Each exhibitor/supporter has received an e-mail with login details to access the Portal. The Portal enables Supporters and Exhibitors to:

• Submit company logo and profile
• Order lead retrieval (badge scanners Application)
• Submit deliverables as per your contract

Link to access the Portal CLICK HERE

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 via the Portal. Items not included in your contract will not be processed.

Kenes Group Contacts: 

Conference Secretariat
Kenes Group
Rue François-Versonnex 7
1207 Geneva, Switzerland
M:  +41 22 908 0488
E-mail: reg_ifsoec25@kenes.com

Industry Coordinator 
Ivette Sabau
E-mail: isabau@kenes.com

Industry Liaison & Sales
Marieta Tseneva
E-mail: mtseneva@kenes.com

Hotel Accommodation
Viktoria Dimova​
E-mail:dimova​@kenes.com
https://hotels.kenes.com/congress/IFSOEC

Audio Visual Coordinator
Massimo Martongelli

E-mail:massimo.martongelli@meetec.net

Registration Specialist
Sandra Silva
E-mail:  ssilva@kenes.com

Programe Coordinator
Odeya Cohen
E-mail: ocohen@kenes.com

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

Official Contractors:

Catering
Villa Mabapa
Antonella Regazzo
M: +39 041 526 05 90 / +39 041 526 94 41
E-mail: catering@villamabapa.com

Onsite Logistic Agent, Material Handing & Customs Clearance Agent
Merkur Expo Logistics GmbH
Markus Meyer
M: + 49 (0) 173 7925787
E-mail: Markus.Meyer@merkur-expo.com
Merkur is the exclusive handler inside the venue.

Hostesses & Temporary Staff Hire
Gaia Borghi Servizi
Gaia Borghi
M:  + 39 338 5665 217
E-mail:servizi.gaiaborghi@gmail.com

Furniture / Graphics & Signage 
FLEXUS
Cosimo Andreoni 
M: +39 0558876696 / +39 3512025980 
E-mail: cosimo@flexus.space
Online Shop
Password : ifso25

Plants & Flowers
Munaretto Flowers
M: +39 041 731 527
E-mail:info@munarettoflowers.com

Action Item Please refer only to items which are included in your signed contract	Deadline	Contact Person
Staff Hotel Reservation	As soon as possible, no later than Monday, May, 5	Kenes Group Tami Vidra Hotel Operations Specialist tvidra@kenes.com
Payment of Invoice Balance	Must be received in full no later than one week prior to the Congress	Kenes Group Pazit Hochmitz phochmitz@kenes.com
Symposium Final Program (for approval by Scientific Committee)	As soon as possible and No later than Wednesday, May 7	Kenes Group Ivette Sabau Exhibition & Industry Operations isabau@kenes.com
Advert inside the Mini Program	Monday, April 28
Advert in the Mobile App	Wednesday, May 7
Promotional E-mail Blast (Exclusive/Joint)	Wednesday, May 7
Text for Push Notifications	Wednesday, May 7
Badge Scanner/Lead Retrieval System Kenes Exclusive	Wednesday, May 7
Placing orders for Live Streaming, Voting / ’Ask the Speaker’/ Evaluation and other Technology Products and Services Kenes Exclusive	As early as possible and no later than Wednesday, May 7 Orders received after the deadline will incur rush fees	Kenes Group Olaya Espejo Product Marketing Coordinator oespejo@kenes.com
Hostesses & Temporary Staff Hire	Wednesday, April 23	Gaia Borghi Servizi Gaia Borghi M: +39 388 5665217 servizi.gaiaborghi@gmail.com gaiaborghiservizi.wixsite.com
Furniture / Graphics & Signage	Friday, April 25	FLEXUS Cosimo Andreoni M: +39 0558876696 / +39 3512025980 cosimo@flexus.space Webshop Password: ifso2025
Dedicated Wi-Fi / Internet Kenes Exclusive	Wednesday, May 7	Kenes Group Ivette Sabau Exhibition & Industry Operations isabau@kenes.com
AV – scheduling Tech rehearsal, placing orders for extra AV for the Sponsored Symposia and AV for Meeting rooms	As early as possible and no later than Wednesday, May 7 Orders received after the deadline will incur rush fees	Massimo Martoneglli massimo.martongelli@meetec.net
Shipping & Material Handling Services
Door to door & Airfreight shipments	Please contact Merkur	Merkur Expo Logistics GmbH Markus Meyer M: +49 (0) 173 7925787 E-mail: Markus.Meyer@merkur-expo.com
Shipment via Warehouse	No later than Friday, May 9 We highly recommend using this option
Exhibition goods – Direct deliveries to Congress venue only full load trucks	Subject to time slot Please contact Merkur

• Industry Symposia: Supported Symposia Sessions

Important notes:

