Industry Symposia Manual

Exhibitors and Supporters Portal

Each supporter will receive an e-mail with login details to access the Portal. The Portal enables supporters to:

• Submit Company logo and profile
• Order Lead retrieval (Badge scanners)
• Order exhibitor badges
• Submit booth drawing (for “Space Only” 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. Items not included in your contract will not be processed

Kenes Group Contacts:

Conference Organizer
Kenes Group
Rue François-Versonnex 7
1207 Geneva, Switzerland
Contact us

Conference website:
https://ipvconference.org/

Venue:
Megaron Athens International Conference Centre

Address: Leoforos Vasilissis Sofias and Petrou Kokkali 1, Athina 115 21, Athens, Greece

View on Google Maps

Nearest Metro Station: Megaro Moussikis (Metro Line 3) is the nearest station, situated approximately 200 meters away (about a 2-minute walk).

Nearest Bus Stop: Νοσοκ. Αλεξανδρα (Alexandra Hospital) is the closest stop, located just 9 meters from the conference center.

Exhibition Manager & Industry Coordinator
Diyana Yosifova
Kenes Group
Email: dyosifova@kenes.com | Tel: +41 22 908 0488 Ext: 258

Sponsorship and Exhibition Sales
Sherwin Gentle
Kenes Group
Email: sgentle@kenes.com | Tel: +41 22 908 0488 Ext: 328

Audio Visual Coordinator
Androniki Nikolakopoulou
E-mail: anikol@vdl.gr

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

Registration
Angel Todorov
Kenes Group
Email: reg_ipvs26@kenes.com | Tel: +41 22 908 0488 Ext: 334

Hotel Accommodation
Kenes Group
https://hotels.kenes.com/congress/IPVC26

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Official Contractors:

Cleaning Services / Security / Internet Wired and Wi-Fi / Flowers & Plants

QSNCC

• QSNCC Services Order Form

For queries, please contact:
Ms. Nichakul Phantunit | E-mail: Nichakul.pha@qsncc.com | Tel: 099 246 9241

Hostesses

BIC Events
Recommended supplier

• BIC Events Order Form

Order Form in Word also available upon request
For questions and inquiries, please contact:
Nadi Shin Thant (Nadi)
E-mail: info@bicevent.me

Catering Services

QSNCC
Exclusive Service

For questions and inquiries, please contact:
Diyana Yosifova
E-mail: dyosifova@kenes.com

Freight Handling & Customs Clearance Agent

DSV Fairs & Events Spain has been appointed the official forwarding agent and clearance agent for IPVS 2025.

• IPVS 2025 Shipping instructions

Contact Details:
Olimpia Rodrigalvarez:
E-mail: olimpia.rodrigalvarez@dsv.com | Office: +34 954325842 | Mobile +34 628930293
Lorena Perdomo:
E-mail: lorena.perdomo@dsv.com | Office: +34 930260837 | Mobile +34 627582484

Initial information submission:
Due to compliance regulations, we are required to submit initial session information in advance. Therefore, please provide your session title(s) and speaker name(s) by July 29, 2026.

Final Agenda submission:
Please submit the final symposium program using the attached agenda format via email to the Industry Coordinator Diyana Yosifova at: dyosifova@kenes.com as early as possible and no later than 6 weeks prior to the conference.

Please note that the content, faculty, and program of the symposium is subject to the review and approval by the Organizers as done for the previous IPVS Conferences.

IPVS 2026 One Speaker Lecture Policy (Industry Speakers): A speaker may present in more than one Scientific (CME-accredited) session; however, they may participate in only one Industry-sponsored session. In other words, while the same speaker can give multiple lectures within the scientific program, they are not permitted to speak in more than one Industry session. Therefore, when inviting speakers, please verify that they have not already agreed to participate in another Industry-sponsored session.

The proposed program should include:

• Session Title (up to 110 characters including spaces)
• Session Description (up to 200 words. Hyperlinks can be included).
• Speaker Presentations Titles
• Timing – duration of each speaker presentation and full timing of the agenda
• Speaker/Moderator Full Name
• Speaker/ Moderator Country
• Speaker/ Moderator E-mail
• Speaker/ Moderator Affiliation (optional)
• Speaker/ Moderator Bio and Photo (please see specs below)

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 Conference.

• Catering is exclusive to the venue and should be ordered in advance.
• Supporters who wish to order any Catering for their symposium should contact the Industry coordinator Diyana Yosifova at dyosifova@kenes.com.   
• Deadline: September 24, 2025
  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.
• 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).

K-Lead Application (no device is included)

What is K-Lead App

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

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:

• Effortless process using registration badge barcode.
• Allows to immediately view the leads information.
• Ability to insert exhibitor’s comments for each lead
• Ability to quickly scan delegates as they enter the session hall by using the “Quick Scan” function
• Application is available for download from Apple store or Google play: “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

How to place an order?

To order “K-Lead” Application, please access the Exhibitor’s Portal https://exhibitorportal.kenes.com

Login details to the Portal have already been sent to the primary contact listed in our system upon signing the sponsorship agreement.

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  

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

If you are interested to have your own company branding for the head table or lectern, please contact the Industry Coordinator Diyana Yosifova at dyosifova@kenes.com to check the availability.

For alternative/additional arrangements please contact the Industry Coordinator at dyosifova@kenes.com.

All stage change requests must be communicated in advance with the Industry Coordinators to ensure that there is sufficient time between sessions for implementation.

All Session halls are located on Level 1 (QSNCC).

