensate the exhibitor who did not appear. RESPONSIBILITIES / INSURANCE The organizer does not ensure the exhibition equipment and materials installed by the exhibitor. Under no circumstances will it be held liable for loss, damage, or destruction caused to the equipment, goods, or property of the exhibitor. The exhibitor assumes the responsibility for his/its exhibited material, employees, and delegates, and for any third person who may visit his/its space. The exhibitor must release the organizer from any liability and indemnify its suppliers, directors, employees, delegates, and representatives from any damages, loss, injury, cost, fine, and complaint, including all complaints and damages, including those caused by fires, and that extend within a coverage policy contracted by the exhibitor, its partners, representatives related to the materials, equipment, goods, or properties exhibited for the event by the exhibitor. The exhibitor will acquire insurance policies for the aforementioned damages. The organizer reserves the right to change the venue, dates, and schedules of the Congress activities with any liability to the exhibitor for damages or losses resulting therefrom. The exhibitor will be notified in writing as soon as the changes have been made. RULES OF THE EXHIBITION The coordinator of the exhibition, acting under the direction of the organizing committee has the final decision regarding the acceptance of the previously mentioned. Exhibitors are prohibited from sharing the allocated space with others, without the written consent of the exhibition coordinator. The organizer reserves the right to alter the plan or limit the space allocated to each exhibitor, postpone the exhibition, or transfer it to another location, if circumstances require such action. In the event any contingency prevents the holding of the exhibition, the organizer will not be liable for the expenses incurred, except the rental rates of the exhibition spaces. Exhibitors and their material should not block hallways, obstruct neighboring stands, or damage rented facilities or equipment. Exhibitors are requested to leave enough free space to ensure a good view of the surrounding stands. 11

12 CONGRESO PANAMERICANO DE REUMATOLOGÍA PAN-AMERICAN CONGRESS OF RHEUMATOLOGY CONGRESSO PANAMERICANO DE REUMATOLOGIA TERMS AND CONDITIONS Exhibitors are liable for the costs of designing, opening, and shipping their exhibition items (and dismantling) at the exhibition site. The use of flammable materials is not permitted. Exhibited equipment must be installed under strict safety measures. Exhibitors must comply with the designated schedule to finalize the assembly of their stand, before the opening of the exhibition, and to disassemble it at the closing of the exhibition. The stand shall not be dismantled or packed before the designated time. The exhibitor is responsible for packing and arranging the shipping of all valuables before leaving the stand. Otherwise, the organizer will take care of the dismantling under the risk and sole cost for the exhibitor. Exhibitors are obliged to ensure that their stands are always staffed during exhibition hours. Payments will be made according to the conditions included in the prospectus, or if deferred, accepted in writing by the organizer. If the exhibitor does not make the payment on the proper date, the organizer will be authorized to terminate the contract, suspend the confirmation of acceptance, have space for another purpose, or request compensation for breach of contract. Access to the exhibition is authorized after submitting the accreditation issued by the organizer. Exhibitor accreditations will not be sent in advance, but delivered at the exhibition coordinator s counter, at the beginning of the exhibition. The organizer guarantees daily cleaning of the halls. Exhibitors assume the responsibility for cleaning their own stands. to the space of the stand and must have prior consent of the organization. Panels and advertising banners outside the exhibition areas allocated to exhibitors are not allowed. The areas and equipment made available to exhibitors must be returned in their original condition. In the event of damage or loss of supplied equipment, or damage to occupied areas, the exhibitor shall be liable for repair and replacement. Any special decoration or installation must be submitted to the organizer for prior authorization. The organizer will not approve stands that do not meet the accepted standards until the necessary changes have been made. GOOD PRACTICES CODE The Exhibitor / Sponsor is responsible for complying with the regulations of the local authorities, EFPIA (European Federation of Pharmaceutical Industries and Associations ) Eucomed (representing the Medical-Technological industry) eucomed.org and IFPMA (International Federation of Pharmaceutical Manufacturers and Associations ) Code of Practice on the Promotion of Medicinal Products. Failure to comply with these regulations cannot be used as a basis for declaring the contract void. Failure to comply with these rules and regulations will not expose the Organisation to lawsuits or claims on the part of the Exhibitor / Sponsor, or third parties. The distribution by the exhibitors of any type of catering to the participants will only be allowed provided that catering regulations of the exhibition site authorize it. The organizer is not responsible for the quality and/or quantity of the catering offered by the exhibitor. The exhibitor will indemnify and release the organization, its suppliers, directors, employees, delegates, and representatives from any liability, loss, complaint, action, proceeding, injury, demand, fee, fine, judgment, damages, cost, and/or expense (including attorney fees and costs) incurred by third parties, as a result of the use or consumption of the catering provided by the exhibitor. All exhibitions or institutional activities must be delimited 12 panlar2019@kenes.com

13 , Ecuador de abril de 2019 April, 27-30, 2019 LOGISTICS Merkur Expo Logistics GmbH is the Official Logistics Agent for the Congress PANLAR 2019, to be held between XXX and XXX of XXX 2019 in Quito, Ecuador. We are pleased to announce the range of services for this event, which include: Shipments (Import & Export), Customs Offices, Transport, On Site Handling. All the services are supervised and managed by our team. No other company is allowed to deliver, operate or handle goods on the site, XXXXX All shipments are to be confirmed by Merkur Expo Logistics in order to be allowed access to the exhibition area. Please do not hesitate to contact us if you have any doubts concerning your shipment to PANLAR The shipment instructions manual will be sent to all exhibitors shortly. Contact Information Alberto Rubiño Project Manager Merkur Expo Logistics GmbH Rheinstrasse Eschborn Phone: + 49 (0) Fax: + 49 (0) Cell: + 49 (0) alberto.rubino@merkur-expo.com 13

14 /panlarorg goo.gl/pirxpp /company/panlar