Exhibitors’ Technical Manual

Exhibitors’ Technical Manual

Dear Exhibitor,

This Exhibitor Technical Manual contains valuable information designed to assist you in preparing for the ISPPD 2022 Exhibition.

The Exhibition will be held in conjunction with the 12th International Symposium on Pneumococci and Pneumococcal Diseases (ISPPD-12) which will take place 19-23 June 2022, at the Sheraton Centre Toronto Hotel, Canada.

The exhibition floor plan has been designed to maximize the exhibitor’s exposure to the delegates.

Please read all the information in this manual. 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, including your stand builder, as it contains useful information about the Symposium.

Exhibitors and Supporters Portal

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

  • Submit Company logo and profile
  • Order Lead retrieval (Badge scanners)
  • Order exhibitor badges
  • Submit booth drawing (for “Space Only” booths)
  • 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 third party if needed.
  • Access to all Portal services will be available only after submission of your company profile and logo.
  • Only deliverables as indicated in your contract, should be submitted via the Portal. Items not included in your contract will not be processed.
Submission of Exhibition Forms Deadlines Contact Person

Hotel Reservation for Staff

https://hotels.kenes.com/congress/ISPPD22

As soon as possible aivanova@kenes.com

Booth Construction and Fittings, Custom Rental Exhibits, Furniture Hire, Carpet, Graphic, Labour Installation & Dismantling, Stand Cleaning, Plants & Floral Arrangements – via GES online ordering portal in this link: https://ordering.ges.com/CA-00060932

 

 

Advanced Rate “Early Bird” until Friday, June 3

 

 

Electrical Power: here

Internet and Technology Services: here

Via ENCORE Global

 

A surcharge may be imposed on the basic rates for late orders. on-site orders may be subject to a surcharge. rudy.d’souza@encoreglobal.com
Designed Stand Approval – Via KENES Portal Friday, May 16th 

Via Kenes Exhibitor’s Portal: https://exhibitorportal.kenes.com

 

Exhibitor Badge Order, Lead Retrieval App- Via Exhibitors Portal

 

Monday, June 6th

 

 

Hostesses – Via Kenes

 

Monday, June 6th

 

ebelberova@kenes.com
 

Stand Catering & Beverage.

Exclusive Service

Access the Banquet Menu here

Access the Banquet Beverage here

To ensure availability of menu items, we encourage you

to place your order two (2) weeks prior to your scheduled

event.

melody.artounian@sheraton.com

EXHIBITION TIMETABLE

 

Set-up-only for “space only” stands Saturday, June 18 19:00 – 23:59
Set-up

Sunday, June 19

Space Only Stands

00:00 – 08:30

Sunday, June 19

Pipe & Drape Stands & Space only

quite decoration

08:30 – 16:00
 
           Opening Hours Sunday, June 19 17:45 – End of welcome reception
Monday, June 20 10:00 – 18:00
Tuesday, June 21 10:00 – 17:30
Wednesday, June 22 10:00 – 17:00
Dismantling / Breakdown Wednesday, June 22 18:00 – 23:59
  • The timetable is subject to changes in accordance with the scientific program
  • Updates to follow up in time
  • Dismantling of the stands before the official hour is not permitted.
  • All exhibitors should be in their Booth 30 minutes before the official opening hour.

PLEASE NOTE:

  • Important: as of 8:30am quiet set-up and decorations only will be allowed within the stand parameters due to sessions being held at the adjacent halls.
  • Empty crates and packaging material must be removed no later than Monday, June 19 at 08:30 to enable cleaning of the halls.
  • Any equipment, display aid or other material left behind on Wednesday, June 22, after 24:00 will be considered discarded and abandoned.

 

Opening Ceremony & Welcome Reception

You are kindly invited to the Opening Ceremony held in the Grand Ballroom East on Sunday, June 19, at 17:00, followed by a Welcome Reception in the Exhibition Hall.

Enjoy a light buffet and drinks in a relaxed environment with your friends and colleagues.

 

Closing Ceremony

The Closing Ceremony will be held in the Grand Ballroom East on Thursday, 23 June between 13:10-13:30.

 

Exhibition Floor Plan & List of Exhibitors

The floor plan has been designed to maximize the exhibitor’s exposure to the delegates.
For most updated floor plan, please click here.