Floor plan, virtual tour and pictures are available on the following link:

https://www.qsncc.com/en/plan/venue-space/level-1/

AV Equipment Onsite for Banqueting Hall, IPVS 2026

Visual

• Panoramic Projection screen 9.8x7.2m (hanged)
• Projector 19.000 lumens
• Video control for the above projection system (all necessary equipment)
• Clicker / ppt advancer
• Timer on stage
• x2 Comfort monitors

Audio

• Full sound system for the hall + monitors
• x1 microphone on lectern
• x4 conference microphones for the panel
• x1 wireless headset mic
• x2 wireless handheld mics (for QnA)

Lighting

• Stage warm white lighting

Necessary technicians for the above systems

In house - built-in stage will be used.

If you have any AV related query, please contact directly the Conference Audio Visual Coordinator, Androniki Nikolakopoulou at: anikol@vdl.gr.

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, Androniki Nikolakopoulou at: anikol@vdl.gr. A 20-minute technical rehearsal is offered free of charge; however additional charges may apply, depending on hall availability, rehearsal requirements and overtime of the technicians.

Important Note for Macintosh Users

Important Note for Macintosh Users

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!

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

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

Please submit your order by September 11. Orders received after the deadline will incur rush fees.

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

Session Hall Signage

Self-Standing Sign at the Entrance
1 x free standing vertical sign can be placed at the entrance of the session hall 15 minutes prior to the session 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 to be placed on/next to the stage. Maximum dimensions: 150cm wide x 250cm high.
• 1 x horizontal sign placed in front the head table facing audience. For more information, please refer to Section: Session Halls Onsite.
• 1 x vertical sign placed in front of the speakers’ lectern facing audience (except in Ballroom 4 which will have a digital lectern). For more information, please refer to Section: Session Halls Onsite.
• In addition to the above, in Ballroom 4 it will be possible to digitally brand the Panoramic screen. For more information, 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 Session 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.

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.

Wi-Fi

Free Wi-Fi will be available at the event venue. Please be aware that public Wi-Fi capacity is limited. Therefore, it is restricted to email and web browsing activity. Exclusive wired internet and Wi-Fi connection can be ordered through QSNCC:

QSNCC
QSNCC Services Order Form
For queries, please contact: Ms. Nichakul Phantunit: Nichakul.pha@qsncc.com | Tel: 099 246 9241
Deadline: Wednesday, October 1, 2025

Meeting Rooms / Hospitality Rooms

Supporters interested in renting a meeting room during IPVS 2025 should contact Industry Liaison & Sales, Mr. Sherwin Gentle: sgentle@kenes.com.

• AV is not included in the price and can be ordered from Conference AV coordinator.
  • Contact: Mike Perchig
  • E-mail:  nest@nest-av.com
  • Kindly specify the name of the Sponsor/Exhibitor when approaching and cc the Industry Coordinator dyosifova@kenes.com.
  • Deadline for AV orders: Wednesday, October 1.
• F&B is not included in the price and can be ordered directly from the exclusive Catering Agent.
  • QSNCC
  • Ms. Supatra Tantisammarak (Kob), Catering Sales Manager
  • E-mail: supatra.tan@qsncc.com | Tel : +66 (0) 2229 3305 | Phone : +66 (0)81 771 7730
  • Kindly specify the name of the Sponsor/Exhibitor, room and dates when approaching the caterer and cc the Industry Coordinator dyosifova@kenes.com.
• Meeting room setup changes: Please inform of the set-up you desire for the meeting room no later than September 21.

Waste Disposal

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

Hostesses & Temporary Staff Hire

To hire hostesses for your session, please contact the recommended supplier:

BIC Events (Recommended supplier)
Order Form available here
Order Form in Word also available upon request
For queries, please contact:
Nadi Shin Thant (Nadi): info@bicevent.me

Deadline: September 20, 2025

Symposium Badges

Each supporter is entitled to up to 10 Symposium badges (for a 1-hour symposium) which allow access to the supporter’s symposium only (Individual names will not appear on the badges). Symposium badges can be collected 2 hours prior to the session from the Registration Desk and should be returned to the desk after the session ends.

Blackout Policy for Industry Events (Open to External HCPs)

Our blackout policy for industry events (open to external HCPs) ensures that they do not conflict with Plenary Sessions, Industry Symposia, IPVS social events, HPV Campaign Events, or the IPVS General Assembly (GA). These events are reserved for healthcare professionals attending the Conference.

Delivery & Logistic Services

IPVS 2025 Shipping instruction: available here

DSV Fairs & Events Spain has been appointed the official forwarding agent and clearance agent for IPVC 2025.

The Shipping instructions are designed to assist you with the movement of exhibits and stand materials for IPVS 2025.
Failure to comply with these instructions and deadlines, may cause unnecessary delays in handling / clearance and additional expenses being incurred.

For security, insurance, and efficiency reasons DSV is the exclusive agent nominated by the organizer for move in and move out handling of empties for the conference.
Exhibitors and booth builders are free to deliver their goods or to pick their goods up from outside the venue. Those who use their own facilities up to the venue are requested to coordinate their time schedule and unloading of their cargo into the venue with DSV.

Contact Details:

Before the event, all enquiries should be routed via:
Olimpia Rodrigalvarez:
olimpia.rodrigalvarez@dsv.com
Office: +34 954325842
Mobile +34 628930293

Lorena Perdomo:
lorena.perdomo@dsv.com
Office: +34 930260837
Mobile +34 627582484

During the event:
DSV will be contactable during the build-up, show open & pull-down periods.

Under no circumstances may packing materials of any kind be left in the aisles, on the stands, around or behind the stands.

Once the event and dismantling are complete, neither the Venue nor the Organizer can be held responsible for the safekeeping or storage of any items left in the building. If the Venue handles the removal of these items, the associated costs will be charged to the exhibitor.