Industry Symposia Manual
Dear Supporter,
We are happy to present you with the INS 2024 Industry Symposia Manual.
INS24 will be held in conjunction of the 17th World Congress of the International Neuromodulation Society (INS 2026) which will take place on 9-14 May 2026 in Lisbon, Portugal.
This manual covers important information and is designed to assist in preparing for your Session. We trust that you will find it helpful and suggest that you read all the information presented. It will take you very little time now and could save you a great deal of time later.
Please forward this manual to everyone who is working on this project.
For further support, please don’t hesitate to contact us:
DIYANA YOSIFOVA
Exhibition & Industry Coordinator
E: dyosifova@kenes.com | T: +41 22 908 0488 Ext. 258
Each exhibitor/supporter has received an e-mail with login details to access the Portal. The Portal enables Supporters and Exhibitors to:
- Submit company’s profile
- Order lead retrieval (badge scanners)
- Submit individual names for badges and order extra exhibitor badges
- Submit booth drawing (for “Space Only” booths)/Fascia sign lettering (for “Shell Scheme” 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.
- Only deliverables as indicated in your contract, should be submitted via the Portal. Items not included in your contract will not be processed.
Kenes Contacts:
Conference Organizer
Kenes Group
Rue François-Versonnex 7
1207 Geneva, Switzerland
Tel: +41 22 908 0488
E-mail: ins@kenes.com
Industry Coordinator & Exhibition Manager
Yulia Rijinsky
Tel: +41 22 908 0488 Ext: 995 | E-mail: jrijinsky@kenes.com
Industry Liaison & Sales
Victoria Eskenazi
Tel: +41 22 908 0488 Ext: 986 | E-mail: veskenazi@kenes.com
Audio Visual Coordinator
Mike Perchig
E-mail: nest@nest-av.com
Registration Specialist
Sandra Silva
Tel: +41 22 908 0488 Ext: 218| E-mail: reg_ins24@kenes.com
Programme Coordinator
Stephanie Orzech
Tel: +41 22 908 0488 | E-mail: sorzech@kenes.com
Product Marketing Coordinator
Olaya Espejo
E-mail: oespejo@kenes.com
Contractors:
Catering
VCC Catering
Ms Marissa Hoeppner
E-mail: MHoeppner@vancouverconventioncentre.com
Catering is exclusive to the VCC
Catering Order Form: click here to download
Onsite Logistic Agent, Material Handing & Customs Clearance Agent
Levy Show
Ms Anita MacLeod
E-mail: amacLeod@levyshow.com
LevyShow is the exclusive handler inside the venue.
Please refer to the Material Handling order form in this manual for further
information and associated costs.
To access our online ordering system please visit
https://www.expotoolkit.com/expotools/webforms/login.aspx?c=151&s=8783
Hostesses & Temporary Staff Hire
Email:operations@levyshow.com For online shop click here
Furniture / Graphics & Signage / Plants & Floral Arrangements
LevyShow Service
Customer Service Tel: 604 277 1726
Email:operations@levyshow.com For online shop click here
| Action Item Please refer only to items which are included in your signed contract |
Deadline | Contact Person | |
| Staff Hotel Reservation | As soon as possible | ||
| Payment of Invoice Balance | Must be received in full no later than one week prior to the Conference | Pazit Hochmitz phochmitz@kenes.com |
|
| Symposium Final Program (for approval by Scientific Committee) |
As soon as possible and no later than Monday, March 25th. | Yulia Rijinsky jrijinsky@kenes.com |
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| Advert inside the Final Program | Friday, 29th March | ||
| Advert in the Mobile App | Monday, 1 April | ||
| Promotional E-mail Blast (Joint) | Monday, 1 April | ||
| Text for Push Notifications | Monday, 1 April | ||
| Badge Scanner/Lead Retrieval System | Friday, 19 April | ||
| 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 Monday, 1 April Orders received after the deadline will incur rush fees |
Olaya Espejo oespejo@kenes.com |
|
| Catering Services | Friday April 12th
After this deadline surcharge will be applied, subject to items availability. |
MARISSA HOEPPNER
Catering Manager |
|
| Hostesses & Temporary Staff Hire | Friday April 12th |
operations@levyshow.com For online shop click here |
|
| Furniture / Graphics & Signage / Plants & Floral Arrangements | April 19, 2024 | Levy Show Service
Customer Service Tel: 604 277 1726 Email:operations@levyshow.com For online shop click here |
|
| Dedicated Wi-Fi / Internet Exclusive |
April 19, 2024 | https://congresmtl.com/en/services/client-portal/ | |
| AV – scheduling Tech rehearsal, placing orders for extra AV for the Sponsored Symposia and AV for Meeting rooms | As early as possible Orders received after the deadline will incur rush fees |
