sponsorship manual€¦ · sponsorship categories will be granted according to the total amount of...

@PanlarLeague /panlarorg goo.gl/pIRXPp /company/panlar

www.congreso-panlar.com

Technical Secretariat

Venue: Miami, Estados UnidosHYATT REGENCY MIAMI

Date: 2-5 May 2020

SPONSORSHIP MANUAL

2 www.congreso-panlar.comSponsorship Manual PANLAR2020

[email protected] Miami, Estados Unidos · 2-5 May 2020

TABLE OF CONTENTS

General Information ................................................................................................................ 4

Committees .............................................................................................................................. 6

Previous Sponsors ...................................................................................................................... 7

Previous Congresses ................................................................................................................. 8

Categories and Benefits ........................................................................................................ 10

Symposium Slots ..................................................................................................................... 11

Sponsorship Opportunities List ............................................................................................... 12

What’s New! ........................................................................................................................... 13

Commercial Exhibition Plan .................................................................................................. 14

Reservation Procedure and Payment Information ............................................................. 15

Sponsorship and Commercial Exhibition Reservation Form ............................................... 16

Terms and Conditions ............................................................................................................ 17

Logistics ................................................................................................................................... 19


GENERAL INFORMATION

DATE AND VENUE2 to 5 May 2020

Venue:Miami, Estados Unidos

HYATT REGENCY MIAMI

PARTICIPANTSAround 2,500 specialists in rheumatology and other related specialties.

LANGUAGEOfficial languages of the Congress: Spanish, English, Portuguese.

INSURANCEAll attendees are strongly advised to arrange their own travel insurance and medical coverage.

ORGANIZED BY:The Pan American League of Associations of Rheumatology (PANLAR): founded in 1944, integrates rheumatology scientific societies, health professionals related to rheumatic conditions and rheuma-tic patient groups from all countries of the Americas.

The mission of PANLAR is to stimulate, promote and support research, prevention, treatment and rehabilitation of rheumatic conditions. The field of rheumatology includes the rheumatic affections of the connective tissue, locomotor apparatus and musculoskeletal system.


TECHNICAL SECRETARIAT

KENES GROUPEmail: [email protected] Web: www.congreso-panlar.com

Sponsorships & ExhibitionPaula SuárezEmail: [email protected] Registration & accommodation: [email protected]

Commercial Exhibition Hours*Saturday, May 2 – 03:00 pm to 10:30 pm

Sunday, May 3 – 09:00 am to 6:00 pm

Monday, May 4 – 09:00 am to 6:00 pm

Tuesday, May 5 – 09:00 am to 2:30 pm

Assembly of the Commercial Exhibition*Thursday, April 30 from 8 am to 8 pm and Friday May 1 from 8 am to 8 pm.

On the morning of Saturday, May 2nd, access will be granted to stands exclusively to finalize decoration, but not for assembly operations

Disassembly*Tuesday, May 5 from 6:00 pm to 12:00 pm

*Subject to change


COMMITTEES

President of the Congress: Luis R. Espinosa (USA)

President of the Scientific Committee: Gloria M. Vasquez (Colombia)

Coordinator of the Scientific Committee: Jose U. Scher (USA)

Representative of the Education Committee: Bernardo Pons-Estel (Argentina)

President of PANLAR: Enrique R. Soriano (Argentina)

Elected President of PANLAR: Carlos J. Lozada (USA)

Previous President: Carlo V. Caballero (Colombia)


PREVIOUS SPONSORS


PREVIOUS CONGRESSES

PANLAR 2012 - Punta Cana, República Dominicana

PANLAR 2014 - Punta del Este, Uruguay

PANLAR 2016 - Panamá City, Panamá

PANLAR 2018 - Buenos Aires, Argentina

PANLAR 2019 - Quito, Ecuador

Number of Sponsors

Number of Symposiums of the Industry


Number of Participanting Countries PANLAR 12-19


CATEGORIES AND BENEFITS

Sponsorship categories will be granted according to the total amount of the collaboration.

The following packages serve as guides and are subject to change since the items and benefits will be granted on a first come, first served basis, and are subject to availability.

The benefits will be directly related to the category to which you belong.

DIAMOND PLATINUM GOLD SILVER BRONZE

Package examples:

DIAMOND PLATINUM GOLD SILVER BRONZE

Plenary Session* 1 1Parallel Sessions Lunch* 1 1 1 1 1Stand 36m2 24m2 24m2 16m2 9m2

Full registrations 40 30 20 15 10Exhibitor badges 30 20 15 10 8Hospitality Suit 1 1Barcode scanners 2 2

Bag inserts 3 2 1 1 1Area of accreditationTranslationAppLanyardsPaper Blocks and pensMail to registered participantsAd in NLLogo on websiteLogo on every sponsors’ recognition materials

Items – up to the quantity per category as selected by the sponsor


Subject to availability / The items and benefits will be granted on a first come, first served basis.

