Industry Symposia Manual

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 exhibitor badges
• Order Lead retrieval (Badge scanners)
• Submit booth drawing (for “Space Only” booths)

To access the Portal, please click here.

Important Notes:

• The login details have been sent to the person who will be signing the contract. This person is responsible for sharing the login details with a third party if necessary.
• 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.
• Keep the Exhibitor’s Portal link together with your login information on hand for future reference.

*Please take in mind the punctuality for starting and finishing times, as the time for each session is limited.

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

Important information:

• Industry Supported Sessions are not included in main Conference CME/CPD credits.
• In order to support you in the best possible way, please share your plans and requirements with us. This information is invaluable for the success of your session. Please coordinate directly with the Industry Coordinator, Anna Toloeva at: aapostolova@kenes.com
• We recommend arriving early to set up the hall prior to the start of your session. A member of the Kenes Operational team will be available onsite should you need any assistance.
• Handouts are allowed to be distributed at the entrance to the Session Hall; however, it is NOT permitted to place material on the seats inside the hall.
• Printed tent cards placed on the head table are allowed and should be produced and provided by the supporter.
• We ask presenters to follow the time schedule precisely in order for the day’s events may run smoothly. The updated scientific program can be found on the ESPGHAN 2026 Meeting website

ESPGHAN 2026 will not cover Industry session(s) speaker expenses.

As indicated in the sponsorship agreement, the supporting company, in addition to the support fee, must cover all speakers’ expenses, including registration fees, accommodation and travel expenses. This also applies in the case where the Sponsored Symposium speakers have already been invited by the Conference.

• Catering is exclusive to Messukeskus and should be ordered in advance. Supporters who wish to order food and beverages for their symposium, meeting/hospitality room or exhibition booth, are welcome to do so directly with them.
• Food and drinks are allowed to be taken into the symposium halls (excluded hot dishes).
• Please note that an additional charge will be applied for cleaning the hall immediately following the session.
• Deadline for orders: Friday, 25th April
• Please foresee a break following the symposium of at least 30 minutes to clean the hall.
• If you are planning to have catering together with the symposium, it is recommended to indicate in all publications that lunch/refreshment will be served as long this is not contradicting the supporter’s internal compliance poliIf you are planning to have catering together with the symposium, it is recommended to indicate in all publications that lunch/refreshment will be served as long this is not contradicting the supporter’s internal compliance poli

All stage change requests must be communicated in advance with the Industry Coordinators to ensure that there is sufficient time between sessions for implementation.

Symposium Stage set up deadline: Friday, 18 April (No changes will be accepted after this date.)

Please note that the head table will be branded with the General Meeting branding.

Please note that Messukeskus hold exclusivity on providing branding services.

* If you are interested to have your own company branding for the head table, please contact Messukeskus: graphics@messukeskus.com

They will be able to propose to you a signage that will be attached to the meeting branding in the way that it won’t be damaged. The reason is that the Annual Meeting branding cannot be removed as it can be easily damaged.

For Guidelines, please Click Here.

The deadline for submitting files: Monday, 14th April

EXHIBITION TIMETABLE

The timetable is subject to possible changes in accordance with the scientific program.

Important Information

• Empty crates and packaging material must be removed after set-up and no later than Saturday, June 7 at 19:00. All aisles must be clear of exhibits and packaging materials to enable cleaning at all times
• Please note that participants will be walking through the Exhibition Area to reach the activities area which will be active before and after the Exhibition Opening Hours.
• Therefore, please do not leave any visible valuable articles at your booth. In addition, please consider hiring extra security for your booth after Exhibition Operating Hours. ISAKOS, the Congress organizer or the venue will not take any responsibility.
• Dismantling of the booths before the official closing of the exhibition is not permitted.
• It is the exhibitor’s responsibility to dispose of all materials after dismantling.
• Any equipment, display aid or other material left behind after Wednesday, June 11, at 17:00 will be considered discarded and abandoned.
• Any charges incurred for waste removal will be sent to the exhibitor.
• To ensure all exhibitor materials are removed from the exhibit facility by the Exhibitor Move-Out deadline, please have all carriers check-in by Wednesday, June 11, at 17:30. In the event your selected carrier fails to show on final move-out day, Merkur reserves the right to re-route your freight onto another carrier.
• The exhibitors and all companies contracted by them are responsible for operating following the regulations on their booth area.
• Construction and dismantling work may only be carried out in compliance with all applicable occupational safety and accident prevention regulation. Exhibitors/ customers and all companies contracted by them must ensure that no other persons present on the site are endangered during construction and dismantling work.

