Abstract Submission
If I submit an abstract do I have to attend the Meeting?
All accepted abstracts are scheduled in the Scientific Program either as Oral or Poster presentations. It is expected that at least one author of the abstract attend the meeting to present the work and answer questions. Only abstracts of registered participants will be scheduled in the Scientific Program.
I would like to submit an abstract with consideration for the Young Researchers Session. What must I do?
Only abstracts submitted by authors aged 40 or under are applicable for the Young Researchers Session. Authors who would like their abstract to be considered for the Young Researchers Session should indicate this fact on the abstract submission form.
I have submitted an abstract, when will I know if it has been accepted?
Only after all abstracts have been reviewed by the Scientific Committee will notifications be sent to the abstract submitters. Every effort is made to conclude this process within one month after the abstract submission deadline (May 28, 2009).
How can I make changes to an abstract I have already submitted?
Please send details of any submitted abstracts changes to esgo2009@abstractserver.com.
My abstract has been accepted but I do not have a copy. Are you able to send one to me?
Copies of your submitted abstracts can be sent to you by email. Please contact - esgo2009@abstractserver.com for further details.
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Late-Breaker Abstract Submission
What is a late-breaking abstract?
A late-breaking abstract should contain new information that was not yet know or fully available by the abstract submission deadline, May 11, 2009. The data in the abstract must not be published prior to the meeting.
If I missed the regular deadline date can I submitt my abstract as a late-breaking abstract?
The late-breaking abstract deadline is not an extension of the abstract submission deadline. Unless your abstract contains new unpublished data, it will not be considered.
I have submitted a late-breaking abstract, when will I know if it has been accepted?
Notifications regarding the status of late-breaking abstracts (accepted or rejected) will be sent to the presenting author by September 1, 2009.
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Registration
How do I register for the Meeting?
In order to register for the Meeting, please fill in the registration & accommodation form (PDF version) or register online – both options are available via the registration page on the congress website.
How can I pay the registration fees?
Payment of registration fees can be made by credit card or bank transfer. For full details, please click here.
Can I receive an invoice under the sponsoring Company / Hospital’s name?
Yes. If you require an invoice to be issued to the sponsoring company, please send an email to the registration department at reg_esgo2009@kenes.com specifying the services requested and full address of the sponsoring company.
Can I register for the Meeting without paying?
Yes, but your registration will only be confirmed when full payment is received.
Can I register before the early rate deadline and pay later?
In order to benefit from the early rate registration discount, payment must be received before the early rate deadline.
Will I receive a confirmation letter after I have finished registering?
Yes. A detailed confirmation letter and receipt will be sent to you by email as soon as payment is received and registration is completed.
Can I register onsite?
Yes. Although you can register onsite after the congress has started, you will be charged the regular onsite registration fee.
What does my registration fee include?
For full detailed entitlements, please check the registration page.
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Accommodation
How can I find out information about hotels and their rates?
Kenes International is offering ESGO participants specially reduced rates for various hotels in Belgrade. Information, pictures, location and rates are available on the hotel accommodation page.
How can I book my room and should I pay in advance?
In order to book a room, please fill in the registration & accommodation form (PDF version) available on the website, or book online via the hotel accommodation page. A deposit payment of 1 night is requested in order to confirm the booking, and the balance payment is payable until 3 weeks prior to arrival. Please note that full payment is requested in advance for every booking.
Will I receive a confirmation letter after I have finished booking?
Yes. A detailed confirmation letter and receipt will be sent to you by email as soon as the requested deposit is received.
Can I book a hotel room without registering for the Meeting?
Yes. You can book your room by filling in the registration & accommodation form (skip the registration section) or online via the hotel accommodation page by clicking on the "Booking" button of your chosen hotel. If you need further assistance, please email the accommodation department at reg_esgo2009@kenes.com remembering to include details of your requested hotel, rates and payment method.
How can I book hotel rooms for a group?
For group bookings (10 rooms or more), please contact Ms Michelle Green at mgreen@kenes.com.
Different payment and cancellation conditions apply.
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Invitation Letters & Visa Applications
How do I apply for a visa to visit Serbia?
Visa regulations depend on your nationality and country of origin. We suggest you contact your local Serbian Consulate for full and official instructions on the specific visa regulations and application procedure that apply to you.