• Industry Supported Sessions are not included in main congress 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 symposium. Please coordinate directly with the Industry Coordinator Ivette Sabau at: isabau@kenes.com.
• Handouts are allowed to be distributed at the entrance to the Symposium hall; however, it is NOT permitted to place material on the seats inside the hall. We encourage supporters to consider digital alternatives, minimizing paper waste.
• Printed tent cards placed on the head table are allowed and should be produced and provided by supporter.
• 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 IFSO EC 2025 Congress Website.
• Blackout Policy: we respectfully request that all supporters (sponsors, exhibitors, special interest groups, and other stakeholders) comply with the congress blackout policy and refrain from holding organized meetings or events in parallel to the scientific program. Click here to view the congress program

Food and drinks are NOT allowed to be taken into the symposium halls.

We strongly recommend scheduling a technical rehearsal in the hall itself and testing the Presentations during that rehearsal only during official congress hours, otherwise an additional fee will apply. Please make arrangements directly with the Congress Audio Visual Coordinator, Massimo Martongelli at: massimo.martongelli@meetec.net. A technical rehearsal is offered free of charge; however additional charges may apply, depending on hall availability, rehearsal requirements and overtime of the technicians.

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 IFSO EC 2025 Congress.

Hall Name	Level	Capacity	SQM	Set up
Sala Volpi	1	150 pax	260	Theater
Sala Perla	1	300 pax	594	Teather
Sala Mosaici 1	3	138 pax	261	Tehater

 

Speaker Lectern
Lectern Banner Dimensions: TBC	For demonstration only
If you are interested to have your own company branding, please note that this is optional and should be arranged in advance and covered by the sponsoring company Only self-standing is allowed. If you prefer to have your own company branding for the lectern, please contact the Industry Coordinator Ivette Sabau isabau@kenes.com The official supplier for producing the branding of the lectern is FLEXUS. Self-branding of the lectern is not permitted Using the IFSO EC 2025 logo for the branding is not allowed.

 

Head Table Dimensions
Two Head Tables Dimensions : 1 Table of 140 cm W x 72 cm H Dimensions for Branding: 140 cm W x 72 cm H Self-branding of the head table is not permitted For orders, please contact isabau@kenes.com)	For demonstration only
The head table will be branded with the general congress branding. If you are interested to have your own company branding note that this is optional and should be arranged in advance and covered by the sponsoring company. If you prefer to have your own company branding for the head table, please contact the Industry Coordinator Ivette Sabau isabau@kenes.com to discuss the options. The official supplier for producing the branding of the head table is FLEXUS. Self-branding of the head table is not permitted Using the IFSO EC 2025 logo for the branding is not allowed.

The default stage setting in Mosaici 1 and Sala Volpi hall includes 1 speaker lectern and two head tables. 

Please note that there will be two head tables, although only one is shown in the picture. The dimensions provided refer to one head table.

Hall Mosaici I:

TBC

Sala Volpi:

TBC

Sala Perla:

TBC

Presentations Upload Onsite

If you are using a PowerPoint presentation (or any other PC-based application), please note that you have to deliver it on a USB Memory stick to one of the technicians in the Speakers’ Ready Room as soon as you arrive at the Venue in the morning – and at least 2 hours before the start of the session.

If you include video clips in your PowerPoint presentation, be sure to test it with the technician in the Speakers’ Ready Room at least 2 hours before the start of the session or as soon as you arrive at the venue in the morning. Please make sure to check it with the technician in the session hall where your lecture is taking place, during a coffee or lunch break prior to your session, at least 30 minutes before the start of the session – even after checking it in the Speakers’ Ready Room.

Important Note for Macintosh Users

To use MAC presentations on the PC compatible conference computer, please note that you need to prepare it according to the instructions below, before taking it to the speaker room:

• Convert it to PowerPoint or PDF.
• Use a common font, such as Arial, Times New Roman, Verdana etc. (Special characters might be changed to a default font on a PowerPoint-based PC).
• Insert the images as JPG files (and not TIF, PNG or PICT – these images will not be visible on a PowerPoint based PC).

Please submit the final symposium program using this Agenda-Format  via email to the Industry Coordinator Ivette Sabau at: isabau@kenes.com as early as possible and no later than Wednesday, May 7.

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)

Please see below specs for Speaker Bio and Photo.

• Speaker Bio – up to 200 words.
• Speaker Photo – 180×240 px, JPG Format

In case of any changes to your symposium title or program after the initial submission, please update the Industry Coordinator Ivette Sabau at: isabau@kenes.com.

