Sponsors FAQ

1. Welcome for Sponsors and Exhibitors

The European Neuroendocrine Tumor Society (ENETS) welcomes exhibitors and sponsors to its 16th  Annual ENETS Conference. We expect approximately 1,500 participants at the 2019 conference, who represent every medical discipline related to the diagnosis and treatment of neuroendocrine tumor disease (NET) and include gastroenterology, oncology, endocrinology, nuclear medicine, pathology, radiology and surgery. Physicians, nurses and researchers alike attend ENETS Annual Conferences and thus the conference program has been designed to present the most current advances in NET disease research.

Please find below all necessary information for sponsors and exhibitors.

Please contact the ENETS office at info@enets.org for any further questions or requirements.

2. Annual Conference Participation - Statistics 2018

At the 15th Annual ENETS Conference 2018 participation amounted to over 1500 participants from 66 countries:

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3. Spanish and Catalan laws, regulations and ordinances

ENETS expects all exhibitors and sponsors to familiarize themselves with – and of course abide by – all current relevant Spanish and Catalan laws, regulations and ordinances governing the advertising of medicines to health professionals.

4. Use of the ENETS logo

ENETS does not loan out its logo for commercial purposes, including giveaways. If you have more questions related to this matter, please contact the ENETS Office.

In case ENETS has approved of loaning the ENETS logo, please read the ENETS logo branding guidelines:

https://enetsconference.org/enets_logo_branding.html

 

5. Satellite Symposia Invitations Approval by ENETS

Satellite Symposia sponsor organizers may include invitations (hard copy) in the conference participant bags, however, ENETS may not place the invitations in the same compartment as the scientific program. Due to UEMS - EACCME regulations, ENETS must label the Satellite Symposia as “industry - sponsored” in the second part of the program booklet and will place the hard copy in a designated folder also called ‘third party materials’.

The invitations must be approved by the nine members of the ENETS Executive Committee. The invitation prototype should be sent to the ENETS Office in Berlin no later than 4 January 2019. The invitations must be received on-site at the CCIB no later than Saturday, 2 March 2019 at 10:00, so as to be included into the conference bags.

Exhibitors are allowed to distribute brochures/advertisements and hang posters only in their stands. All forms of advertising outside the exhibitors’ stands are strictly forbidden.

6. Satellite Symposia Publicity

Symposia organizers are allowed to place event signs at the entrance of their own booth in the exhibition area.

Please note that UEMS-EACCME regulations do not allow ENETS to except event signs carrying the sponsor’s logo and placed outside of the symposia conference room entrances.
Symposia representatives may not circulate the conference area advertising the symposia, nor may they distribute invitations by leaving them scattered about the conference venue.

All invitations MUST be approved by the ENETS Executive Committee sent to the ENETS Office by 4 January 2019. After approval the invitations are to be sent in advance to the CCIB for inclusion in the conference bags by 2 March 2019, 10:00. For information, please contact info@enets.org.

7. Registration and material pick-up

Onsite Registration and material pickup is possible at the ENETS registration desk, ground floor, CCIB at the following dates and times:

Tuesday, 5 March 14:00 - 18:00 (Only pre-confirmed group pick-up)
Wednesday, 6 March 08:00 - 17:30
Thursday, 7 March 07:00 - 18:00
Friday, 8 March 08:00 - 16:00

 

 

8. Blackout times for ENETS 2019 ancillary meetings

Exhibitors and sponsors may not hold satellite events during the defined “blackout” times unless approved by ENETS. ENETS will strictly enforce this policy. The blackout times for ENETS 2018, which correspond to the conference program, are as follows:

Wednesday, 6 March TBA    
Thursday, 7 March TBA    
Friday, 8 March TBA    

ENETS also prohibits marketing research and marketing events from being conducted during the Annual Conference. ENETS encourages pharmaceutical companies to observe phRMA guidelines in determining how to interact with delegates at the Annual Conference. Specific questions related to marketing activities should be directed to the ENETS Office.

 

9. Shipping in advance / Delivery / Storage

The CCIB does not store materials for exhibitors on-site. Instead, all exhibitors needing to ship booth materials are required to contract with the freight forwarding company RESA International. The contact for this is Mr. Jorge Reina: operations@resainternacional.com. Phone: +34 93 233 4743. RESA will store the materials and then deliver them to the CCIB. Exhibitors are encouraged to ship all displays such that materials are on-site by Saturday, 2 March 2019, 10:00 for set-up.

In early February 2019 ENETS will ask all exhibitors to send their contact details with reference to shipping information and amount of materials they plan to send to the conference venue. All materials must be clearly marked ENETS ANNUAL CONFERENCE 2019 and all postage must be paid for.