Where can I get a Congress invitation letter so that I can apply for a visa?
Click here to access our online invitation letter application form. After entering your full name (as printed in your passport), full postal address and passport number, an official invitation letter will be created for you to print.
Is it possible to send an official invitation letter directly to my local Serbian Consulate?
Unfortunately we are unable to send invitation letters directly to consulates. Invitation letters are prepared solely for individuals and are mailed directly to them.
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Congress Venue and Directions
Where is the Meeting taking place?
The ESGO 16 biennial meeting will take place at the Sava Congress Center in Belgrade. For more information on the venue please visit www.savacentar.com.
Can you please send me details of public transport in Belgrade? Do you have a map of the city or area surrounding the venue?
The City of Belgrade official website includes up-to-date tourist information including public transport information and maps. Please visit the city’s official website for more information www.beograd.org.yu.
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ESGO Membership
How can I become an ESGO member?
Please visit the ESGO website www.esgo.org for further details about the society, contact details and membership information.
Is it possible to register for the Meeting as an ESGO member and then pay membership dues at a later date?
Only ESGO members who have paid their membership dues in advance of completing the registration process can benefit from the special discounted ESGO members registration rate. For more information about ESGO membership please visit www.esgo.org.
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Sponsorship and Exhibition
What is the difference between shell scheme and space only?
A Shell refers to the frame separating your booth from those around it. This differs from space only where there are no physical divisions.
Why can I only order a 12 sqm booth when there are smaller booths on the floor plan (12 sqm is minimum for space only)?
Kenes prides itself for Exhibitions which offer not only excellent flow potential but also are aesthetically pleasing. For this reason it is Kenes policy that booths smaller than 12sqm must but shell scheme.
What is included in the shell scheme?
Shell scheme includes a White Shell Scheme frame and Fascia Panel built by the Kenes Exhibition Dept. No other amenities such as electricity, water etc are provided.
What is included in the space only?
This differs from space only where you company will be responsible for the building and design of the booth. No other amenities such as electricity, water etc are provided.
Can we hang materials on the walls inside the booth?
Yes, you may however we remind you that you must used special two sided tape provided by the stand builder in order to preserve the panels. Please feel free to approach a Kenes who will also be happy to provide this tape.
How do I order furniture and electricity for my booth?
Please check the technical manual carefully as this differs from country to country. In most cases furniture can be ordered directly from the stand builder however in some countries Kenes will provide this service.
Is cleaning included in the Exhibition package?
Kenes prides itself for Exhibitions which offer not only excellent flow potential but also are aesthetically pleasing. Therefore we clean the public areas and gangways regularly.
Can I bring my pop-up booth?
Yes
May I offer “give aways” at my booth?
You need to check with Country’s Regulation
What can I put in my booth? (Furniture, signage, LCD screen, etc.)
You may bring your own furniture or rent furniture. Information for rental items is available in the Technical Manual.
Can we hang materials from the ceiling?
Further information will be available in the Technical Manual.
May I bring my own drinks to distribute at my booth?
This depends if the venue has exclusivity on catering. Please refer to the Technical Manual.
Is there a congress timetable? When is the move in and dismantling?
The timetable is available on the Congress’ website. Set-up and dismantling information will be available in the Technical Manual.
Is storage available on site?
This depends on the venue. Please refer to the Technical Manual for further information.
How do I arrange for catering?
Please contact the caterer directly in order to arrange for catering, Their contact information can be found in the technical manual.
Exhibitor badge to enter the session
Exhibitor badges can be used to enter the Exhibition area only. In order to attend session, a full registration ticket needs to be purchased.
Number of exhibitor badges?
Two exhibitor badges will be given for the first 9 sqm booked and one additional for each 9 sqm after.
How many exhibitor badges can I purchase?
Exhibitors who have booth of up to 60 sqm may purchase up to 15 exhibitor registrations. Exhibitors with booths larger than 60 sqm may purchase up to 25 exhibitor registrations.
Are individual names included on Exhibitor badges?
The Exhibitor badge will display the Exhibiting Company Name
Can I receive the list of participants?
Due to privacy reasons, participant information cannot be disclosed.
Who are the contractors and can I have their contact details?