Welcome Reception at The Exhibition Area

You are cordially invited to the Welcome Reception that will take place in the Exhibition Area on Sunday, June 8 , from 17:30-19:00.

Exhibitors are asked to please attend their booths during this time in the Exhibition Area.

Exhibitors must receive permission to hold any educational or social event (of any kind) taking place in Munich, Germany during the ISAKOS Congress dates (June 8–11, 2025).

Please complete the Exhibitor Activities form and inform about your activity to the Exhibition Manager, Elianne Baran Ganot at: eganot@kenes.com by March 31, 2025.

It is the responsibility of the exhibitor to ensure that all company personnel or third-party agents that are involved in meeting or travel arrangements are aware of and adhere to the ISAKOS rules and regulations contained in the ISAKOS Exhibition Manual.

We strongly recommend scheduling a technical rehearsal in the hall itself and testing the Presentations during that rehearsal. Please make arrangements directly with the Conference Audio Visual Coordinator, Mike Perchig at: nest@nest-av.com. A 20-minute technical rehearsal is offered free of charge; however additional charges may apply, depending on hall availability, rehearsal requirements and overtime of the technicians.

Important Note for Macintosh Users

 Exhibitor Representative Badge

• Each exhibiting company is entitled to free exhibitor badges. The amount of free exhibitor badges is stated in your contract and determined by your booth size.
• Two exhibitor badges will be given for each 9 sqm booked.
• Any additional exhibitors will be charged an exhibitor registration fee, as follows:
  

  € 949	(January 1-March 31, 2025)
  € 1149	(After March 31, 2025)

Additional badges can be ordered by loging-in via the Companies and Exhibitors portal on myCongress: https://isakos.com/Login/Munich-2025

If you need any assistance, please contact us at:  reg_isakos25@kenes.com

All personnel are required to wear badges to access the Exhibition. 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 manning purposes and should not be used by companies to bring visitors to the Exhibition.

Exhibitor badges will not be mailed in advance and may be collected from the onsite registration area, from June 7, at 12:00

Session supporters have the option to create signage promoting their symposium according to the below guidelines.
The session signage is optional and should be produced by the supporter.
Please make sure to follow the guidelines specified at the beginning of this section.

Session Hall Signage

Self-Standing Sign at the Entrance
1 x free standing vertical sign can be placed at the entrance of the session hall 15 minutes prior to the session published start time. Maximum dimensions: 85cm wide x 200cm high.
Please make sure to indicate the following disclosure on the sign: This session is not included in main event CME/CPD credits.

Stage Banners

• 1 x free standing vertical sign to be placed on/next to the stage. Maximum dimensions: 150cm wide x 250cm high.
• 1 x horizontal sign placed in front the head table facing audience. For more information, please refer to Section: Session Halls Onsite.
• 1 x vertical sign placed in front of the speakers’ lectern facing audience (except in Ballroom 4 which will have a digital lectern). For more information, please refer to Section: Session Halls Onsite.
• In addition to the above, in Ballroom 4 it will be possible to digitally brand the Panoramic screen. For more information, please refer to Section: Audio-Visual (AV) Equipment.

Signage in the Exhibition Area

Self-Standing Sign
The Supporter is entitled to place 1 x free standing vertical sign (85cm wide x 200cm high) advertising the Session on the day of the session only. The sign may be placed in the exhibition area during exhibition opening hours. Please liaise onsite with the Industry Coordinator and Exhibition Manager regarding exact time and location.

Notice:
Due to CME/CPD accreditation criteria, you may not place signage advertising your symposium in any other locations unless coordinated with Kenes staff onsite.
Please make sure to indicate the following disclosure on the sign: This session is not included in main event CME/CPD credits.