*The sponsor has the obligation to cover the costs of registration, transportation and accommodation of the speakers and moderators of its sessions, even if they are part of the official program of the Congress.

**Catering not included

SYMPOSIUM SLOTS:*Timetables subject to change

SUNDAY, MAY 3 TYPE ROOM CAPACITY

13:00-14:00 Parallel session lunch Riverfront South 200 pax

Parallel session lunch Jasmine 200 pax

Parallel session lunch Hibiscus A 100 pax

17:00-18:00 PLENARY SESSION Regency Ballroom 1000 pax

MONDAY, MAY 4 TYPE ROOM CAPACITY



Parallel session lunch Hibiscus A 100 pax

17:00-18:00 PLENARY SESSION Regency Ballroom 1000 pax

TUESDAY, MAY 5 TYPE ROOM CAPACITY



Parallel session lunch Hibiscus 100 pax


Marking in lobby, stairs and display casesBussing

Room dropWebcastStreaming

Coffee BreakTranslation

Plenary SessionParallel Session

Area of accreditation + badgesBagsWi-fi

Marking in stairsInternet Corner

Registration Confirmation emailLanyards

AppHotel KeysCloakroomTwitter Wall

Hospitality SuitePaper blocks and pensParticipants World Map

Pocket ProgramAd in Newsletter

Mobile phone Charging Station (unit)Promotional email

Scientific Scholarship for Members of the SocietyLogo in NewsletterPush info on app

Bag inserts (price by unit)M2

Barcode scanners (price by unit)Registrations mediaExhibition badges

SPONSORSHIP OPPORTUNITIES LIST


Onsite electronic ad (A 40-50’ screen with still image, in case of having more than one, these will be screened in loop)

Meeting architecture: Make your session stand out with our meeting architecture consultancy service. Our expert can guide you on how to create a more attractive, dynamic session that encourages learning and the assistants’ participation

Slido: Electronic public voting system (price per session)

FTA session (First-Time Attendee session): This session aims to introduce the PANLAR Congress to participants who want to learn how to orient themselves in this meeting, make the most of the event and have fun getting to know fellow professionals. In addition, it will serve as a meeting point for participants who are attending PANLAR for the first time and the representatives of the different committees and the Board of Directors of the Society

Educational session for students: PANLAR wants to be an inclusive space paying special attention to future generations. That is why there is a session dedicated exclusively to students, residents and trainees. In this session, the participating labs will have the opportunity to present their products under development and their vision for the future of rheumatology. (20 minutes of speaking time)

Webcast pass: The content of the main sessions of the Congress will be recorded and offered on-demand, so that those who could not attend the Congress, or were in Miami but missed some sessions, can retrieve it. We offer the possibility of sponsoring the access to this content through the purchase of webcast passes. (3,000 passes)

Brain breaks (resting areas)

Light boxes

Door clings

Seating cube pods

WHAT’S NEW!


COMMERCIAL EXHIBITION PLAN

3x3

3x3

3x3

3x3

3x3

3x3

3x3

3x3

3x3

3x3

3x3 3x3 3x3

6x4

6x4

6x4

6x4

3x3 3x3 3x3

6x6

6x66x6

6x6

3x3

3x3

4x4

4x44x4

4x4

6 7 8 9 10 11 12 13 14

15

16

17

18

19

2021

22

23

24

25

26

27

28

29

30

5

4

3

2

1


RESERVATION PROCEDURE AND PAYMENT INFORMATIONThe prices established in this Sponsorship Manual do not include taxes.

Payment Terms: • 50% of the amount of the collaboration, must be paid upon receipt of the first invoice.

• The remaining 50% must be paid before the 15 March 2020

• All payments must be made before the start of the Congress

• In the event that the Sponsor has not completed the payment before the start of the Congress, the organizers will have the right to cancel its reservation, applying the corresponding cost ac-cording to the cancellation policy specified below.

Bank TransferBank fees will be borne by the sender.

*Only authorized account

Account Name PANLARAccount Number 1000160657564Bank SUN TRUSTSWIFT SNTRUS3ARouting Number 061000104

Reduction & Cancellation PolicyIn case of cancellation or reduction of Sponsorship, please write to the Sponsorship Department of Kenes Group:

Paula Suarez, [email protected] Penalties for cancellation/reduction will be as follows:

• 25% of the contracted package price if the cancellation/reduction is made before 1 January 2020.