For further information, pricing and booking form, please contact:
Mr. Sherwin Gentle – Industry Liaison & Sales Associate
Tel: +31 20 763 01 08
Email: sgentle@kenes.com

Exhibitor Badges

  • All Exhibitors are required to be registered and will receive a badge displaying the exhibiting company’s name. Individual participant names will not appear on badges and may be used interchangeably between staff members.
  • Two complementary exhibitor badges will be given for the first 100 SQF booked, and one additional for each 100 sqm thereafter. Any additional exhibitor badges will be charged an exhibitor registration fee of 275 USD.
  • To place an order of additional badges, please complete the form in the exhibitor’s portal. We will send you a link to the Exhibitors’ Portal, including your personal login details. Deadline for ordering badges: Monday, June 6th, 2022.
  • Exhibitors’ badges give free access to the exhibition area only, including refreshments for registered exhibitors.
  • Exhibitors wishing to attend the Scientific Sessions at ISPPD should register to the Meeting. Please check the website for registration fees: https://isppd.kenes.com/registration/

For any inquiry, regarding registration please contact: pzdravkova@kenes.com

  • All personnel are required to wear badges to access the venue. Company representatives not wearing their badges will not be allowed to access the exhibition.
  • Company name badges are for the use of company personnel for booth staff purposes only and should not be used by companies to bring visitors into the Exhibition.
  • Exhibitor’s badges will not be mailed in advance and may be collected at the Registration Desk on arrival.

Access to the Exhibition Hall During Set-up and Dismantling

There is no need for a special pass onsite for stand builders and exhibitors during set-up and dismantling times.

Visa Application

Canada does not have a visa office in every country, so it is important that delegates visit the website of the Canadian visa office responsible for processing their visa application.  Information is available on the website on how to submit a visa application and the documentation required.

Processing times for visa applications vary depending on the visa office and the time of the year.  Participants are encouraged to apply approximately 12 weeks in advance of their departure date to ensure they receive the visa in time.

Official letters of invitation

Official letters of invitation designed to help overcome administrative difficulties in certain countries will be sent on request. It must be understood that such letters do not represent a commitment on the part of the Organizing Committee or Symposium to provide any financial assistance. For an invitation letter, please send your request via the Contact Us page on the ISPPD 2022 website. Please make sure to send us your full name (as printed in your passport), full postal address and passport number. An official invitation letter will be created and sent to you by e-mail within 5-7 working days.

 

“K-Lead” Application – Barcode Scanner Application

Lead Retrieval systems are a helpful tool for receiving participants’ contact information when they visit your booth. The information obtained by lead retrieval system enables Exhibitors to enhance their database by securing valuable leads for further marketing and communication.

We are pleased to offer you the “K-Lead” Application: exhibitors can download the “K-Lead” app onto their own smart phone or tablet and transform their device into an instant, easy lead retrieval system and capture participants’ full contact information with a quick scan of their badge.

The advantages of the “K-Lead” application:

  • Effortless process using registration badge barcode.
  • Allows to immediately view the leads information.
  • Ability to insert exhibitor’s comments for each lead.
  • Application is available for download from Apple store or Google play: “K-Lead App”.
  • Cost per unit – USD 450 + VAT
  • Cost per unit + hardware – USD 650 + VAT


The Application should be installed on your company/personal device.
Operational information will be sent in due course.

To order “K-Lead” Application, please access the Exhibitor’s Portal https://exhibitorportal.kenes.com

Deadline: Monday, June 6th

Please note:

  • In light of the new data protection regulation recently enacted in Europe, Kenes Group has updated its privacy policy. You can view our updated privacy notice here.
    Kenes will not share delegate’s personal data with third parties without their consent.
    Please note that similarly to sharing a business card, presenting delegate badge for scanning at exhibition booths or industry symposia constitutes an expression of consent to share their personal details with the company that is scanning their badge so that it may contact them in the future.
  • Barcodes on delegate’s badges contain contact information as supplied by the delegate or the agency responsible for the registration process of the delegate. 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 Organising Committee is responsible for the content of the information.

Technical Information and Regulations for Space Only Booths

Exhibitors using independent contractors are required to submit the following for the organizer approval:

 

  1. A scaled drawing (scaled 1:200 DWG), including elevation views of the proposed Booth to be built.
  2. Utility connections: electrical, water and drainage – a list of all appliances
  3. The name and contact details of their construction company.

 

Please submit the files through the Kenes Exhibitor’s Portal: https://exhibitorportal.kenes.com Each exhibitor will be contacted with login details to access the Exhibitor’s Portal.

