The information presented here is subject to change. Final guidelines and deadlines will be as published in the Industry Symposia Manual you will receive approximately 3 months prior to the event.

EXHIBITOR'S PORTAL
Dear Supporter,

This page contains specifications and guidelines for various deliverables and is designed to assist you in preparing for the event.
The deadlines indicated are estimated. The exact deadlines will be published in the manuals in due course.
Due to accreditation criteria, which is CME certified, the following rules must apply:

  • Materials created by companies should NOT utilize the main event marketing look and feel.
  • As the event is CME/CPD accredited, due to the accreditation criteria, when promoting a sponsored session, please indicate on your promotional materials the following disclaimer: “This session is not included in the main event CME/CPD credits”
  • Companies must not use meeting banner in any promotional materials they create without prior consent.
  • Companies must not use society logo in any promotional materials they create without prior consent.

PRESENCE

Agenda – Sponsored Session If you have already finalized the agenda/program for your session, please share with us at your earliest convenience using the agenda format.Otherwise, please submit the final program using the agenda format via email to
me: sgamliel@kenes.com by Monday, 20 April The session program will be submitted by us to the Scientific Committee for review and approval.The proposed program should include:
  • Session Title (up to 110 characters including spaces)
  • Session Description (up to 200 words. Hyperlinks can be included).
  • 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 (optional)
  • 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 consider processing time of 7 working days from the submission of materials until the webpage is ready.

Item description:

  • Pre-event webpage (URL) with video promotion.
  • The Pre-event page has the Official Meeting banner design (header and footer).
  • URL does not appear in any of the tabs/website navigation menu of the meeting’s website.
  • Link can be used in supporter’s promotion.
  • Link can be used in supporter’s exclusive e-mail blast (be sure to consider processing time mentioned above).
  • The supporter can use the video promotion to create awareness of the supported session.

The supporter should provide the following:

  • URL event page: https://esidmeeting.org/[please add here the preferred wording]
  • Page title
  • Company logo in high resolution
  • 4min video. Video Format: MP4(H.264), 720P, Audio Format: AAC LC, BITRATE: 64 KBPS
  • Text of approximately 300 words
 

Please note:

  • The webpage is subject to approval.
  • The webpage may not mention a commercial product or brand name or a specific drug.

NETWORK

Social Media Post: one post in Twitter and one post in LinkedIn (same post).

The post may include image and text.

Image:
For the visual, image should be 1600×900 px. – JPEG or PNG

Text:
The official length of the text (spaces included) for the posts is below, obviously, we recommend keeping the message clear, short, and concise. The aim is to catch the followers’ attention and quickly communicate your message (which is to encourages them to join your session or visit your booth).

  • Twitter: 280 characters
  • LinkedIn: 1300 characters

Boost your Post:

  • It is possible to tag company’s account. Please specify which account we should tag.
  • We strongly recommend including hashtags to help improve the visibility of the post. In terms of hashtags, it depends on what would you like to focus on. For example by topics.
    Some examples from IPVC Conference:
    #HPV, #cervicalcancer, #hpvelimination, #basicresearch, #cancerresearcher, #hpvresearch, #cancerprevention, #papillomavirus, #virology, #epidemiology etc.
    Please let us know which hashtag you prefer.
 

Timeline:

Action item 1: request  a date for the post –> up to 2 weeks before the requested date
Action item 2: submit post content (image + text) –> up to 1 week before the confirmed post date.

Important:

  • Content is subject to approval
  • Tagging is possible. Please advise which account should we tag (company account)
  • We strongly recommend including hashtags to help improve the visibility of the post.
  • May NOT mention a commercial product(s) or brand name(s).
  • May NOT promote a specific session that mentions a product or a specific drug.
  • Depending on the content of the session, it may or may NOT be allowed to promote it.
  • News articles or official press releases may be shared, but it may NOT direct to a webpage of the product itself.
  • When promoting a symposium, please include the following disclaimer: This session is not included in main event CME/CPD credit.
  • Note that some sponsored posts may be rejected by Twitter/LinkedIn.