Due to accreditation criteria for this congress, which is CME certified, the following rules must apply:
Guidelines to follow when creating your promotional items and content:

• IFSO EC logo should NOT be used in any promotional materials created by the supporter.
• Materials created by companies should NOT utilize the main event marketing look and feel.
• When promoting your symposium, please always indicate on any of your promotional materials: This session is not included in the main event CME/CPD credits
• When promoting your symposium, you are allowed ​to use the phrase:  13th Congress of the International Federation for the Surgery of Obesity (IFSO EC) European Chapter.
• When creating adverts for mobile app, program book and mailshots it is allowed to promote product, symposia or company promotion. When promoting symposia please always indicate the following text inside: This session is not included in main event CME/CPD credits

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

Advertisement in the Mobile App – Carousel Image

Supporters who are entitled to an advertisement in the mobile app, are kindly requested to submit the file via email to the Industry Coordinator Ivette Sabau at isabau@kenes.com by Wednesday, May 7.
File format: PNG or JPG (up to 800kb)
Size: 780px x 1688px

Please note that the ad is a static image, and is not clickable. We recommend avoiding using small text, so the advert can be readable when displayed on a mobile screen.

Promotional Email Blast – Exclusive

For supporters entitled to an exclusive e-mail blast as per their signed contract, kindly submit the files by Wednesday, May 7 via email to the Industry Coordinator Ivette Sabau at isabau@kenes.com

Please send the HTML version of your mailshot and other relevant files together in zip folder and send us everything with the subject line.

Please Click here to download the e-mail blast design requirements. These guidelines should be forwarded to your web-designer/Programmer.

Ready-to-use HTML templates are available upon request (no extra charge). Please contact the Industry manager if you are interested in these.

Important notes:

• In case the webmail is promoting a sponsored symposium, please include the following disclaimer: This session is not included in main event CME/CPD credits.
• It is not allowed to use the IFSO EC logo. The conference banner will be added to the webmail’s header by Kenes.
• The “From” field will be “IFSO EC 2025 Supporters”
• The exact launch date will be determined by Kenes in due course. The E-mail Blast will be sent out to the pre-registered delegates who have agreed to receive promotional material from supporters.
• Content received after the deadline may be processed for an additional fee of EUR 500.

Push Notification

For supporters entitled to push notification as per their signed contract, kindly submit the text by Wednesday, May 7 by  e-mail to Industry Coordinator Ivette Sabau at isabau@kenes.com according to below guidelines:   

• Message title – Maximum 40 characters including spaces
• Message body – Maximum 140 characters including spaces

Important notes:

• Please specify your preferred date and time when submitting the text. We will do our best to accommodate this request. The final schedule of the push will be determined closer to the conference, considering the overall push notifications schedule of the conference.
• Push notifications will be sent out during official breaks only in order not to disturb the participants who are inside session halls when sessions are taking place.
  The updated program timetable including list of breaks can be found on the conference website under “Scientific Program” page (click here).
• Content is subject to the approval of IFSO EC.
• Please make sure to indicate company name either on the title or in the message body.
• Push Notifications via the mobile app are sent only to participants who download the app and accept to receive notifications.
• Push notifications look different across various browsers, device types, and operating systems.

Advert Inside the Mini Program

• Supporters entitled to an advert inside the mini program as per their signed contract, are kindly asked to submit the file no later than Monday, April 28 PDF Forrmat, Press quality, CMYK only, Fonts and images embedded.
• Please be sure to leave an extra 3mm of your artwork around the edge (bleed) to allow more leeway when the printer trims the pages.

Registration confirmation email banner

• Banner with 640 px   X  height we use 90px
• PNG format

Video advert in the registration kiosks

•  Format Vimeo VOD.
• 30 seconds and not sound.
• Quality should be 1080p (or 1920px by 1080px)

Advertisement on the Website

Deadline: Monday, April 28

The sooner you provide the items, the better: it takes us approx. 7 working days from the day submitted until the webpage is created and posted on the Conference website.

Please submit all required materials as per the guidelines below via email to isabau@kenes.com

Guidelines:

 The supporter should provide the following:
-Company logo in high resolution (if not provided, we will use the logo uploaded in the Portal)
-4min video:
Video Format: MP4 (H.264), 720P, Audio Format: AAC LC, BITRATE: 64 KBPS

Preferably, please send us an embed URL for a YouTube or Vimeo video.

-Text of approximately 300 words

Please note:

-The webpage is subject to approval.

-The webpage is linked to a section called “A Word from Our Sponsors”, which can be found under the Support tab on the conference website.

-Until the sponsor provides specific content for the dedicated webpage, the banner will link to the sponsor’s website.

Symposium supporters have the option to create signage promoting their symposium according to the below guidelines. The symposium signage 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
One stand-alone sign to be placed at the entrance of the session hall 15 minutes prior to the sessions published start time. Please make sure to indicate the following disclosure on the sign: This session is not included in main event CME/CPD credits.