Mike Perchig nest@nest-av.com |
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| Shipping & Material Handling Services | |||
| Door to door & Airfreight shipments | Please contact LevyShow | Levy Show Logistics
operations@levyshow.com (604) 277-1726 |
|
| Shipment via Advance Warehouse | shipments should arrive between April 5, 2024 – May 3, 2024. |
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| Exhibition goods – Direct deliveries to Congress venue only full load trucks | Subject to time slot Please contact levyShow |
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- Industry Symposia: http://ins2026.wp02admin.kenes.com/industry-supported-sessions-general-information/#symposia-timetable
Important notes:
- 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 symposium. Please coordinate directly with the Industry Coordinator Yulia Rijinsky at jrijinsky@kenes.com
- We recommend arriving early to set up the hall prior to the start of your Symposium. 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 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 INS 2024 Conference Website.
- Blackout Policy: we respectfully request that all supporters (sponsors, exhibitors, special interest groups, and other stakeholders) comply with the conference blackout policy and refrain from holding organized meetings or events in parallel to the scientific program. Click here to view the conference program
If you have already finalized the speakers who will give a talk in your symposium, please share with us their details as soon as possible. Kindly submit the speakers’ names no later 8 weeks prior to the Congress. Please specify country and email address for each speaker.
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 8 weeks prior to the Congress.
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 INS Congresses.
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
Important remark about the speakers: INS Board Members must refrain from speaking at public Industry- or Company-supported events that occur during the INS Congresses and Interim Meetings. This includes non-CME luncheon and dinner symposia, or round tables that Industry supports and promotes during the congress. (e.g. Promotion from their exhibit) As leaders in this non-profit organization, the Directors should not put themselves in situations that can be perceived as an endorsement of a particular company or product during INS-hosted events.
Board members may participate in private events during the congress; however, the companies cannot market these private events. For example, the companies cannot display a poster or video in their exhibit that advertises that private dinner, event, or panel, etc.
In case of any changes to your symposium title or program after the initial submission, please update the Industry Coordinator Diyana Yosifova at: dyosifova@kenes.com.
- Catering is exclusive to Silva Carvalho Catering and should be ordered in advance.
- Caterig can be taken into the symposium halls.
- Supporters who wish to order Catering for their symposium or for their meeting/hospitality room are welcome to do so directly with Silva Carvalho Catering. Kindly contact Ms Ines Oliva at ioliva@sccatering.pt.
- Deadline:
- 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.
- Please take into consideration that lunch and refreshments will be served in the Exhibition Hall according to the Congress timetable (click here for the most updated timetable)
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, Mike Perchig at: nest@nest-av.com. 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.
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 INS 2024 Congress.
For all the Interactive Features information and costs, please contact Olaya Espejo at e-mail: oespejo@kenes.com
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Symposia Halls – Technical Details |
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| Hall Name | Location | Area (sqm) | Hall Capacity | Hall Layout |
| Pavilion 5 | Level 1 | 1200 sqm | 500 | Round tables 500 pax |
| Speaker Lectern in Pavilion 5 | |
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| Head Table | |
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| The official supplier for producing the branding of the head table and the lectern is FILDESIGN. | |
Please click on the link below for more information about Pavilion 5 – pictures, virtual tour, floor plan:
AV for East Hall AB
- Coming Soon
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.
