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 badges
• Order Lead retrieval App (Badge scanners application)
• Submit other deliverables as per contract

To access the Portal, please click here.

Important Notes:

• The login details have been sent to the person signing the contract. This person is responsible for passing on the login details to a 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.

Congress Organizer: Kenes Group & ISAKOS

ISAKOS Director of Development: Beverlee Galstan
E-mail: bgalstan@isakos.com

Industry Coordinator: Oana Giurgiu
Tel: +34 659 064 921| E-mail: ogiurgiu@kenes.com

Industry Liaison & Sales Associate: Victoria Eskenazi
Tel: +41 22 908 0488  | E-mail: veskenazi@kenes.com

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

Registrations: Niya Dimchevska
E-mail: reg_isakos25@kenes.com

Hotel Sales Manager: Anna Ivanova
E-mail: aivanova@kenes.com

Programme Logistics Coordinator: Hilary Merliner
E-mail: hilary@isakos.com

Contractors:

Internet/ WiFi (exclusive to ICM-International Congress center Messe München):
E-mail: ogiurgiu@kenes.com

Freight Handling & Onsite Logistic Agent: Merkur Expo Logistics GmbH
Ms. Patricia Zintel| E-mail: patricia.zintel@merkur-expo.com
Tel: + 49 (0) 170 2229525
Merkur is the exclusive handler inside the venue.

Cleaning Services
ICM- International Congress center Messe München
E-mail: icm-aussteller@messe-muenchen.de
Website: www.messe-muenchen.de / www.icm-muenchen.de
Web shop: Link will be available  3 months prior the event ( beginning of March)

Graphics & Signage: Atelier Gebhard
Tel: +49 89 949 24 975
E-mail: info@atelier-gebhard.de

Furniture rental: MEPLAN
Lena Kathke
Tel: +49 89 540 267 822
E-mail: lena.kathke@meplan.de
Website: www.meplan.com

Catering: Käfer Service GmbH
Tel: +49 89 94924 200
E-mail: messe.catering@feinkost-kaefer
Website: www.feinkost-kaefer.de
(catering exclusive to ICM-International Congress center Messe München)

Hostesses & Temporary Staff Hire: Colorbirds GmbH
Tel: +49 89 998209580
E-mail: info@colorbirds.de
Website: www.colorbirds.de

The Industry Sponsored Lunch Time Sessions schedule will be available 3 months prior to the event, aproximately.

*Timetable and halls are subject to change. The most updated timetable will be published on the Congress website.

The Industry Lunch Time lectures and workshops will be offered to all Congress attendees at no charge during each lunch break. As a sponsor, you will be provided a meeting room to present hands-on workshops, video demonstrations, and/or lectures of your choice.

Lunchtime workshops have increased in popularity allowing for maximum exposure and personal interaction with meeting attendees.

Important notes:

• Industry Symposia are not included in main Congress CME credit.
• 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 symposium. Please coordinate directly with the Industry Coordinator at ogiurgiu@kenes.com 
• We recommend arriving early to set up the hall prior to the start of your Symposium. A member of the Kenes Operational team will be available should you need any assistance. There is a 30 minute break between Educational Symposia and the start of Lunch Time Sessions. As a sponsor, you may use this time to set your room and to check in attendees.
• Handouts can be distributed at the entrance to the Symposium Hall at the start of the Lunch Time Sessions; however, it is NOT permitted to place material on the chairs inside the hall.
• Printed tent cards placed on the head table are allowed and should be produced and provided by supporter.
• We ask presenters to follow the time schedule precisely in order that the day’s events may run smoothly.

Affiliate Event of Function

Groups who wish to hold an event or function in conjunction with 15th Biennial ISAKOS Congress must secure approval from ISAKOS.  Completed Affiliate Event or Function Request Forms must be submitted to ISAKOS to ensure event dates/times do not conflict with ISAKOS programming.  Please review the Affiliate and Exhibitor Meeting Space Regulations for further details.

