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)
• Submit individual names for badges and order extra exhibitor badges
• Submit booth drawing (for “Space Only” booths)/Fascia sign lettering (for “Shell Scheme” booths)

Link to access the Portal https://exhibitorportal.kenes.com

Notes:

• The login details has 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.

Kenes Contacts:

Conference Organizer
Kenes Group
Rue François-Versonnex 7
1207 Geneva, Switzerland
Tel:  +41 22 908 0488
E-mail: ests@kenes.com

Industry Coordinator and Exhibition Manager 
Yulia Rijinsky

Tel: +41 22 908 0488 Ext: 995 | E-mail: jrijinsky@kenes.com

Industry Liaison & Sales
Teresa Casillas Seoane
Tel: +41 22 908 0488 Ext: 544 | E-mail: tseoane@kenes.com

Hotel Accommodation
Liron Shraga
E-mail: lshraga@kenes.com
https://hotels.kenes.com/congress/ests25

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

Registration Specialist
Viktoria Georgieva
Tel: +41 22 908 0488 | E-mail: reg_ests25@kenes.com

Programme Coordinator
Joanne Katz
Tel: +41 22 908 0488 Ext: 920 | E-mail: jkatz@kenes.com

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

Contractors:

Catering
Hungexpo
Mr. Gergo KECSKEMETI 
Email: kecskemeti.gergo@hungexpo.hu 
Order Form

Catering Catalogue 

Onsite Logistic Agent, Material Handing & Customs Clearance Agent
Merkur Expo Logistics GmbH
Merkur Expo Logistics
Mrs Astrid Weitmann
Email: astrid.weitmann@merkur-expo.com
Merkur is the exclusive handler inside the venue.

Hostesses & Temporary Staff Hire
Hungexpo
Ms Frigyes NOVAK
Email: novak.frigyes@hungexpo.hu
Order Link for Hostesses & Temporary Staff Hire: (catalogue)

Graphics & Signage
Hungexpo
Order link -TBA

Supported Symposia

Product Theater Sessions

Important notes:

• 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 symposium. Please coordinate directly with the Industry Coordinator Yulia Rijinsky at: jrijinsky@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 onsite should you need any assistance.
• Handouts are allowed to be distributed at the entrance to the Symposium hall; however, it is NOT permitted to place material on the seats inside the hall. We encourage supporters to consider digital alternatives, minimizing paper waste.
• 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 for the day’s events may run smoothly. The updated scientific program can be found on the ESTS 2025 Conference Website.
• Blackout Policy: we respectfully request that all supporters (sponsors, exhibitors, special interest groups, and other stakeholders) comply with the conference blackout policy and refrain from holding organized meetings or events in parallel to the scientific program. Click here to view the conference program

• Catering is exclusive to Hungexpo and should be ordered in advance.
• Food and drinks are allowed to be taken into the symposium halls.
• Supporters who wish to order any Catering for their symposium or any food and beverages for their meeting/hospitality room are welcome to do so directly with Hungexpo Kindly contact Gergo KECSKEMETI  via kecskemeti.gergo@hungexpo.hu
• Catering Order Form
  
• Deadline: Monday, 21 April
  Orders received after the deadline will incur rush fees, subject to items availability
  
• If you are considering having catering during the symposium, please note that additional charges will be applied for cleaning the hall immediately following the session.
• Please take into consideration that lunch and refreshments will be served in the Exhibition Hall according to the Conference timetable (click here for the most updated timetable).
• 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 make arrangements 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, rehearsal requirements and overtime of the technicians.

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 AD/PD™ 2025 Conference.

Sponsored symposia will be recorded onsite and become available to be viewed ‘on-demand’ via the Unlok Online Platform after the Conference.

It takes us up to 72 hours to process the recording and send it to the supporter for review and approval before uploading to the virtual platform. Once approved, it takes us up to 24 hours to upload the recording to the virtual platform.

Product Theater sessions are onsite only – they are not recorded and not live-streamed.

If you wish to have the session also live streamed, for further information and costs, please contact Olaya Espejo at e-mail: oespejo@kenes.com

Please note that the head tables and lecterns in all symposium halls will be branded with the general Conference branding.

If you are interested to have your own company branding for the head table and lectern, note that this is optional and should be arranged in advance by the sponsoring company.