• 50% of the contracted package price if the cancellation/reduction is made between 1 February and 1 March 2020.

• 100% of the contracted package price if the cancellation/reduction is made after 1 April 2020.


SPONSORSHIP AND COMMERCIAL EXHIBITION RESERVATION FORM Please complete and send to Paula Suarez: [email protected]

CONTACT NAME: ...............................................................................................................................................................

COMPANY: ..........................................................................................................................................................................

ADDRESS: ............................................................................................................ CITY: ......................................................

POSTAL CODE: ................................................................................................... COUNTRY: ............................................

TELEPHONE: ........................................................................................................ FAX: ......................................................

EMAIL: ................................................................................................................. CIF: ........................................................

I would like to reserve the following products:

SPONSORSHIPSPRODUCT TOTAL PRICE

Total (Please complete)

COMMERCIAL EXHIBITIONSELECTION Stand Number Only space/

modular standArea (m 2) Total price

Space #1

Space #2

Space #3

Total

Signature ................................................................... Date ............................................................................

We accept the terms and conditions described in this Sponsorship Manual and agree to abide by the recommendations for the participation of the industry in the Congress. I am authorized to sign this form on behalf of the applicant/company.


TERMS AND CONDITIONSAPPLICATION TO PARTICIPATEOnly applications that are received on the appropria-te forms duly completed and addressed to Kenes will be considered. The registration will be confirmed as space becomes available. Applicants will be informed in writing of the acceptance or rejection of their appli-cations. In the event of rejection, all payments will be refunded. In the event of acceptance, Exhibitors sha-ll be bound by the terms and conditions listed herein and/or in the brochure and/or any other contractual agreement between the parties.

OBLIGATIONS AND RIGHTS OF THE EXHIBITORRegistration implies full acceptance of the exhibition regulations by the Exhibitors. Any violation of these re-gulations may lead to immediate revocation of the ri-ght to participate in the Congress without compensa-tion or reimbursement of the amounts already paid or payment of damages to the Exhibitor.

By applying, the Exhibitor definitively and irrevoca-bly undertakes to occupy the assigned space and to maintain its facilities until the date and time defined for the closing of the event.

The Exhibitor can only present in his stand or space the materials, products or services described in the appli-cation to participate. Advertising by firms that are not registered as exhibitors is not permitted. The transfer or sublease of the assigned spaces, totally or partially, is forbidden.

OBLIGATIONS AND RIGHTS OF THE ORGANIZERThe Organizer undertakes to allocate the space to the Exhibitor according to the preferences indicated by the applicants. Applications will be considered on a first-come, first-served basis.

If absolutely necessary, the Organizer reserves the ri-ght to modify the distribution of the stands, without any obligation to compensate the Exhibitor. The Organizer reserves the right to offer any space that has not been occupied on the eve of the opening of the Congress to a different firm, without obligation to provide com-pensation to the Exhibitor who did not show up.

LIABILITIES / INSURANCEThe Organizer does not insure the equipment and display materials installed by the Exhibitor. Under no circumstances shall it be held liable for loss, damage or destruction caused to the Exhibitor’s equipment, goods or property. The Exhibitor assumes responsibility for its exhibited material, his employees and delegates and for any third part that can visit his space.

The Exhibitor shall indemnify and hold harmless the Or-ganizer, its suppliers, directors, employees, delegates and representatives, from any damage, loss, injury, cost, fine and complaint including all complaints and damages and those caused by fire and extending wi-thin a coverage policy contracted by the exhibitor, his partners, representatives related to materials, equi-pment, goods or properties exposed for the event by the Exhibitor.

The Exhibitor shall purchase insurance policies for the aforementioned damages.

The Organizer reserves the right to change the venue, dates and times of the Congress activities without liabi-lity to the Exhibitor for damages or losses resulting the-refrom. The exhibitor will be notified in writing as soon as changes have been made.

EXHIBITION REGULATIONSThe exhibition coordinator, acting under the direction of the Organizing Committee, has the final decision re-garding the acceptance of the display. The Exhibitors are prohibited from sharing the assigned space with others without written consent of the coordinator.

The Organizer reserves the right to alter the plan or limit the space assigned to each Exhibitor, postpone the ex-hibition or transfer it to another venue if circumstances require such action. In the event that any contingency prevents the holding of the exhibition, the Organizer is not responsible for the expenses incurred except the rental rates of the exhibition spaces.