Wi-Fi

Free Wi-Fi will be available at the event venue. Please be aware that public Wi-Fi capacity is limited. Therefore, it is restricted to email and web browsing activity. Exclusive wired internet and Wi-Fi connection can be ordered through QSNCC:

QSNCC
QSNCC Services Order Form
For queries, please contact: Ms. Nichakul Phantunit: Nichakul.pha@qsncc.com | Tel: 099 246 9241
Deadline: Wednesday, October 1, 2025

Meeting Rooms / Hospitality Rooms

Supporters interested in renting a meeting room during IPVS 2025 should contact Industry Liaison & Sales, Mr. Sherwin Gentle: sgentle@kenes.com.

• AV is not included in the price and can be ordered from Conference AV coordinator.
  • Contact: Mike Perchig
  • E-mail:  nest@nest-av.com
  • Kindly specify the name of the Sponsor/Exhibitor when approaching and cc the Industry Coordinator dyosifova@kenes.com.
  • Deadline for AV orders: Wednesday, October 1.
• F&B is not included in the price and can be ordered directly from the exclusive Catering Agent.
  • QSNCC
  • Ms. Supatra Tantisammarak (Kob), Catering Sales Manager
  • E-mail: supatra.tan@qsncc.com | Tel : +66 (0) 2229 3305 | Phone : +66 (0)81 771 7730
  • Kindly specify the name of the Sponsor/Exhibitor, room and dates when approaching the caterer and cc the Industry Coordinator dyosifova@kenes.com.
• Meeting room setup changes: Please inform of the set-up you desire for the meeting room no later than September 21.

Waste Disposal

Please note that it is the supporter’s responsibility to leave the symposium session hall in a clean and tidy manner once your symposium has finished. Any items such as leaflets, banners, roll-ups must be removed from the hall at the end of your session. Any discarded waste, including promotional material, left behind will be removed by the Meeting organizers at the expense of the supporter concerned.  

Hostesses & Temporary Staff Hire

To hire hostesses for your session, please contact the recommended supplier:

BIC Events (Recommended supplier)
Order Form available here
Order Form in Word also available upon request
For queries, please contact:
Nadi Shin Thant (Nadi): info@bicevent.me

Deadline: September 20, 2025

Symposium Badges

Each supporter is entitled to up to 10 Symposium badges (for a 1-hour symposium) which allow access to the supporter’s symposium only (Individual names will not appear on the badges). Symposium badges can be collected 2 hours prior to the session from the Registration Desk and should be returned to the desk after the session ends.

K-Lead Application (no device is included)

What is K-Lead App

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

How does it work?

Exhibitors and supporters can download the “K-Lead” app onto their own smart phone or company 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 (Exact operational guidelines will be shared in due course).

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
• Ability to quickly scan delegates as they enter the session hall by using the “Quick Scan” function
• Application is available for download from Apple store or Google play: “K-Lead App”.

Cost

Cost per license – 700 EUR (4% credit card charges fees, excluding VAT if applicable) device is not included – Order deadline is May 1, 2025

How to place an order?

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

Login details to the Portal have already been sent to the primary contact listed in our system upon signing the sponsorship agreement.

Unlock the Power of K-Lead Plus: 

• Automated Follow-up Emails: Immediately after scanning, send personalized emails to every lead. Make every connection count without lifting a finger! 

• Tailored Email Customization: Craft the perfect message with customizable subject lines, email content, and signatures. Attach PDFs to add a polished, personal touch that stands out. 

• Timely Engagement: Say goodbye to the hassle of manual follow-ups. K-Lead Plus handles it by sending tailored emails right after each scan, keeping your brand top of mind. 

• Trackable Insights: Monitor how your emails perform with engagement metrics. Learn what works and refine your strategies for maximum impact, ensuring you’re always improving. 

• Compatibility: K-Lead Plus requires at least one K-Lead license purchased. 

Cost for K-Lead Plus: EUR 750 

Key Notes for K-Lead and K-Lead Plus: 

• Device Not Included: The application must be installed on your personal or company device (tablet/smartphone). 

• Reliable Data: Participant badge barcodes carry contact details as provided by registrants or their agencies. Note: Group registration may contain generalized information. 

• Content Responsibility: Information content is managed by the registrant or their agency, not Kenes Group or the Organizing Committee. 

• Easy Reservation: Secure your Wireless Barcode Reader by returning the completed credit card form. 