• Lectern in Hall A: Lectern in Hall XXX will be branded digitally at no extra cost, please contact the Audio-Visual Coordinator, Mr. Mike Perchig (nest@nest-av.com), in order to design the images according to the required resolution.
• Panoramic Screen in Hall XXX: Panoramic Screen in Hall A will be branded digitally at no extra cost, please contact the Audio-Visual Coordinator, Mr. Mike Perchig (nest@nest-av.com), in order to design the images according to the required resolution.
• Head tables in all symposium halls and lecterns in Halls XXX: exact dimensions and terms for branding will be shared in due course.

Please click on the links below for venue map:

Level 2 (Halls A and C)	Level 0 (Halls E and F)
Level 2 Overview	Level 0 Overview

Virtual tour – click HERE.

For technical specifications click HERE.

• Large front projection screen in the center, image of H7.5 X W16 meters approx. (see photo below)*.
• 2 x High-powered Data projectors (Main and back-up) to create the panoramic background image and to project the PowerPoint & Video images as picture-in-picture “windows” on the screen.
• Data/Video control system, including a seamless Data/Video switcher and all necessary cabling (opening picture-in-picture “windows” and adding titles of the speakers on the central screen, etc.).
• PTZ Robotic video camera, to capture the face of the speaker at the lectern for live close-circuit projection during presentations.
• 50” Confidence monitor in front of the head table, showing the same PowerPoint & Video images as projected in the large picture-in-picture “window” on the central screen.
• Countdown Timer monitor in front of the lectern, operated by the technicians at the AV Control desk.
• Laptop computer for PowerPoint presentations, including English version of Windows and Office, USB port, sound card – located at the lectern and networked to the Speakers’ Ready Room.
• Designed lectern with a Portrait 40″ Plasma screen installed in each front, facing the audience, projecting a PPT with the name of the speaker (see photo below)*.
• Laser pointer (as back-up, we recommend using the cursor of the laptop computer as a pointer).
• P.A. (sound) system, which covers the hall and the stage, including wired microphones for the head table, lectern and Questions & Answers with stands (floor/table), 1 wireless headset microphone and connection to sound from computers (mini PL plug) at the lectern.
• Audio monitors for the lectern and the head table.
• Lighting system, illuminating the lectern and the head table.
• Colorful Lighting on stage
• 4 x AV technicians to operate the above-mentioned systems.

For demonstration only (taken in other Venues)

For Sponsors’ Symposia being held in Hall A, the company “virtual” banners on the Panoramic screen and in front of the lectern will be projected.
Please contact the Audio-Visual Coordinator, Mr. Mike Perchig (e-mail: nest@nest-av.com), in order to design the images according to the required resolution.
The “virtual” banners can include the title of the Symposium and the name and logo of the Sponsor

AV for Halls XXXX

• Front projection screen, image of H3.4 X W6 meters approx. (16.9 ratio)
• 10000 a.l. Data projector, incl. all the required cabling, for projecting the PowerPoint on the screen.
• 42” Confidence monitor in front of the head table, showing the same image as projected on the main front projection screen.
• Countdown Timer monitor in front of the lectern, operated by the technicians at the AV Control desk.
• Laptop computer for PowerPoint presentations, including English version of Windows and Office, USB port, sound card – located at the lectern and networked to the Speakers’ Ready Room.
• Wireless PowerPoint advancer/clicker (we recommend using the cursor of the laptop computer as a pointer).
• P.A. (sound) system, which covers the hall and the stage, including wired microphones for the head table, lectern and Questions & Answers with stands (floor/table), 1 wireless headset microphone and connection to sound from computers (mini PL plug) at the lectern.
• Audio monitors for the lectern and the head table.
• Lighting system, illuminating the lectern and the head table.
• 2 x AV technicians to operate the above-mentioned systems.

AV for Hall XXX

• 2 x Front projection screens, image of H3.4 X W6 meters approx. (16.9 ratio)
• 2 x 10000 a.l. Data projector, incl. all the required cabling, for projecting the PowerPoint on the screen.
• 42” Confidence monitor in front of the head table, showing the same image as projected on the main front projection screen.
• Countdown Timer monitor in front of the lectern, operated by the technicians at the AV Control desk.
• Laptop computer for PowerPoint presentations, including English version of Windows and Office, USB port, sound card – located at the lectern and networked to the Speakers’ Ready Room.
• Wireless PowerPoint advancer/clicker (we recommend using the cursor of the laptop computer as a pointer).
• P.A. (sound) system, which covers the hall and the stage, including wired microphones for the head table, lectern and Questions & Answers with stands (floor/table), 1 wireless headset microphone and connection to sound from computers (mini PL plug) at the lectern.
• Audio monitors for the lectern and the head table.
• Lighting system, illuminating the lectern and the head table.
• 2 x AV technicians to operate the above-mentioned systems.