Please complete this Activity form and let us know about your activity by emailing the Industry Coordinator, Oana Giurgiu at: ogiurgiu@kenes.com by March 31, 2025

• Food and drinks are allowed to be taken into the symposium halls.
• Supporters who wish to order food and beverages for their meeting/hospitality room are welcome to do so directly with Käfer Service GmbH: Tel: +49 89 94924 200
  Email: messe.catering@feinkost-kaefer.de  / Website: www.feinkost-kaefer.de
• Catering is exclusive to Käfer Service GmbH, and should be ordered in advance.
• For Lunchtime sessions, ISAKOS will order boxed lunches based on the total number specified in this form. Boxed lunches are 35€/each. Price is inclusive of gratuity, taxes and service charges.  Sponsors will have the ability to increase/decrease order based on final registration numbers.
• Please note that additional charge might be applied for cleaning the hall immediately following the session.
• Please note that a 30-minute break has been built into the program, between Lunch Time Sessions and the start of educational sessions.  This break is mandatory per ACCME Guidelines and will be used to clean the halls.
• If you are planning to offer catering together with the symposium, it is recommended to indicate this in all publications (as long as it is in line with the supporter’s internal compliance policy.)

We strongly recommend scheduling a technical rehearsal in the hall itself and testing the Presentations during that rehearsal. Please plan directly with the conference Audio Visual Coordinator, Mike Perchig at: nest@nest-av.com

A technical rehearsal is offered free of charge; however additional charges may apply, depending on hall availability and rehearsal requirements and overtime of the technicians.

The Product Theater sessions will take place in the Exhibition Hall

Lectern Banner Dimensions: ·       66 cm W x 93,3 cm H ·       Self-branding of the lectern is not permitted ·       Signage exclusivity for Atelier Gebhard (for orders, please contact ogiurgiu@kenes.com)
Head Table dimensions in Room 14a, 14b and 14c: ·       3 tables of: 146 cm W x 75 cm H ·       Total table dimensions: 438 cm W x 75 cm H Dimensions for Head Table branding:  ·       145 cm W x 73 cm H ·       Self-branding of the head table is not permitted ·       Signage exclusivity for Atelier Gebhard (for orders, please contact ogiurgiu@kenes.com)

The general stage setting in halls: 14a, 14b, 14c, includes one speaker lectern and a head table accommodating up to 6 persons (total of 3 tables).

The general stage setting in halls: 13a, 12, 11, includes one speaker lectern and high tables & stools accommodating the number of speakers needed for each session. 

For alternative stage setting and/or different set-up, please contact the Industry Coordinator, Oana Giurgiu at ogiurgiu@kenes.com. All requests must be communicated in advance, and they are subject to approval from ISAKOS (may require additional incurred fees).

If you are interested to have your own company branding for the head table and lectern, note that this should be arranged in advance, through the Industry Coordinator, Oana Giurgiu, at ogiurgiu@kenes.com

AV Equipment Package included in the Industry Lunch Symposia halls will be soon available.
Meanwhile, please contact the Audio-Visual Coordinator, Mike Perchig at: nest@nest-av.com, for any query.

Presentations Upload Onsite
If you are using a PowerPoint presentation (or any other PC-based application), please note that you have to deliver it on a USB Memory stick to one of the technicians in the Speakers’ Ready Room as soon as you arrive at the Venue in the morning – and at least 2 hours before the start of the session.

Please note that the meeting computers at the lectern are supplied with Office 2019 (at least) and the native ratio of the projection on the screens in the halls is 16:9.
If you include video clips in your PowerPoint presentation, be sure to test it with the technician in the Speakers’ Ready Room at least 2 hours before the start of the session or as soon as you arrive at the venue in the morning. Please make sure to check it with the technician in the session hall where your lecture is taking place, during a coffee or lunch break prior to your session, at least 30 minutes before the start of the session – even after checking it in the Speakers’ Ready Room.

Important Note for Macintosh Users
To use MAC presentations on the PC compatible Meeting computer, please note that you need to prepare it according to the instructions below, before taking it to the speaker room:

• Convert it to PowerPoint or PDF. Use a common font, such as Arial, Times New Roman, Verdana etc. (Special characters might be changed to a default font on a PowerPoint-based PC).
• Insert the images as JPG files (and not TIF, PNG or PICT – these images will not be visible on a PowerPoint based PC).

Technical Rehearsal
As previously mentioned, we strongly recommend scheduling a technical rehearsal and testing the presentations during the rehearsal. A technical rehearsal is offered free of charge; however additional charges may apply, depending on hall availability, rehearsal requirements and overtime of the technicians. Please plan directly with the Audio Visual Coordinator, Mike Perchig at: nest@nest-av.com

Venue: ICM International Congress Center Messe München
Am Messese 6
81829 München/Germany
E-mail: icm-aussteller@messe-muenchen.de
Website: www.messe-muenchen.de / www.icm-muenchen.de

For ICM Virtual Tour please click here 

The Industry Lunch Time Symposia will take place in hall: TBA

Please submit the final Lunch Time Session Agenda by clicking here to fulfill all the information asked in the form, no later than Tuesday, April 8, 2025.