Deadline: Friday, May 16th 

  • All exhibits are to be displayed to avoid blocking aisles, obstructing adjoining stands, or damaging the premises.
  • Exhibitors are kindly requested to allow sufficient see-through areas that ensure clear views of surrounding exhibits.
  • Island Booths should be partly accessible on all “open” sides. Requests to be partially exempted from this rule should be submitted in writing to the Exhibition Manager
  • Construction finish must be perfect in all the stand’s visible areas, including rear sides.
  • Raised Floor/Platform – please refer to section “Hall Specifications and Important Technical Information”
  • Advertising on the boundary with other stands is prohibited.
  • Multilevel structures are not permitted.
  • Arches, bridges, or similar constructions connecting two or more Booths are not permitted.
  • For booth walls 3 m is the maximum high allowed.
  • Any part facing neighboring stands that is above 2.50 m in height needs to be designed with neutral surfaces (white or grey).
  • Ceiling Rigging is not permitted.

Kindly note:

•   The organizers will not approve booths that do not comply with the accepted standards until the necessary changes have been made.

•   Work cannot commence until the booth drawings are approved by the organizers.

Technical Information and Regulations for Pipe and Drapes Booth

To ensure the smooth and efficient installation and dismantling of your booth, an official Stand Builder has been appointed (See Section 6:  Official Contractors). Booth furniture and accessories are available for rent. Please refer to the online catalogue and order forms:

  • Each standard 10’x10′ blue drape booth package includes:
  • ✔ 8’ high back wall drape, 3’ high side wall drape
  • ✔ 1 – 6′ skirted table
  • ✔ 2 – Chairs
  • ✔ 1 – Wastebasket
  • ✔ 1 – Booth ID sign
  • ✔ Please note that the exhibit hall is carpeted.

Booth package does not include:

Electricity, lighting, and Stand cleaning

If you wish to print your logo on the board, instead of your company name or in addition to the name, this can be ordered at additional cost via GES.

Exhibition Area

The Exhibition will be held at Sheraton Halls A-F located on the Lower Level of the Sheraton Hotel.

Please note that the Lower Level is 2 levels below the ground level (Lobby).

Floor Finish: Carpet

Power supplies, network, and telephone cables, if ordered, will run into your stand via the floor.

Maximum floor load: 125 lbs/sq ft

Raised floor/ Platform

If you have floor platform at your booth higher than 4.5 cm, you are required to provide a ramp for handicapped access.

Build Regulations

Build-Up Height

The maximum building height for the top of all structure in the booths is 3 meters (subject to approval of booth plan).

Ceiling Hangings

Rigging is not permitted.

Partitions

Partitions overlooking neighboring stands must be smooth, plain, painted white or covered in white or grey wall fabric, without signs of any kind.

Openings onto aisles

Stand sides opening onto an aisle must have a minimal opening of 50%. Each open stand side must comply with this requirement. Decoration and installations must be designed to allow a full access to aisles and to avoid visibility troubles for neighboring stands as well as allowing a maximum amount of the visibility of the show through the stands. 

Stand boundaries

No items of decoration, furniture, signage, floor covering, or light fittings may project beyond the boundaries of the stand.

Signage/ Structure

By sign, the organizers mean an open-work superstructure featuring the exhibitor’s illuminated name or logo. Signs must be suspended from a sling or attached to the stand framework with a light frame.

The sign structure may not exceed a height of 3 meters from the ground and must be set back at least one meter from the edges of the stand.

Events, sound systems and illuminated signs

All forms of stand events and the distribution of advertising materials outside the stand boundaries are prohibited unless the exhibitor has prior authorization from the organizer.

Double Story Booths

Double-Decker stands on two level are not permitted.

Decorations

The following materials require prior authorization:

  • Helium balloons, glitter and confetti
  • Decals on floors, escalators, windows, walls and pillars.

Display / Drapes / Hangings

All decorations, drapes, signs, banners, acoustical materials, hay, straw, moss, split bamboo, plastic cloth, and similar decorative materials shall be flame retardant to the satisfaction of the Centre. Canvas, cloth, cardboard, leaves, or similar combustible materials shall be completely flame retardant. Oilcloth, tarpaper, sisal paper, nylon, and certain other plastic materials cannot be made flame retardant and hence, their use is prohibited. An Official Fire Resistance Certificate must accompany all materials.

For the SHERATON HOTEL EXHIBIT REGULATIONS click here

Electrical Power

Encore Global provides all electrical on an exclusive supplier basis.

For questions or to place your electrical order, please contact Encore Global directly.

Electrical Power: here

Internet and Technology Services

Encore Global provides all Internet and Technology Services on an exclusive supplier basis.