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 1 hour before the start of the symposium.

Please note that the Computers for the Presentations will be 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 symposium or as soon as you arrive at the Venue in the morning. Please make sure to check it with the technician in the symposium hall where your lecture is taking place, during a coffee or lunch break prior to your symposium, at least 30 minutes before the start of the symposium – even after checking it in the Speakers’ Ready Room.

Important Note for Macintosh Users

To use MAC presentations on the PC compatible conference 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 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 technical rehearsal is offered free of charge; however additional charges may apply, depending on hall availability, rehearsal requirements and overtime of the technicians.

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.

Symposium Hall Signage

Self-Standing Sign at the Entrance
1 x free standing vertical sign can be placed at the entrance of the symposium hall 30 minutes prior to the symposium 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 can be placed on/next to the stage. Maximum dimensions: 150cm wide x 250cm high.

Digital Lectern
In Hall A there will be a designed “digital” lectern (for dimensions, please refer to Section: Symposia Halls – Technical Details and Setup).
The “virtual” banner can include the title of the Symposium and the name and logo of the Sponsor.

Panoramic screen
In addition to the above, in Hall A it will be possible to digitally brand the Panoramic screen (for dimensions, 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 Symposium on the day of the symposium 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.

Symposium Badges

Each symposium organizer is entitled up to 10 Symposium badges which allow access to their Industry Session only. These badges will not display individual names.
Symposium badges will be prepared upon request only and can be collected at the Registration desk 2 hours prior to start of your Industry session. Symposium Badges needs to be returned to the Registration desk after the session has ended.

Wi-Fi

AD/PD will provide free Wi‐Fi access to all visitors, suitable for basic web browsing. Should you require an internet connection for your exhibition booth or meeting room, we would recommend ordering a wireless or wired connection, at an extra cost, to guarantee a high‐quality service inclusive of technical support.

For ordering Wired Connection and Dedicated Wi-Fi, please contact XXXX

• Please be advised that all WLAN networks will be created exclusively by the official Internet provider.
• The Organizers/Venue retain the right to shut down any WLAN networks created individually.
• Please be advised that creating private Wi‐Fi network at the booths or meeting rooms is not allowed.
• The Venue and the Organizers reserve the rights to discontinue any activity which interfere with the hall Wi‐Fi coverage.

If you have any questions related to the dedicated internet lines, please contact XXXX

Meeting Rooms / Hospitality Rooms

Supporters interested in renting a meeting room during ESTS 2025 Conference should contact Industry Liaison & Sales, Ms. Teresa Casillas Seoane <tseoane@kenes.com>

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.

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!
For more onsite products opportunities and price quotes – link will be shared in due course.

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 this conference.

Contact details:

Merkur Expo Logistics GmbH
Mrs Astrid Weitmann
Email: astrid.weitmann@merkur-expo.com

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, fork-lifting
• Storage of empty boxes and crates during the event
• Accessible storage for brochures and give-away items during the event

The shipping instructions at the end of this manual are provided to assist with your preparation for the correct and timely dispatch of materials to the conference. Please follow the instructions closely.
The shipping instructions include:

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

In order to follow up on 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:

1. Number of pieces (pallets, boxes, cartons, etc.)
2. Way of transport (road freight, courrier services, airfreight, ocean)
3. 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 on the “Tariff” section at the end of this manual. Handling rates are based on the incoming weight of shipments. Merkur must have 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-advise” form included in the shipping instructions.

Insurance of Goods

All cargo should be insured from point of origin.

To view the full ESTS 2025 Conference Shipping Instructions, including Tariffs, Material Handling please select the relevant links:

For shipping instructions  please CLICK HERE

For Tariff, please CLICK HERE 

For Label via Germany for Exhibition Goods, please CLICK HERE

For order form Warehouse shipment, please CLICK HERE   

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

Important: Shipping Labels must be attached to all boxes.