Login details to access the Portal will be sent to the company representative once the contract is signed.
The Portal enables exhibitors and supporters to:

• Submit company logo and profile
• Order lead retrieval (badge scanners)
• Order extra exhibitor badges
• Submit booth drawing (applicable “Space Only” booths)
• Submit lettering for Fascia sign (applicable for “Shell Scheme” booths)
• Submit other deliverables as per sponsorship agreement

Notes:

• One user per company – the login details will be sent to the contact person who signed the contract. This person is responsible for passing on the login details to any third party if needed.
• The contract holder will be charged with any purchase made by their employee, stand builder or agency, unless requested otherwise in writing.
• Access to all Portal services will be available only after submission of your company logo and profile.
• Please note that access to the portal allows the user to see information from previous transactions made by your company with Kenes Group.
• Only deliverables indicated in your contract, should be submitted via the Portal. Items that are 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.

Below are estimated deadlines. Updated deadlines will be as published in the Exhibition Technical Manual when available

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

We are pleased to offer you the “K-Lead” Application. Exhibitors 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’ full contact information with a quick scan of their badge.

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 per unit: 700 EUR (excluding 4% credit card charges fees, excluding VAT if applicable).

Device is NOT included!

Deadline: 2 weeks prior to the conference

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: 750 EUR

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 in the Exhibitor’s Portal https://exhibitorportal.kenes.com.
• 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 

• 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 the first 9 sqm booked, and one additional badge for each 9 sqm thereafter.
• Exhibitor badges allow free access to the exhibition area, refreshments served as indicated in the programme timetable and access to the Welcome Reception.
• Exhibitors with an Exhibitor Badge are not eligible to receive CME/CPD credits and will not appear in the World Map feature (List of participants).
• Exhibitor badges are generic and state the name of the company only, in order that they may be used interchangeably between staff members. Therefore, there is no need to submit individual names.
• Exhibitor badges can be collected at the registration desk on-site during registration opening hours (they will not be mailed in advance).
• Exhibitors are required to access the Exhibitor’s Portal and provide the name of the company they wish to be displayed on the badges (otherwise the company name as appear on your application form will be printed on the badge).
• Extra exhibitor badges may be purchased online through the Exhibitor’s Portal, at additional cost. Companies may purchase a maximum number of exhibitor badges as follows:
  • Booths of up to 60sqm – 15 exhibitor badges
  • Booths larger than 60sqm – 25 exhibitor badges

Notes:

• Deadline for ordering additional exhibitor badges via the exhibitor portal: 2 weeks prior to the event.
• Please make sure that your company profile has been submitted via the Exhibitor’s Portal before placing an order.

All company representatives are required to wear exhibitor badges to access the exhibition. Company representatives not wearing their badges will not be allowed to access the exhibition. Exhibitor badges are for the use of company personnel manning the booth and should not be used to bring visitors to the exhibition.

Exhibitors using independent contractors are required to submit the following for approval 6 weeks prior to the event.

• A scaled drawing (scaled 1:200 DWG), including elevation views of the proposed booth to be built.
• Electrical connections – a list of all appliances.
• Other utility connections such as water and drainage are subject to availability and must be checked with the Exhibition Manager prior to submitting the designs.
• The name and contact details of their construction company.

Please submit the files through the Kenes Exhibitor’s Portal: https://exhibitorportal.kenes.com.

Design Guidelines:

• All exhibits are to be displayed to avoid blocking aisles, obstructing adjoining booths, or damaging the premises.
  Exhibition material that is placed outside the booth will be removed at the exhibitor’s expense.
• Exhibitors are kindly requested to allow sufficient see-through areas that ensure clear views of surrounding exhibits. Entire sideway walls will not be approved.
• Island booths should be partly accessible on all “open” sides. We try to keep the exhibition as open and inviting as possible. Wall construction alongside aisle is allowed but max 1/3 of side to side may be covered.
• Construction finish must be perfect in all the booth’s visible areas, including rear sides.
• Raised floor/platform: please note that if your booth has a platform higher than 4.5 cm, you are required to provide a ramp for handicapped access. The platform sides must be closed and finished neatly. The platform edges must be safe, secured and easily visible.
• All structural back walls of adjacent booths must be properly decorated. Back Walls (reverse side) over 2.5m in height must be finished in white or grey (no wiring, no graphics, no logo).
• Advertising on the boundary with other booths is prohibited.
• A back wall of a booth (including shell scheme booths) cannot be used by other exhibitors.
• Multilevel structures are not permitted.
• Arches, bridges or similar construction connecting two or more booths are not permitted.
• The maximum building height will be published in the exhibition technical manual.
• Information regarding ceiling rigging will be published in the exhibition technical manual.
• Special care must be taken to ensure that the visitors will be inside the booth and not standing in the aisle. For example:
  • Screens or any kind of equipment to be shown or demonstrated may not be placed directly on the edge of the stand contracted in order to ensure that the visitor viewing the screens/equipment will be inside the booth and not blocking aisle traffic.
  • Any counter, desk etc. or device (i-pads, touch screens etc.) which attract visitors may not be placed immediately at the borders of the booth facing the aisles (there should be a reasonable distance from the edge of the booth)
  • Coffee bars or other F&B-stations must be inside the booth area to ensure that the visitors are standing and queuing up inside the booth area and not standing in the aisle