Please click here

Freight Delivery & Loading Dock

The loading dock is located at 100 Richmond Street West.

Parking

Parking at the hotel is valet parking at $55 per day plus tax with in and out privileges.

There is also Green P parking with direct access to the hotel  https://parking.greenp.com/carpark/36_110-queen-street-west-nathan-phillips-square-garage-reduced-parking-sept-to-dec/

Animals

Animals or pets are not permitted at the exhibit hall.

Hostesses & Temporary Staff Hire

GES offers a full range of services including professionally uniformed security, hosts, hostesses, models, crowd gathers, mascots and much more. Reilly can source the most unique and talented people across Canada who are perfect to staff your next event.

Refreshments

Coffee/Tea & Lunches will be served in the exhibit hall during official coffee breaks.

Security

The organizers will provide security guard services in the Exhibition Hall during closing hours.

Neither the organizers nor the Hotel can accept responsibility for security of the stands and their contents or damage to and theft of any goods. Exhibitors are responsible for the security of their stand and equipment.

Smoking Policy

Smoking is NOT PERMITTED anywhere inside the Hotel, including e-cigarette and vaporizing.

Stand Catering

The Sheraton Centre Toronto Hotel retains the exclusive right to provide, control and retain all food and beverage services throughout the facility for events.

All food and beverage items must be supplied and prepared by Sheraton Hotel Food & Beverage Department.

Access the Banquet Menu here

Access the Banquet Beverage here

Please contact Melody Artounian for further information:

Tel: 647 234 2594

Email: melody.artounian@sheraton.com

Stand Cleaning

The Organizers will arrange for general floor cleaning of the Exhibition premises (excluding exhibits and displays) prior to the opening of Exhibition and daily prior to opening thereafter.

Interior booth cleaning is available from the GES on an exclusive basis from our highly efficient Cleaning Services Department. Interior booth cleaning services include vacuuming, dusting, emptying wastebaskets and cleaning of tables. Additional exhibit booth cleaning options are available upon request. Please speak to one of our knowledgeable Exhibitor Services Representatives for further information.

Shipment to the Sheraton Centre Toronto Hotel

Delivery Restrictions: The Sheraton Centre Toronto Hotel cannot receive any exhibit material shipments prior to set-up days because of storage limitations.

Hotel receiving hours are 8:30am to 4:30pm, Monday through Friday.

For deliveries on weekends, please advise the Hotel Security at (416) 947-4955, ext. 4400.

Storage

Accessible storage during the Symposium – if you need accessible storage during the Symposium, please contact GES

Storage of empties – If you require the storage of empties, please contact GES.

Waste Removal

Exhibitors are responsible for the removal of all refuse/waste from the exhibition area.

Any discarded waste, including promotional material, left behind will be removed by the organizers at the expense of the exhibitor concerned.

For the SHERATON HOTEL EXHIBIT REGULATIONS click here

Orders via Kenes Portal

The following order forms are to be filled and submitted Via the Kenes Exhibitors Portal: https://exhibitorportal.kenes.com

Exhibitor Badges

Lead Retrieval App

Booth Plan & Details of Construction Company – for “Space only” booths

 

If you require any additional services which do not appear in this manual, please contact:

Ms. Elka Belberova
Tel: +41 22 908 0488 ext. 281

Email: ebelberova@kenes.com

Rules and RegulationsBinding for all exhibitors and their subcontractors

Build-Up & Dismantling Period

During the period of build-up and dismantling, it is prohibited to consume alcoholic beverages in the working area as well as to perform work under the influence of alcohol and drugs.

The Exhibitors and contractors are required to wear the necessary personal protective equipment such as safety footwear, protective helmets, eye protection, and hand protection required by the specific work activity.

Display / Drapes / Hangings

All decorations, drapes, signs, banners, acoustical materials, hay, straw, moss, split bamboo, plastic cloth, and similar decorative materials shall be flame retardant to the satisfaction of the Centre. Canvas, cloth, cardboard, leaves, or similar combustible materials shall be completely flame retardant. Oilcloth, tarpaper, sisal paper, nylon, and certain other plastic materials cannot be made flame retardant and hence, their use is prohibited. An Official Fire Resistance Certificate must accompany all materials.

Damage to the Building

Exhibitors are liable for all damage caused to floors, walls, and pillars during the installation, Exhibition, and dismantling periods. No adhesive stickers and fixtures of any kind are allowed on floors, walls, and pillars.

Disposal of Material

It is obligatory to collect and dispose of all material during the build-up or dismantling of the event.