The contractor information is available in the exhibitor’s technical manual. The manual will be circulated to the 3 months before to the Congress.
Are lead retrieval wireless bar code readers available?
Kenes International often has lead retrieval machines though in some cases committees do not allow this item. Please look into the technical manual, indicating all services available for the exhibitors.
How can I purchase lead retrieval wireless bar code readers?
If this item is available, order forms can be found in the exhibitor’s technical manual.
Are “Door drops” permitted?
No.
What is the deadline for booking?
We would appreciate it if exhibitors will be able to register 60 days prior to the Congress, to insure the inclusion of the company 100-word-profile in the Congress final program. Should you wish to register after this time, we would be more than please to except you booking.
How do I reserve a meeting room?
Please contact the assistant project management team at: XXXXX
May I brand the symposium hall?
Better to ask: Is branding permitted for my Symposium?
Answer: Kindly note that the information for the branding of your Symposium can be found in the Symposium technical manual that will be circulated to the 3 months before to the Congress.
Where else may I advertise my symposium?
Kindly note, that the information for the branding of your Symposium can be found in the Symposium technical manual that will be circulated to the 3 months before to the Congress.
What AV is provided for my symposium?
Kindly note, that the information for the branding of your Symposium can be found in the Symposium technical manual that will be circulated to the 3 months before to the Congress.
What are the poster measurements?
Kindly note, that the information for the branding of your Symposium can be found in the Symposium technical manual that will be circulated to the 3 months before to the Congress.
How may I arrange for additional AV?
Kindly note, that the information for the branding of your Symposium can be found in the Symposium technical manual that will be circulated to the 3 months before to the Congress.
In what format do I send my logo to be included in congress signage and on the
website?
Your logo maybe sent in the following formats; eps, illustrator, jpg or pdf format 300 dpi
Can I put the congress logo on my signage?
Please contact the assistant project management team at: jjackson@kenes.com
Can I put the congress logo on my insert?
Please contact the assistant project management team at: jjackson@kenes.com
How many inserts can I send for the congress bag?
One
Is there an official congress handler?
Yes – the official congress handler is: Hermes Exhibitions and Projects Limited
Am I obligated to use the handler for my shipping needs? (To the venue, inside the venue)
You can ship to the venue doors via any handler. You are obligated to use Hermes Exhibitions and Projects Limited inside the venue. All handling has to be coordinated with Hermes in advance.
Will there be an Exhibitor’s Lounge available?
This varies from congress to congress. It will be noted in the Exhibitors Technical Manual
Am I obliged to man my booth on the last day of the Congress?
Yes
Will there be wireless internet available in the Exhibition Area?
This varies from congress to congress. It will be noted in the Exhibitors Technical Manual
Will there be free or discounted parking available at the Congress Venue?
Varies from Congress to Congress.
Will be indicated in the Technical Manual.
Who is my contact person on-site?
Check your technical manual. This will indicate the specific person for your needs.
What is a 100 word company profile?
A 100 word company profile is a document requested from all sponsoring/ exhibiting companies that will be placed in the final program.
How do I submit a company profile?
A company profile is submitted through the internet at companyprofile@kenes.com .
May I pay for the barcode reader by bank transfer?
Yes, you may pay by bank transfer, however, we must still receive [a]working credit card details in order to supply the bar code reader. The credit card is used as security for the return of the bar code reader.
May I use my own barcode readers?
You may, but we charge €100 to convert the data. WE STRONGLY DISCOURAGE THIS OPTION! How much will it cost to get the info of the scanned barcodes (the price is per barcode readers used)? The cost for rental and information is €300 (includes the conversion of data which is sent via email)
How long does it take to receive the data of the scanned leads? In what format do we receive it?
It will take 1week up to 10 days after the Congress ends.
Do I need to purchase exhibitor badges for the hostesses, stand builder, barista (the one the serves the coffee if they have coffee bar)?
Yes—hostess and barista
Do I need service passes for the staff building/dismantling the stand during set-up and dismantling times?
Yes.
Where do I pick up the exhibitor badges/barcode readers?
You can pick these up at the exhibition manager’s onsite-site desk.
Can I order additional exhibitor badges on-site?
Yes. They will not be issued not to an individual, but rather to a company name (the exhibiting company).