Please note that conference computers are supplied with Office 2019 (at least) and the native ratio of the projection on the screens in the halls is 16:9.
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).
Technical Rehearsal
As previously mentioned, we strongly recommend scheduling a technical rehearsal in the hall itself and testing the Presentations during that rehearsal. Please make arrangements directly with the Congress Audio Visual Coordinator, Mike Perchig at: nest@nest-av.com. A technical rehearsal is offered free of charge; however additional charges may apply, depending on hall availability, rehearsal requirements and overtime of the technicians.
Please refer to the Deliverables section on the website: https://ins-congress.com/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 via email to the Industry Coordinator Diyana Yosifova at dyosifova@kenes.com.
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.
Symposium Hall Signage
Self-Standing Sign at the Entrance
1 x free standing vertical sign can be placed at the entrance of the symposium hall 30 minutes prior to the symposium 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 can be placed on/next to the stage. Maximum dimensions: 150cm wide x 250cm high.
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 Symposium on the day of the symposium 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.
Symposium Badges
Each symposium organizer is entitled up to 10 Symposium badges which allow access to their Industry Session only.
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
Complimentary Wi-Fi will be provided by the conference during official conference days at most areas. This public Wi-Fi connection is limited for basic web browsing or checking e-mails.
Should you require Wi-Fi or an internet line during your symposium or for your meeting room, please contact:
VCC portal at: https://congresmtl.com/en/services/client-portal/.
Meeting Rooms / Hospitality Rooms
Supporters interested in renting a meeting room during INS 2024 Congress should contact Industry Liaison & Sales, Ms. Victoria Eskenazi: veskenazi@kenes.com
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 conference organizers at the expense of the supporter concerned.
“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.
- Universal 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, March 18, 2025
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.
How to order K-Lead and K-Lead Plus? -> These services are available to purchase from the Exhibitor’s Portal https://exhibitorportal.kenes.com
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.
If you are interested in the API Integration service, please contact the Industry Coordinator at dyosifova@kenes.com for more information.
Maximize your Participant Experience – Use our innovative technologies for your Symposium
PLEASE NOTE: All product solutions are offered exclusively by Kenes Group.
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!
For more onsite products opportunities and price quotes – link will be shared in due course.
Please contact us to discuss your needs and our relevant solutions.
Please submit your order by 09 April 2026. Orders received after the deadline will incur rush fees.
The shipping instructions include the following information:
- Shipping Instructions
- Tariff
- Material Handling Form
- Labels
INS 2026 Shipping Instructions are available here.
Delivery & Logistic Services
Merkur Expo Logistics has been appointed the official forwarding agent and clearance agent for this Congress and offers the following services: customs clearance, delivery to the stand, freight forwarding, manpower & trolleys for un-loading/loading during build-up and dismantling, storage of empty crates, transportation to and from the Exhibition Hall.
For security, insurance, and efficiency reasons, Merkur 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 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 the official logistics agent.
Insurance of Goods
All cargo should be insured from point of origin.
Exhibition Goods and Display Materials
Please note that all materials entering the venue incur a handling charge.
To receive a price quote for handling and to assure arrival of your materials, please be sure to complete the “Pre-advice” form included in the shipping instructions.
Please Note: all advanced shipments and deliveries to the Merkur warehouse, including by courier, must be coordinated with Merkur.
In order to assure receipt of sent materials, Merkur must receive the “Pre-advice” form found at the end of this section.
Please complete this form and return it to patricia.zintel@merkur-expo.com.
You will then receive confirmation of your material arrival.
Merkur Expo Logistics
Patricia Zintel
Mobile No: + 49 (0) 170 2229525
patricia.zintel@merkur-expo.com
For shipping instructions and tariff please click here.
There is an increasing number of fraudulent websites that are attempting to impersonate INS. All official communications about the INS Congress are managed by Kenes Group. Please exercise caution if contacted by other organizations claiming to represent INS. For any questions about sponsorship please contact Victoria Eskenazi, Industry Liaison & Sales Associate, at veskenazi@kenes.com
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