We kindly ask you to send the Speaker biography and photo, with the following specs, to the Industry Coordinator, Oana Giurgiu at: ogiurgiu@kenes.com

✓ Speaker Bio – up to 200 words.
✓ Speaker Photo – 180×240 px, JPG Format

In case of changes to your symposium title or program, please inform the Industry Coordinator, Oana Giurgiu at: ogiurgiu@kenes.com

If you wish to have special features at your session (Voting / ’Ask the Speaker’/ Evaluation etc), please contact our Product Marketing Team at jmeymar@kenes.com

Symposium Promotion
Due to accreditation criteria for this conference, the following rules must apply:

Guidelines to follow when creating your promotional items and content:

• ISAKOS 2025 logo should NOT be used in any promotional materials created by the supporter.
• Materials created by companies should NOT utilize the main event marketing look and feel, nor the banner.
• When promoting your symposium, please always indicate on any of your promotional materials: This session is not included in the main event CME/CPD credit
• When promoting your symposium, you are allowed ​to use the phrase: Official symposium of the 15th Biennial ISAKOS Congress 2025.
• When creating adverts for mobile app, program book and mailshots it is allowed to promote product, symposia, or company promotion. Only when promoting symposia please always indicate the following text inside: This session is not included in main event CME/CPD credit

Advertisement in the Mobile App
Supporters who are entitled to a mobile app advertisement, are kindly requested to submit the file via email to the Industry Coordinator, Oana Giurgiu at: ogiurgiu@kenes.com, no later than Tuesday, April 8, 2025

• For Event Banner advertisement: appears when clicking into the specific event in the ‘Events’ section of the Mobile App.

File format: PNG or JPG
Size: 1000px x 500px

• For Generic App Banner advertisement: appears at the bottom of the Mobile App in certain sections, like the Directory.

File format: PNG or JPG
Size: 480px x 50px (for smartphones)
          800px x 66px (for tablets)
Important: Please send the both size files and the URL (if) you wish to link to the advertisement.

Promotional Broadcast Email (Mailshot)
For supporters entitled to an promotional mailshot, as per their signed contract, kindly submit the files to the Industry Coordinator, Oana Giurgiu at: ogiurgiu@kenes.com, no later than Tuesday, April 8, 2025
Please send the HTML version of your mailshot and other relevant files together in a zip folder and send us everything, with the subject line text.
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 symposium, please include the following disclaimer: This session is not included in main event CME/CPD credits.
• It is not allowed to use ISAKOS logo. The conference banner will be added to the webmail’s header by Kenes.
• The “From” field will be “ISAKOS 2025 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.

Push Notification via Mobile App
For supporters entitled to push notification via the mobile app, as per their signed contract, kindly submit the text by Tuesday, April 22, 2025 via e-mail to the Industry Coordinator, Oana Giurgiu at ogiurgiu@kenes.com, according to below guidelines:

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

Important:

• Please specify your preferred date and time (Munich local time) when submitting the text.
• 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 conference website under “Interactive agenda” page (click here).
• Content is subject to the approval of ISAKOS.
• Please make sure to indicate company name either on the title or in the message body.

Kindly note:

• 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.

 Advert Inside the Final Program Book
Supporters entitled to an advert inside the final program as per their signed contract, are kindly asked to submit the file no later than Tuesday, April 8, 2025 by e-mail to the Industry Coordinator, Oana Giurgiu at: ogiurgiu@kenes.com

• PDF format, Press quality, CMYK only, Fonts and images embedded.
• Please be sure to leave an extra bleed of your artwork around the edge (bleed) to allow more leeway when the printer trims the pages.
• Dimensions:
  • 1. Folded: 8” W x 4” H (20cm W x 10cm H)
  • 2. Output: 100%
  • 3. CMYK
  • 4. Inks: 4/4
  • 5. bleed: .125″ (32mm)

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

1.  Session Hall Signage

Self-Standing Sign at the Entrance:
One stand-alone sign to be placed at the entrance of the session hall 15 minutes prior to the sessions published start time. Please make sure to indicate the following disclosure on the sign: This session is not included in main event CME/CPD credits. Dimensions: W85cm x H200cm

2.  Self-standing signage in the Exhibition Area
The Supporter is entitled to place one sign (W85cm x H200cm) advertising the Symposium 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.

