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) and Fascia signs (for Shell Scheme booths)

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

Notes:

• The login details have 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: [email protected] | Tel: +41 22 908 0488 Ext: 258

Sponsorship and Exhibition Sales
Sherwin Gentle
Kenes Group
Email: [email protected] | Tel: +41 22 908 0488 Ext: 328

Audio Visual Coordinator
Androniki Nikolakopoulou
E-mail: [email protected]

Product Marketing Coordinator
Olaya Espejo
Kenes Group
E-mail: [email protected]

Registration
Angel Todorov
Kenes Group
Email: [email protected] | Tel: +41 22 908 0488 Ext: 334

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

————————————————————————————-

Official Contractors:

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

Proelectro

• Exhibitors Order List
• Furniture Catalog Proelectro 2026

For queries, please contact: Panayiotis Evripidou
E-mail: [email protected]
CC: Operations Team: [email protected]

Catering Services

InterCatering
Exclusive Service

• Catering Services Order Form
• Lunch Boxes Order Form

For queries, please contact:
Sofia Spathi
E-mail: [email protected]

Freight Handling & Customs Clearance Agent

Merkur Expo Logistics has been appointed the official forwarding agent and clearance agent for IPVS 2026.

• IPVS 2026 Shipping instructions

For queries, please contact:
Bernd Blum:
E-mail: [email protected] | Tel: + 49 (0) 175 5880291

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: [email protected] 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)

Date	Starting Time	Ending Time	Hall	Company Name	Agenda Details
Friday, October 23, 2026	12:25 PM	01:25 PM	Banqueting Hall		Click here for agenda details
Friday, October 23, 2026	03:30 PM	04:30 PM	Banqueting Hall		Click here for agenda details
Saturday, October 24, 2026	12:30 PM	01:30 PM	Banqueting Hall		Agenda details to be advised

*Timetable and halls are subject to changes. The most updated timetable is published on the IPVS 2026 Conference website.

Important information:

• 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 session. Please coordinate directly with the Industry Coordinator, Diyana Yosifova at: [email protected].
• We recommend arriving early to set up the hall prior to the start of your session. 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 Session Hall; however, it is NOT permitted to place material on the seats inside the hall.
• Printed tent cards placed on the head table are allowed and should be produced and provided by the supporter.
• Please take in mind the punctuality for starting and finishing times, as the time for each session is limited. 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 IPVS 2026 Conference website.

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 InterCatering and should be ordered in advance.
• For catering orders for Lunch boxes-> please refer to the Lunch Boxes Order Form.
• For other catering orders-> please refer to this Catering Order Form.
• Supporters who wish to order Catering for their sessions are welcome to do so directly with InterCatering. Kindly contact Ms Sofia Spathi at [email protected] and CC Industry Coordinator Diyana Yosifova at [email protected].
• Deadline: September 18, 2026
  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).

The lectern and the head table will be branded with the general conference branding.

Due to the limited time available between sessions and the complexity of the branding setup, replacing the default conference branding with sponsor branding is not recommended.

However, if a sponsor wishes to apply their own branding, the following terms apply:

• The additional/sponsor branding must be provided and fully funded by the sponsor.
• All branding materials must be ordered through Proelectro, the official branding provider. Self-branding of the head table and/or lectern is not permitted.
• To prevent damage to the default conference branding during the installation and removal of sponsor branding, sponsors choosing to brand the head table and/or lectern must also cover the cost of one backup set of conference branding.
• If you wish to proceed with ordering your own branding, subject to the conditions above, please contact Proelectro: Panayiotis Evripidou at [email protected], and CC Industry Coordinator Diyana Yosifova at [email protected].
• Specs for the artwork: Pdf file, CMYK; Scale 1:1 at least 100 dpi

Banqueting hall is located 2 Levels below Entrance B.

Floor plan and pictures are available on the following link:

https://www.megaron.gr/en/venue/banqueting-hall/

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: [email protected].

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: [email protected]. 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

“K-Lead” Application – Barcode Scanner Application

Lead Retrieval Wireless Barcode Readers can be a helpful tool for receiving contact information about participants who attend your symposium. 
We are pleased to offer you the K-Lead Application. Supporters 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’ 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.
• Compatibility: Download from the Apple Store or Google Play using “Kenes K-Lead App.