ADVERTISE

Mobile App Carousel Advertisement

Deadline: Monday, 27 April

File format: PNG or JPG (up to 800 kb)
Size: 780 x 1688 px (Portrait)

Important notes:

  • We recommend avoiding using small text, so the advert can be readable when displayed on a mobile screen.
  • The advert is not clickable.
  • In case the advert promoting a sponsored session, please include the following disclaimer: This session is not included in main event CME/CPD credits

Promotional Email Blast – Exclusive
Deadline: Monday, 27 April

Please click here to download the e-mail blast design requirements. These guidelines should be forwarded to your web-designer/Programmer. 

Important notes:

  • In case the webmail is promoting a sponsored session, please include the following disclaimer:
    This session is not included in main event CME/CPD credits
  • It is not allowed to use PTCOG society logo. The event’s banner will be added to the webmail’s header by Kenes.
  • The “From” field will be “PTCOG 64 Supporters”.
  • The exact launch date will be determined by Kenes in due course.
  • The E-mail Blast will be sent out to the pre-registered delegates who have agreed to receive promotional material from supporters.
  • Content received after the deadline may be processed for an additional fee of EUR 500.

Please upload the HTML version of your e-blast and other relevant files together in zip folder and send us everything with the subject line to me by e-mail: sgamliel@kenes.com

We are happy to share ready-to-use HTML templates by email upon request. You can forward them to your programmer. To avoid potential delays and multiple rounds of corrections, we recommend using one of these templates. You can still customize them as you like, as long as you adhere to the design requirements outlined in the PDF file provide via the link above.

Deadline: 6 Weeks prior.

Guidelines:

Please prepare 2 files according to the following specifications:

Banner/Image

  • Format: JPEG
  • Dimension: 300X250
  • Width: 300 pixels
  • Height: 250 pixels

 

A5 PDF (this file will be linked to the banner/image)

  • Format: PDF
  • A5 size
 

Important notes:

  • When clicking on the Banner/Image, the PDF/A5 file will be displayed. For the Banner/Image, we recommend avoiding using small text.
  • ​In case webmail is promoting a sponsored session, please include the following disclaimer:
    This session is not included in main event CME/CPD credit
  • It is not allowed to use society logo. The official meeting banner will be added to the webmail’s header by Kenes.
  • The “From” field will be “[EVENT NAME] Supporters”.
  • The exact launch date will be determined by Kenes closer to the event. The E-mail Blast will be sent out to the preregistered delegates who have agreed to receive promotional material from supporters.
  • Content received after the deadline may be processed for an additional fee of EUR 500.

Mobile App Push Notification

Deadline: Thursday, 7 May  
Specs:

  • Message Title – Maximum 40 characters including spaces
  • Message body – Maximum 140 characters including spaces

Here is an example:

Kindly submit the text by email to me: sgamliel@kenes.com

Important:

  • We recommend keeping push notifications short and concise. The goal is to get the most important information across quickly and encourage participants engagement.
  • Please make sure to indicate company name either on the title or in the message body.
  • When submitting the text, please specify your preferred date and time (Deauville local time)
    We will do our best to accommodate this request. The final schedule of the push will be determined closer to the conference, considering the overall push notifications schedule of the conference.
  • Push notifications will be sent out during official breaks only in order not to disturb the participants who are inside session halls when sessions are taking place.
    The updated program timetable including list of breaks can be found on the PTCOG 64 website under “Scientific Program” page – CLICK HERE.
  • Push Notifications are sent only to participants who download the app and accept to receive notifications.
  • Push notifications look different across various browsers, device types, and operating systems.

Deadline: 5 Weeks prior mailshot launch date.