• GDPR Compliance: We’ve updated our privacy policy in compliance with GDPR. Your personal data won’t be shared without consent. Presenting your badge for scanning implies consent to share your details. 

• By purchasing the K-Lead and the K-Lead Plus, Exhibitors and Sponsors agree to Data Processing Agreement. 
•  

How to order K-Lead and K-Lead Plus? 

Please access the Exhibitor’s Portal https://exhibitorportal.kenes.com  

Maximize your Participant Experience – Use our innovative technologies for your Symposium

Kenes is proud to deliver a wide variety of quality onsite technology products and services.
We offer:

• Live Streaming and many more products designed for capturing and recording symposium content.
• Voting, Evaluations, and more products designed for increasing participant’s interaction during symposium sessions.
• Translation services for any language are available in two options. The conventional approach involves local interpreters and the use of headphone receivers. Alternatively, we offer a cutting-edge AI-powered solution. With this innovative method, participants can access live translations and captions seamlessly by scanning a QR code on their mobile phones.

We also provide tailor made customized solutions – contact us to make it happen!

PLEASE NOTE: All interactive product solutions are offered exclusively by Kenes Group.

Please contact us to discuss your needs and our relevant solutions.

Please submit your order by September 11. Orders received after the deadline will incur rush fees.

The Shipping Instructions include the following information:

• Shipping Instructions - Click here 
• Tariff and Handling - Click here
• Labels - Click here

Delivery & Logistic Services

Merkur 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, Merkur is the sole official agent to handle cargo inside the venue.

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.

Insurance of Goods

All cargo should be insured from point of origin.

Exhibition Goods and Display Materials

Please Note: All advanced shipments and deliveries to the Merkur warehouse, including by courier, must be coordinated with Merkur.

Shipping instructions and tariff coming soon.

Freight Handling & Customs Clearance Agent

Merkur Expo Logistics GmbH

Email: patricia.zintel@merkur-expo.com 

Name: Patricia Zintel

Tel: + 49 (0) 170 2229525

• Shipping Instructions -  Click here 
• Tariff and Handling - Click here
• Labels - Click here

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

Conference website:
https://espghancongress.org/

Venue:
Lille Grand Palais
 1 Bd des Cités Unies, 59777 Lille, France
https://www.lillegrandpalais.com/en/

Industry Coordinator
Anna Toloeva
Kenes Group
Email: aapostolova@kenes.com | Tel: +359889333347

Sponsorship and Exhibition Sales
Renata Gorinstein
Kenes Group
Email: rgorinstein@kenes.com | Tel: +41 22 908 0488 Ext: 601

Audio Visual Coordinator
Mike Perchig
E-mail: nest@nest-av.com

Product Marketing Coordinator
Olaya Espejo
Kenes Group
E-mail: oespejo@kenes.com

Melissa Gynesh
Kenes Group
Email: reg_espghan26@kenes.com 

Hotel Accommodation
Kenes Group
https://hotels.kenes.com/congress/ESPGHAN26

————————————————————————————-

Official Contractors:

Cleaning Services / Security / Internet Wired and Wi-Fi / Flowers & Plants

QSNCC

• QSNCC Services Order Form

For queries, please contact:
Ms. Nichakul Phantunit | E-mail: Nichakul.pha@qsncc.com | Tel: 099 246 9241

Hostesses

BIC Events
Recommended supplier

• BIC Events Order Form

Order Form in Word also available upon request
For questions and inquiries, please contact:
Nadi Shin Thant (Nadi)
E-mail: info@bicevent.me

Catering Services

QSNCC
Exclusive Service

For questions and inquiries, please contact:
Diyana Yosifova
E-mail: dyosifova@kenes.com

Freight Handling & Customs Clearance Agent

DSV Fairs & Events Spain has been appointed the official forwarding agent and clearance agent for IPVS 2025.

• IPVS 2025 Shipping instructions

Contact Details:
Olimpia Rodrigalvarez:
E-mail: olimpia.rodrigalvarez@dsv.com | Office: +34 954325842 | Mobile +34 628930293
Lorena Perdomo:
E-mail: lorena.perdomo@dsv.com | Office: +34 930260837 | Mobile +34 627582484