Cost per unit: EUR 750 (excluding 4% credit card charges fees, excluding VAT if applicable).
Device is NOT included!
Deadline: Tuesday, October 8, 2026
Onsite rate of EUR 850 will be applied for order received after above deadline.

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 350

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 K-Lead Plus, Exhibitors and Sponsors agree to Data Processing Agreement.

API Integration

Do you want to use your own scanning device or app? Need real-time API integration?

We’re excited to introduce our new API-sharing service that seamlessly integrates delegate data from our events directly into your CRM. No more manual data entry—just instant, secure, and accurate lead transfer.

How it works:
Instant API Access – Scan delegate badges using your own app and retrieve full attendee details.
Real-Time Sync – Automatically update your CRM.
CRM Compatibility – Integrates with major CRM systems like Salesforce, HubSpot, and Microsoft Dynamics.
Data Accuracy – Ensure accurate, up-to-date delegate info, reducing manual entry errors.
Custom Mapping – Adapt data fields to fit your CRM’s structure.
Secure & Compliant – Advanced encryption ensures data protection.
Analytics & Reporting – Gain insights on leads and engagement.

Cost:

• License per event (invoiced before the event): 1800 EUR (Unlimited users for company) 
• API calls (invoiced after the event, based on the number of calls (scans) made):
  • Up to 200 calls: 4 EUR per call
  • Up to 500 calls: 3 EUR per call
  • From 500 calls and up: 2 EUR per call

How to order K-Lead or API service? -> These services are available to purchase from the Exhibitor’s Portal (API Integration is available under tab "Additional Services"): https://exhibitorportal.kenes.com.

If you have any questions, please contact the Exhibition Manager Diyana Yosifova at [email protected] for more information.

Professional Event Photography Packages

Enhance your brand presence with high-quality, professional photography of your booth and sponsored sessions. Our expert photographer will capture the best moments, providing you with premium images to use for marketing, social media, and post-event promotion.

Booth Photography Package
Showcase your booth in the best light with a dedicated photoshoot. Ideal for branding, PR, and post-event marketing.
 up to 30 high-resolution images of your booth from all angles (no people)+with attendees interacting

Symposium Photography Package
Capture the impact of your sponsored symposium with dynamic, high-quality images of key moments.
up to 30 high-resolution images featuring speakers, stage, and engaged audience

+ Combined Booth & Symposium Photography Package (Best Value!)
Get the full coverage experience with a special discounted package combining booth and symposium photography.
 up to 30 high-resolution images of your booth from all angles (no people)+with attendees interacting
up to 30 high-resolution images from your sponsored symposium

Limited availability – book your photography package in advance to ensure your brand is captured at its best!

All you need to do is to login to the Exhibitor Portal and order (you will find these services under tab "Additional Services").
Link to access the Portal https://exhibitorportal.kenes.com.

Should you have any questions, please contact the Industry Coordinator Diyana Yosifova at [email protected].

Please refer to the Deliverables section on the website: https://ipvsconference.org/deliverables-specs-deadlines/

Kindly refer only to the relevant items in accordance with your sponsorship agreement.

Please submit all relevant items as per the guidelines below via email to the Industry Coordinator Diyana Yosifova at [email protected].

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, 2026. 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.

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. For more information, please refer to Section: Session Halls Onsite.

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

Complimentary Wi-Fi will be provided by the Conference during official Conference days at most areas. This Wi-Fi connection is limited for basic web browsing or checking emails.

Should you have any internet-based feature/device/activity at your stand or meeting room (for example: product demonstrations), we strongly recommend ordering a dedicated internet connection for your stand (wireless or wired connection) to guarantee a consistent internet connection inclusive of technical support.

For queries, please contact:
Panayiotis Evripidou
E-mail: [email protected]
CC: Operations Team: [email protected]

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:

Proelectro

ProElectro Order List

For queries, please contact:
Panayiotis Evripidou
E-mail: [email protected]
CC: Operations Team: [email protected]

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.

Meeting Rooms / Hospitality Rooms

Supporters interested in renting a meeting room during IPVS 2026 should contact Industry Liaison & Sales, Mr. Sherwin Gentle: [email protected].