• All basic shell scheme booths will be designed and built by the official stand contractor.
• Exhibitors are not allowed to make any alterations to the structure of the booths or remove any integral parts from the booths. Exhibitors wishing to remove or change the location of any standard equipment within the shell scheme booth should indicate clearly on the location plan and forward it together with clear instructions to the official stand contractor and the Exhibition Manager 4 weeks prior to the event.   
• No free-standing stand-fitting or display(s) may exceed the height of the shell scheme structure or extend beyond the boundaries of your booth. This includes company names, advertising materials, flags and logos provided by the exhibitor.
• It is not allowed under any circumstances to cut, nail or drill into or through the walls, facia, floor or ceiling.
• Please do not use any adhesive products that may leave marks or cause damage to the panels and booth structure. Booth must be returned in the same condition in which it was received. Any damage to booth structure will be invoiced to the exhibitor.
• No painting is allowed; no usage of nails or screws.
• Double sided tape can be used to affix lightweight items as long as it does not leave mark or cause damage to the panels and booth structure. Velcro can be used as well (male & female).
• It is possible to use fishing line (nylon) to hang pictures etc.
• An exhibitor occupying a booth at the corner can request to close the additional side(s). If the official stand contractor and the Exhibition Manager is not being notified in writing 4 weeks prior to the event, it will be assumed that the exhibitor will have opening on the additional side(s).
• A back wall of a booth (any booth type) cannot be used by other exhibitors.
• Excess stock, literature or packing cases may not be stored on, around or behind booths, unless contained within a lockable storeroom.

Maximum of 21 characters (including spaces) may be written on your fascia (applicable for a 9 sqm booths).
Please submit lettering for fascia via the Exhibitor’s Portal no later than 4 weeks prior to the event.
If you wish to print your company logo on the board, instead of your company name or in addition to the name, this can be ordered at additional cost via the official stand contractor.
If text for your fascia is not received by the official deadline, we will provide you with a fascia title as per your application form.

The organiser will arrange for general cleaning of the exhibition premises prior to the opening of exhibition and daily prior to opening thereafter (excluding exhibit booths and displays).
Daily booth cleaning can be ordered directly with the official supplier.

Complimentary Wi-Fi will be provided by the meeting during official meeting 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 booth (for example: product demonstrations), we strongly recommend ordering a dedicated internet connection for your booth (wireless or wired connection) to guarantee a consistent internet connection inclusive of technical support.
Wired internet and Wi-Fi connection may be ordered through Kenes 4 weeks prior to the event.
Please contact the Exhibition Manager.

Important:

• Please be advised private Wi-Fi networks installations in the booth are not allowed.
• The venue and the organiser reserve the rights to discontinue any activity which interfere with the hall Wi-Fi coverage. 
• 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.
• The exhibitor is responsible for following legal, ethical, moral and generally accepted internet and e‐mail conduct when communicating across the meeting’s network. The venue reserves the right to disconnect and/or limit a user’s right to or use of the network if rules and conditions are not respected.

• Please do not leave any bags, boxes, suitcases or any type of product unattended at any time, whether inside or outside the exhibition area.
• Neither the venue nor the organiser can accept responsibility for the security of the booths and their contents. The venue as well as the organiser are not liable for any possible loss, theft and/or damage occurred during the rental period of any private property or goods. Exhibitors are fully responsible for the security of their booth and equipment.
• If you wish to hire security for your booth, this can be done via the venue.

The venue exclusively offers food, beverage and catering services.

Absolutely no food or beverage from outside the venue is allowed into the premises without prior written approval from the venue. This includes bottled water.
Exhibitors who wish to order food and beverages for their booth are welcome to do so directly with the venue.

The exhibitor should consider the space available on the booth to store and display the requested deliveries.

For ordering waste removal please contact the venue directly.

Short-term storage of materials left over after assembly (empty boxes, crates, cases, palettes etc.) should be coordinated with the official logistic agent (payable service).
Under no circumstances may packing materials of any kind be left in the aisles, on the booths, around or behind the booths.
Please contact the official logistic agent with information on sizes and number of parcels, size and storage period.
Shipments sent directly to the venue prior to the set-up period, will be refused by the venue.
Once the event & dismantling are over, the venue shall not be held responsible for the safekeeping and/or storage of any items left in the building. If the venue takes care of the removal of these items, it will be charged to the exhibitor.

Coming soon.

The delivery and removal of materials and goods for the exhibition booths is allowed only by the official freight forwarder.

Please be advised that neither the organiser nor the venue can accept deliveries on an exhibitor’s behalf and arrangements must be made for a stand/company representative to be available when deliveries are made.

Deliveries may not be made prior to the first set-up day. Any deliveries prior to this date, or off the official working hours, will not be accepted. Please refer to the Shipping Instructions for the deliveries address.

As a courtesy to the delegates and your fellow exhibitors, deliveries or the removal of any equipment to/from booth must be made 30 minutes before or after exhibition opening hours.