Exhibition material arriving on 5 March 2019, when the booth is to be installed, must be unloaded in the exhibition zone in the presence of the consignee. Neither ENETS nor the CCIB will accept materials for installation, i.e. an exhibitor representative must be on hand for this.

Exhibitors will also be asked to identify the people who will be present during the conference exhibition. The exhibitor contact should present him- or herself at the conference registration area, on the ground floor of the CCIB, prior to installing the exhibit and to receive the exhibitor and crew badge(s). If your company is contracting with RESA for shipments to be picked up post-conference, all material to be shipped must be properly packed and labeled and all relevant dispatch documents must be filled out, before being given over to the conference reception area.

10. Special regulations

ENETS reserves the right to control and prohibit any exhibit or part of any exhibit that it considers unsuitable or not in keeping with the nature of the ENETS conference. Distribution of cards, advertisements or other commercial exhibit material is expressly prohibited in areas outside of the exhibit area. Exhibitors will not be allowed to use strolling advertisements nor are they to hold prize contests, either in the exhibit hall or in connection with the meeting. Megaphones or loud speakers are also prohibited. Exhibits cannot obstruct the view of other exhibits. The maximum allowed height is 3.50 m.

11. Food and Beverages

Registered exhibitors are entitled to food and beverages ordered and provided by ENETS during the coffee breaks and lunches. The CCIB does not allow conference organizers and, as such exhibitors or any third parties, to bring in food and beverages from outside the conference venue. Please contact info@enets.org for catering orders.

12. Security

Security, logistics, general cleaning and first aid services are covered by ENETS in the rental fee paid to the CCIB. These services are based on the conference timetable, conference set-up and dismantling times, the number of attendees, and the number of escalators used. If exhibitors wish additional services, these must be ordered directly via the project manager at the CCIB at stands@ccib.es.

13. Liability

ENETS requests and advises that exhibitors carry liability insurance. The CCIB bears no responsibility for any damage, to include theft, fire, water damage or leakage, breakage, destruction or civil liability.

14. Barcode Scanners

Exhibitors can rent barcode scanners for the conference, which can be used to read the name tags of delegates that visit your booth. The cost is € 200 (excluding VAT) for a three-day rental. To inquire about this service, please contact info@enets.org.

15. Advertisement on Memory Sticks

Should exhibitors wish to have advertisements loaded onto the memory sticks as a PDF (fee applies) handed out to all delegates in a folder named ‘Third Party Material’, the ENETS Office must receive the PDF advertisement by 4 January 2019.

16. Satellite Symposia Catering

Symposia organizers wishing to order catering for their event should contact account and event management: info@enets.org.

17. ENETS Categories of Sponsorship 2019

ENETS will provide different categories of sponsorship for the 16th Annual ENETS Conference 2019.

The categories are depicted here at a glance:

Category   Benefit
ENETS Conference App  

- Recognition of company logo on the ENETS App to participants

- Option for Platinum, Gold, Silver sponsorsa to have Satellite Symposium Program depicted

- The App will provide participants with everything they need to navigate the Conference on their smartphone or tablet

- Multiple sponsorship allowed

Abstract Booklet printing costs  

- Printing costs of abstract booklet, company logo on back cover

- One sponsor only

Tailor-made sponsorship packages    Please contact the ENETS Conference team for further details and send an email to info@enets.org

 

18. Important Deadlines and Dates for the 16th Annual ENETS Conference
01 September 2018 Online conference registration opens.
30 November 2018  Early registration fee expires (see ENETS website for details).
04 January 2019 Deadline for symposia invitations and advertisements (paper and PDF for USB sticks) to be sent to the ENETS Office for approval by the ENETS Executive Committee.
01 February 2019 Deadline to inform ENETS Office as to whether exhibitor will send advertising materials to be included in conference bags (fee applies).
01 February 2019 Deadline to request exhibit registration for conference.
01 February 2019    Deadline to send ENETS Office exhibitor shipment details and exhibitor names.
10 February 2019      Deadline to cancel exhibition without penalty.
11 February 2019   Registration fee payment deadline expires, no cancellation refunds beyond this date, no exceptions.
11 February 2019  Regular registration fee expires.
02 March 2019
10:00 is deadline to have exhibit or symposium advertising on-site at conference venue.
05 March 2019       Exhibit installation, 8:00 – 20:00
06 March 2019   

Exhibition hall is open, 8:00 – 18:00. Exhibitors have discretion as to when booths are staffed.

07 March 2019 Exhibition hall is open, 8:00 – 18:00. Exhibitors have discretion as to when booths are staffed.
08 March 2019               Exhibition hall is open, 8:00 – 16:00. Exhibitors have discretion as to when booths are staffed. Dismantling is scheduled from 16:30 and is open-end.