Supporters who have already rented a hospitality suite, please note the following:

• AV is not included in the price and can be ordered from the Conference AV coordinator.
  • Contact: Androniki Nikolakopoulou | E-mail: [email protected]
  • Deadline: October 1, 2026
  • Kindly specify the name of the Sponsor/Exhibitor when approaching the AV coordinator, and please CC the Industry Coordinator [email protected].
• F&B is not included in the price and can be ordered directly from the exclusive Catering Agent.
  • InterCatering
  • Catering Services Order Form
  • Contact: Ms. Sofia Spathi, Sales Executive/ Megaron Athens Conference Center | E-mail: [email protected] | T +30 210-8946625, dir.109, + 30 210-7282488 | M +30 6942453816
  • Deadline: September 18, 2026.
  • Kindly specify the name of the Sponsor/Exhibitor, room and dates when approaching the caterer, and please CC the Industry Coordinator [email protected].
• Meeting room setup changes: Please inform the Industry Coordinator [email protected] regarding the set-up you desire for the meeting room no later than September 22, 2026.

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.

• No scientific symposia, lectures, educational events, or “meet-the-expert” style sessions may take place outside the event venue during the event dates.
• All industry sessions must take place within the event venue and must be formally booked through the Sales Team.
• Closed meetings and social events (invitation-only) are permitted only during outside the official blackout hours and must not clash with the event program or Opening Ceremony.
• Internal staff meetings are permitted; however, if attended by event participants, they are also subject to the blackout policy and may not take place during program hours.

The Society expects all partners to respect these guidelines so delegates can fully engage with the official event content.

IPVS 2026 will host a mixed scientific audience, including healthcare professionals (HCPs) and non-HCP delegates. Please note the following:

Delegate Badges
Delegate badges will clearly identify whether a participant is an HCP or a non-HCP.

Promotion of Prescription-Only Medicines
If the symposium mentions, discusses, and/or promotes prescription-only medicines, it will be restricted to healthcare professionals only, in line with the compliance regulations.

Disclaimer
In line with the above, if the symposium mentions, discusses, and/or promotes prescription-only medicines, please include the following disclaimer in all materials: “The symposium is intended for healthcare professionals (HCPs) only.”

Sponsors’ Responsibility
Sponsors are responsible for ensuring that all content, materials, and interactions comply with applicable laws, regulations, and compliance codes.

Delivery & Logistic Services

IPVS 2026 Shipping instruction: available here

The shipping instructions include the following information:

• Shipping Instructions
• Tariff
• Order Forms
• Labels

Merkur Expo Logistics GmbH has been appointed the official forwarding agent and clearance agent for this conference. 

For security, insurance, and efficiency reasons, Merkur Expo Logistics is the sole official agent to handle cargo inside the venue. Booth builders are prohibited from using trolleys during set‐up and dismantling periods. Kindly note that Merkur, the official agent. is the exclusive agent for move in and move out of the venue. 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 Merkur. Please inform Merkur who will be your main contact person. This person will be responsible for your stand onsite. Please make sure to get final Instructions and regulations close to the conference date. Involve Merkur in your planning, your timetable and needs. 

The Shipping instructions are designed to assist you with the movement of exhibits and stand materials for IPVS 2026.
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 Merkur Expo Logistics 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 Merkur Expo Logistics.

Contact Details:
Bernd Blum:
E-mail: [email protected]
Tel: + 49 (0) 175 5880291

Insurance of Goods

All cargo should be insured from point of origin

Delivery to the Exhibition Stand

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

Important note: companies which are bringing their own goods should contact Merkur to coordinate their arrival and the use of the loading bay and the service entrance.

Direct Deliveries to the venue

Please be advised that neither the Organizers 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 Tuesday, October 20. Any deliveries prior to this date, or off the official working hours, will not be accepted.  As a courtesy to the delegates and your fellow exhibitors, deliveries, or the removal of any equipment to or from stands must be made 30 minutes before or after exhibition opening hours.

Storage

We don’t count with storage facilities. Storage of empties (empty boxes, crates, cases, palettes etc.) should be coordinated with Merkur team (payable service).

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

Please contact Merkur with information on sizes and number of parcels, size, and storage period.

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.