Notes to the supporter:

  • Advertisement may NOT mention a commercial product(s) or brand name(s).
  • Advertisement may NOT promote a specific session that mentions a product or a specific drug.
  • Content is subject to the approval of the Conference Committee.
  • Supporters that cannot meet the set deadline and/or content was declined, might miss the opportunity of having their advertisement included in the designated/scheduled mailshot.
  • Mailshot topics and launch date are subject to change according to internal requirements and conditions.

Deadline: The sooner the better!
It takes us approx. 6 working days from the day submitted until the ad is posted on the event website.

Specs:

  • Image in the following specs: size: 728×90 px, JPG
  • URL  you wish to link to the image/advertisement

Bag Insert Guidelines
Bag inserts should be printed and delivered by the sponsor. 
Kindly follow the following guidelines:

  • Please submit the final artwork (before printing) for approval no later than Thursday, 07 May – via e-mail to sgamliel@kenes.com
  • The bag insert should not exceed a double side of standard A4 dimensions.
  • In case promoting sponsored session, the following disclaimer must be included:
    This session is not included in main event CME/CPD credits.
  • Quantity: Estimated at 1,000 (subject to final registration numbers). Please check with us final number before printing.  

Important:

  • The inserts must arrive at the venue on Sunday, 7 June no later than 12:00. We start stuffing the bags on Sunday, June 9 at 12:00.

Inserts that will arrive after 12:00 on Sunday, 7 June will not be included in the conference bags.

  • Kindly note any items delivered directly to the venue before Sunday, 7 June will be refused by the venue.
  • Please coordinate the bag inserts delivery with Merkur – the official logistic agent.  Contact person:

For full shipping instructions, please click here

Recommended Delivery Option: Advance Warehouse
We strongly recommend shipping the inserts directly to advance warehouse in Germany. It has an additional cost but by doing so you make sure that the bag inserts arrive safely and on time at the venue.  
Advance warehouse address:
Merkur Expo Logistics GmbH
Warehouse
Im Steinigen Graben 7
DE – 63571 Gelnhausen
Germany

  • It is important to indicate on the boxes “PTCOG 64 – BAG INSERTS”.
    For your convenience, we have prepared a special label that should be attached to the boxes – click HERE . It will help us identify the box faster.
  • Deliveries to the advance warehouse should be coordinated in advance with Merkur. Contact person:  
    Gernot Iven  | E-mail:  iven@merkur-expo.com | Mobile: +49 (0) 175 5880290
  • Deadlines:
    Bag inserts should arrive at the advance warehouse no later than Monday, 01 June Deadline for pre-alert of your shipment to the warehouse is Friday, 29 May

Recommended Printer 
Please note that Kenes works with Creator Meeting Support for printing and ships via the Merkur Germany warehouse. We highly encourage you to use the same printer and shipping route to avoid any logistical delays.
Creator Meeting Support
Contact person: Jesse Simons
Email: info@creatormeetingsupport.com
Deadline for approving quotation and sharing final artwork: 14 May by 12:00
By selecting this option, your materials will be consolidated and delivered to the venue together with the main Kenes shipment. This is the most reliable method to ensure your inserts arrive safely and on time. Please note that while the shipment is consolidated, exhibitors remain responsible for the associated delivery and handling costs.

 Direct Deliveries to the Venue (NOT a good idea!)

Any deliveries made directly to the venue without going through Merkur, the official logistics agent, will be at the sender’s own risk.
If inserts do not arrive on time or are mislaid, the organizers and official logistics agent will not take any responsibility.
Kindly note any items delivered directly to the venue before Sunday, 7 June will be refused by the venue.
Supporters who choose to proceed with direct deliveries still need to contact Merkur and follow Merkur guidelines. Contact person:
Gernot Iven  | E-mail:  gernot.iven@merkur-expo.com | Mobile: +49 (0) 175 5880290
As previously mentioned, the inserts must arrive at the venue on Sunday, 7 June by 12:00. We start stuffing the bags on Sunday, June 9 at 12:00.
Inserts that will be delivered after 12:00 on Sunday, 7 June will not be included in the conference bags.