When the dismantling period is over, the exhibitor loses any right to claim losses or damage to property left behind. Any costs incurred by the venue in removing this property will be charged to the exhibitor.

Hanging of Posters, Banners etc.                         

Hanging of posters, banners or decals, stickers or related items, on the walls, floors, ceilings, or pillars within or outside the installations of the venue are not allowed without a prior written authorization.

Insurance \ Liability

Protect yourself against theft and accidents – We recommend that you take out the necessary insurance

coverage for your own property, as this will not be covered by the Hotel insurance. The Hotel cannot be held liable for exhibitors’ property (private or company property), even in the case of simple theft.

Promotional Activities

All demonstrations or instructional activities must be confined to the limits of the Exhibition stand.

Advertising material and signs may not be distributed or displayed outside the exhibitor’s stands.

Sound equipment must be regulated and directed into the stand so that it does not disturb neighboring exhibits.

Exhibition Management reserves the right to require the exhibitor to discontinue any activity, noise, or music that is deemed objectionable.

Noise Control

The use or testing of any noise-generating equipment in any part or parts of the Licensed Area or elsewhere at the Center shall always not cause the maximum permitted noise level at 50dB (A) to be exceeded. Any exception to this shall be subject to prior approval from the Hotel.

Special Effects

Special effects lighting, live music, smoke and laser projection may not be used in the stands.

No permission will be given for projection in the aisles or on the walls of the hall.

Participation by exhibitors is dependent upon compliance with all rules, regulations and conditions stated herein.

For the SHERATON HOTEL EXHIBIT REGULATIONS click here

Delivery & Logistic Services

GES has been appointed the official forwarding agent and clearance agent for this Congress and offers the following services: customs clearance, delivery to the stand, freight forwarding, manpower & trolleys for un-loading/loading during build-up and dismantling, storage of empty crates, transportation to and from the Exhibition Hall.

For security, insurance, and efficiency reasons, GES is the sole official agent to handle cargo inside the Hotel.

Booth builders are prohibited from using trolleys during set-up and dismantling periods.

Kindly note that the official agent is the exclusive agent for move in and move out of the venue. Exhibitors and Booth builders are free to deliver their goods or to pick their goods up from outside the venue. Those who use their own facilities up to the venue are requested to coordinate their time schedule and unloading of their cargo into the venue with the official logistics agent.

Complete shipping Instructions found here: https://ordering.ges.com/CA-00060932/logistics

Kenes Group Contacts: 

Symposium Secretariat / Organizing Secretariat
Kenes Group
Rue François-Versonnex 7, 1207 Geneva, Switzerland
Tel: +41 22 908 0488
Site:  https://isppd.kenes.com/

 

Industry Liaison & Sales Associate
Sherwin Gentle
Tel: +31 20 763 01 08 | E-mail: sgentle@kenes.com 

Exhibition Managers & Industry Coordinator
Elka Belberova
Tel: +41 22 908 0488 Ext: 281 | E-mail: ebelberova@kenes.com

Registration Specialist
Polina Zdravkova
Tel: +41 22 9080488 Ext.279 | E-mail: pzdravkova@kenes.com

Hotel Specialist
Relitza Angelova
Tel: +41 22 9080488 Ext.292| E-mail: rangelova@kenes.com

Special hotel rates are available to the Symposium participants.

Please book online: https://hotels.kenes.com/congress/ISPPD22

————————————————————————————-

Official Contractors:

Booth Construction and Fittings, Custom Rental Exhibits, Furniture Hire, Carpet, Graphic, Labour Installation & Dismantling, Stand Cleaning, Plants & Floral Arrangements

GES – Exhibitor Services Department

Tel: 905 283 0500

Email: torontoexhibitorservices@ges.com  

Exhibitor Order Forms: https://e.ges.com/CA-00053363

 

Stand Catering & Beverage

Sheraton Hotel – Exclusive Services

Melody Artounian

Senior Events Manager

Tel: 647 234 2594

Email: melody.artounian@sheraton.com

Access the Banquet Menu here

Access the Banquet Beverage here

 

 

Electrical Power, Internet, Technology Services

ENCORE Global

Rudy D’Souza

Tel: 647 894 9783

Email: rudy.d’souza@encoreglobal.com

Electrical Power: here

Internet and Technology Services: here

 

Freight Handling and Onsite Logistic

GES – Customs & Logistics Department
Tel: 905.283.0500 or 1.877.437.4247
Email: torontocl@ges.com