Signage in the Exhibition Area

Self-Standing Sign
The Supporter is entitled to place one sign (85cm wide x 200cm high) advertising the Symposium 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.

Please make sure to remove the banner after the symposium.

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.

Symposium Badges

Each symposium organizer is entitled up to 10 Symposium badges which allow access to their Industry Session only. These badges will not display individual names.
Symposium badges will be prepared upon request only and can be collected at the Registration desk 2 hours prior to start of your Industry session. Symposium Badges needs to be returned to the Registration desk after the session has ended.

Wi-Fi

Wired internet and Wi-Fi connection is exclusive to Kenes – please contact us for placing your order. 
Should you require Wi-Fi or an internet line during your symposium, or in the meeting room, please contact the Industry Coordinator, Ivette Sabau at: isabau@kenes.com
Complimentary Wi-Fi will be provided by the congress during official congress 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 symposia or in your meeting room (for example: product demonstrations), we strongly recommend ordering a dedicated internet connection (wireless or wired connection) to guarantee a consistent internet connection inclusive of technical support.
Note regarding 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.

Meeting Rooms / Hospitality Rooms

Supporters interested in renting a meeting room during IFSO EC 2025 Conference should contact Industry Liaison & Sales, Ms. Marieta : mtseneva@kenes.com

Parking

Night parking in the Conference Terminal area must be authorised in advance by Venice Convention. Please submit your request at least 5 days in advance.

Trucks and vehicles higher than 2m may only park in designated areas, subject to approval by Venice Convention. These vehicles must be placed in the most space-saving manner.

The contact details of the driver (Name and Phone number) must be displayed clearly on the vehicle’s dashboard.

Vehicles and cars lower than 2m are required to use the parking facilities assigned by Venice Convention.

If transporting materials requires access to public areas of the venue (e.g., the foyer or staircase), prior approval must be obtained from Venice Convention.

Transpallets may be used within the premises but are restricted to the warehouse area only.

Any violations of the parking rules may result in fines or removal of vehicles.

Waste Disposal

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

Catering

Catering is exclusive to Villa Mabapa and should be ordered in advance. Supporters who wish to order food and beverages for their symposium, meeting/hospitality room or exhibition booth, are welcome to do so directly with Villa Mabapa.

Ms Antonella Regazzo
E-mail: catering@villamabapa.com
Catering is exclusive to Villa Mabapa

For your information, refreshments, and lunches (included in the registration fee) will be served in the exhibition area as per times scheduled in the scientific program.

Hostesses & Temporary Staff Hire

Supporters who wish to order hostess services for their symposium, are welcome to do so directly with Gaia Borghi Servizi:
Ms Gaia Borghi
E-mail:servizi.gaiaborghi@gmail.com

K-Lead Application (no device is included)

What is K-Lead App

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 product solutions are offered exclusively by Kenes Group.

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

Please submit your order by Wednesday, May 7. Orders received after the deadline will incur rush fees.

Shipping Instructions 

Merkur Expo Logistics GmbH has been appointed by Kenes as the sole official freight forwarder, customs broker, and handling agent for IFSO EC 2025

For safety and time reasons, no other contractor is permitted to bring the lifting platform into the venue and operate it.

The services offered by Merkur Expo Logistics GmbH include:

• Transport, national and international
• Temporary or permanent customs clearances
• Coordination of deliveries, delivery time and slot management
• Unloading, delivery to exhibition-stands, forklifting
• Storage of empty boxes and crates during the event
• On-site assistance and super vision

The Shipping Instructions include the following information:

• Shipping Instructions
• Tariff
• Material Handling Form
• Labels

For shipping instructions TBC

Deliveries

The delivery and removal of materials and goods for exhibition booths is allowed exclusively by the official freight forwarder, Merkur Expo Logistics GmbH.

• Only full truckloads of stand construction materials can be delivered directly to the venue, subject to a confirmed time slot and within the official set-up times.
• Due to limited space and a tight schedule, all unloading operations will be carried out exclusively by Merkur Expo Logistics GmbH using a 3-ton forklift.
• You can arrange transport independently or contact Merkur for a door-to-door trucking service quote.
• Please ensure you register for a time slot for your truck within the specified deadlines.
• Handling costs will apply as per the official tariff.

Important: Neither the organizer nor the venue can accept deliveries on behalf of exhibitors. It is mandatory for a booth/company representative to be present when deliveries are made.

Insurance of Goods

All cargo should be insured from point of origin.

Exhibition Goods and Display Materials

Please Note: All advanced shipments and deliveries to the Merkur warehouse, including by courier, must be coordinated with Merkur.

Shipping instructions and tariff coming soon

Merkour Expo Logistics GmbH
Markus Meyer
M: + 49 (0) 173 7925787
E-mail: Markus.Meyer@merkur-expo.com