Please make sure to remove the banner after the symposium.

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 inform if you will provide/order signage for your session (including head-table / lectern branding), until Thursday, May 29, 2025 via email to the Industry Coordinator, Oana Giurgiu at: ogiurgiu@kenes.com 

Internet / Wi-Fi
Wired internet and Wi-Fi connection is exclusive to Kenes – please contact us for placing your order. 
Should you require Wi-Fi or an internet line during your symposium, or in the meeting room, please contact the Industry Coordinator, Oana Giurgiu at: ogiurgiu@kenes.com
Complimentary Wi-Fi will be provided by the congress during official congress days at most areas.
This public Wi-Fi connection is limited for basic web browsing or checking emails. Should you have any internet-based feature/device/activity at your symposia or in your meeting room (for example: product demonstrations), we strongly recommend ordering a dedicated internet connection (wireless or wired connection) to guarantee a consistent internet connection inclusive of technical support.
Note regarding technical support: we will ensure that the service you purchased is functioning as it should, however we cannot troubleshoot or repair issues with client-provided equipment.

Meeting Rooms / Hospitality Rooms
Supporters interested in renting a meeting room during ISAKOS 2025 Congress, should contact the Industry Liaison & Sales, Victoria Eskenazi at: veskenazi@kenes.com

Parking
Cars up to 2 m height have the possibility to park in the Parkhaus West, on the days of the event, against costs. The traffic guide will be available 4 weeks before the Congress.
For normal cars (lower than 2m height), please consult the venue’s webpage Service partner | Messe München (messe-muenchen.de)

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

K-Lead Application (no device is included)
Lead Retrieval Wireless Barcode App Reader can be a helpful tool for receiving contact information about participants who attend your symposium. We are pleased to offer you the K-Lead Application. Supporters 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’ contact information with a quick scan of their badge.

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:

• Seamless Integration: Download directly to your device; no extra hardware needed.
• Effortless Scanning: Quickly scan attendee badges to capture leads.
• Customizable Notes: Add personal comments to each lead for better follow-up.
• “Quick Scan” Function: Ability to quickly scan delegates as they enter the symposium hall.
• Instant Access: Get real-time lead information for immediate engagement.
• Universal Compatibility: Download from the Apple Store or Google Play using “Kenes 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 (Onsite rate of EUR 850 will be applied for order received after above deadline).

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  

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

• 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!
For more onsite products opportunities and price quotes – Click Here

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

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

Please submit your order by  Tuesday, April 8, 2025. Orders received after the deadline will incur rush fees.

Kindly note that Merkur Expo Logistics GmbH is the sole official on-site agent nominated by Kenes Group to handle all in/out shipments arriving to ISAKOS 2025.
Contact details:
Merkur Expo Logistics GmbH
Patricia Zintel
Email: Patricia.Zintel@merkur-expo.com
Mobile: +49 (0) 170 222 9525

Shipping instructions and tariff coming soon

This document will assist with your preparation for the correct and timely dispatch of materials to the meeting. Please follow the instructions closely.

The shipping instructions includes:

• Shipping Instructions
• Tariff
• Material Handling Form
• Shipping Labels

Range of services:

• Transport, national or international.
• Temporary or permanent customs clearances
• Coordination of deliveries, delivery time slot management
• Unloading, delivery to the hall/exhibition-stand, forklifting
• Storage of empty boxes and crates during the event
• Accessible storage for brochures and give-away items during the event
• On-site assistance and supervision

In order to follow up your shipment and to confirm arrival on time, we kindly ask you to provide the official shipping agent with the following information prior to shipping:

• Number of pieces (pallets, boxes, cartons, )
• Way of transport (road freight, currier services, airfreight, ocean)
• Airway bill number

Supporters may choose to use their own services to deliver their goods to the venue door. However, no other company is permitted to deliver, operate, and handle goods inside the venue.

Merkur has the responsibility of receiving and handling all materials for a fee as published in the Shipping instructions. Handling rates are based on the incoming weight of shipments.
Merkur Expo Logistics must receive the payment before forwarding freight.
In order to receive a price quote for handling and to assure arrival of your materials, please be sure to complete the “Pre-advice” form included in the shipping instructions.

Insurance of Goods
All cargo should be insured from point of origin.
Please Note: All advanced shipments and deliveries to the Merkur warehouse, including by courier, must be coordinated with Merkur Expo Logistics.
For any questions/clarifications, please contact Merkur at: Patricia.Zintel@merkur-expo.com