Exhibitors and their equipment must not block aisles, obstruct neighboring stands or damage facilities or rented equipment. Exhibitors are requested to leave enough free space to ensure a good view of the su-rrounding stands.

Exhibitors are responsible for the cost of designing, ins-talling and shipping their exhibition items (and dismant-ling them) at the exhibition site.

The use of flammable materials is not permitted. The exposed equipment must be installed under strict sa-fety measures.

Exhibitors must comply with the designated schedule to complete the assembly of their stand before the opening of the exhibition and to dismantle it at the clo-sing of the exhibition. The stand shall not be dismantled or packed before the designated time. The exhibitor is responsible for packing and organizing the shipment of all the valuables before leaving the stand; otherwise the organizer will dismantle it under the risk and at the sole cost to the exhibitor.


Exhibitors are obliged to ensure that their stands are always staffed during exhibition hours.

Payments will be made according to the conditions contemplated in the prospectus or, if different, accep-ted in writing by the Organizer. If the Exhibitor does not make the payment on time, the Organizer is entitled to rescind the contract, suspend confirmation of accep-tance, use the space for another purpose or request compensation for breach of contract.

The participation of the Exhibitors is contingent upon compliance with all rules, regulations and conditions set forth herein.

Access to the exhibition is authorized upon presenta-tion of the accreditation issued by the Organizer. Exhi-bitor’s badges will not be sent in advance but will be handed out at the exhibition coordinator’s counter at the beginning of the exhibition.

The Organizer guarantees the daily cleaning of the co-rridors. Exhibitors assume responsibility for the cleaning of their stands.

The distribution of any type of catering by the Exhibitors to the participants will only be permitted provided that the catering rules of the exhibition site authorize it.

The Organizer is not responsible for the quality and/or quantity of the catering offered by the Exhibitor. The Exhibitor shall indemnify and hold harmless the Orga-nization, its suppliers, directors, employees, delegates and representatives from any liability, loss, complaint, action, proceeding, injury, demand, fee, fine, judg-ment, damage, cost and/or expense (including attor-neys’ fees) incurred by third parties as a result of the use or consumption of catering delivered by the Exhibitor.

Any exhibition or institutional activities must be limited to the stand space and must have the prior consent of the Organization. Panels and advertisements are not permitted outside the exhibition areas assigned to Ex-hibitors.

The areas and equipment made available to Exhibi-tors must be returned in their original state. In case of damage or loss of supplied equipment or damage to occupied areas, the exhibitor shall be responsible for the repair and replacement.

Any decoration or special installation must be presen-ted to the Organizer for prior authorization.

The Organizer will not approve stands that do not meet the accepted standards until the necessary changes have been made.

CODE OF GOOD PRACTICEThe Exhibitor/Sponsor is responsible for complying with the regulations of the local authorities, EFPIA (Euro-pean Federation of Pharmaceutical Industries and Associations) www.efpia.org, Eucomed (representing the medical-technological industry) http:// archive.eucomed.org, and IFPMA (International Federation of Pharmaceutical Manufacturers and Associations) www.ifpma.org Code of Practice on the Promotion of Medicines.

Non-compliance with these regulations could not be used as a basis for declaring the contract null and void. Failure to comply with these rules and regulations will not expose the Organization to lawsuits or demands by Exhibitor/Sponsor or third parties.


LOGISTICS

Merkur Expo Logistics GmbH is the Official Logistics Agent for the future Congress “PANLAR 2020” to be held from 2 to 5 May 2020 in Miami, United States.

We are pleased to announce the range of services for this event, which among other services inclu-des: Shipping (Import & Export), Custom Clearance, Transportation, Handling at Venue. All services will be supervised and managed by our team.

No other company will be authorized to deliver, operate or handle goods within the venue.

All shipments must be confirmed by Merkur Expo Logistics, otherwise you will not be able to access to the exhibition area.

Please do not hesitate to contact us for any questions regarding your shipment to PANLAR 2020.

The shipping instruction manual will be sent to all exhibitors shortly.

Contact InformationAlberto RubiñoProject ManagerMerkur Expo Logistics GmbHRheinstrasse 265760 EschbornTel.: + 49 (0) 6173 966 95 14Fax.: + 49 (0) 6173 966 95 29Cell: + 49 (0) 151 10313 721@ [email protected]

@PanlarLeague /panlarorg goo.gl/pIRXPp /company/panlar

www.congreso-panlar.com

Technical Secretariat

sponsorship manual€¦ · sponsorship categories will be granted according to the total amount of...

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