ECNP INDUSTRY GUIDELINES The 29 th ECNP Congress foundation is a Dutch public-interest-serving entity ECNP Office October 2015
CONTENTS Chapter Page 1. 29 th ECNP CONGRESS CONTACT DETAILS 3 1.1 Contact details 29 th ECNP Congress Foundation (ECNP Office) 3 1.2 Contact details registration secretariat (CPO HANSER SERVICE) 3 1.3 Contact details AV advisor for satellite symposia (debackerconsultants Pty.Ltd.) 3 1.4 Contact details Austria Centre Vienna (Congress venue) 4 2. CONGRESS INFORMATION 5 2.1 Provisional overview of the daily schedule 5 2.2 Types of sessions 6 3. VENUE 8 3.1 Address 8 3.2 Contact Information at the congress venue 8 4. GENERAL INFORMATION 9 4.1 Agencies 9 4.2 Congress bags 9 4.3 Language 9 4.4 Abstracts for poster presentations 9 4.5 Privacy of participants 9 4.6 Signage 9 4.7 Smoking 9 4.8 Sponsoring 9 4.9 Deadlines 10 5. INDUSTRY RULES AND REGULATIONS 11 5.1 Adherence to rules, regulations and guidelines 11 5.2 Adherence to laws 11 5.3 Governing law, competent court 11 5.4 Liability and indemnification 11 5.5 Disclaimer 11 5.6 Insurance 12 5.7 Damage to the premises 12 5.8 Activities (company related) during the official ECNP programme hours 12 5.9 Activities (company related) outside the official ECNP programme hours 12 5.10 Advertisements 12 5.11 Printed material (including electronic material, etc.) 12 5.12 Distribution of material 13 5.13 Miscellaneous 13 Further rules for exhibition 13 5.14 Audio-visual equipment 13 5.15 Stand activities 13 5.16 Obstruction of aisles and open spaces 13 6. INDUSTRY SESSIONS 14 6.1 SATELLITE SYMPOSIA 14 6.1.1 Time slots 14 6.1.2 Room capacity 14 6.1.3 How to apply 14 6.1.4 Procedure after completing the online application form 15 6.1.5 Procedure for changes in pre-programme 15 6.1.6 Rules for faculty 15 6.1.7 Accreditation 15 6.1.8 Disclosure 16 Enduring material, recording (audio and image) and live webcast of 6.1.9 satellite symposium 16 6.1.10 ENP Supplement 17 6.1.11 Printed material satellite symposia (including digital material, etc.) 18 6.1.12 Badges 19 6.1.13 Catering 19 6.1.14 Proceedings satellite symposia 20 6.2 LUNCH TIME SESSIONS 20 6.3 INTERNAL MEETINGS 20 ECNP Industry Guidelines 29 th ECNP Congress, 17-20 September 2016, Vienna, Austria 1
7. EXHIBITION 21 7.1 Introduction 21 7.2 Opening hours 21 7.3 Price overview 21 7.4 Application procedure 22 7.5 Stand space assignment 22 7.6 Floor plan 22 7.7 Service suppliers and ECNP Industry Manual 22 7.8 Stand information 23 7.9 Badges 24 8. GROUP REGISTRATION 26 8.1 General 26 8.2 Online group registration requests 26 8.3 Group registration booking 26 8.4 Provisional registration fees 27 8.5 Submission of participant names 28 8.6 Group registration confirmation 29 8.7 Modification of existing groups 29 8.8 Letter of invitation for visa application 30 8.9 Group pick-up of congress badges for participants 30 8.10 Group registration procedure summary 32 9. HOTEL ACCOMMODATION 33 10. PRESS 34 10.1 Corporate press activities 34 11. PAYMENT AND CANCELLATION POLICIES 35 11.1 Payment terms and conditions 35 11.2 VAT 36 11.3 Cancellations and exhibition space reductions 36 12. SUMMARY 37 12.1 Industry summary sheet 37 ECNP Industry Guidelines 29 th ECNP Congress, 17-20 September 2016, Vienna, Austria 2
1. 29 TH ECNP CONGRESS CONTACT DETAILS 1.1 Contact details 29 th ECNP Congress Foundation (ECNP Office) Organising secretariat ECNP Office P.O. Box 85410 3508 AK Utrecht The Netherlands T: +31 88 7569 555 F: +31 30 2538 568 Vienna2016@ecnp.eu www.ecnp-congress.eu www.ecnp.eu Iris Allebrandi Manager Congresses & Meetings Jolijn van Middelkoop Project Manager Congresses & Meetings T: +31 88 75 69 555 Vienna2016@ecnp.eu T: +31 88 75 69 555 Vienna2016@ecnp.eu Exhibition & satellite symposia applications, rules and regulations, scientific secretariat 1.2 Contact details registration secretariat (CPO HANSER SERVICE) Registration secretariat CPO HANSER SERVICE Paulsborner Str. 44 14193 Berlin Germany T: +49 30 300 66 90 F: +49 30 305 73 91 registrationsecretariat@ecnp-congress.eu www.ecnp-congress.eu Andrea Oeler Project Manager Silke Wisniewski Exhibition Manager Claudia Günzl Registration and Housing Manager T: +49 30 300 66 90 registrationsecretariat@ecnpcongress.eu Exhibition logistics Group registration Hotel accommodation 1.3 Contact details AV advisor for satellite symposia (DeBackerConsultants Pty.Ltd.) DeBackerConsultants Pty.Ltd. T: +44 20 32 87 23 77 www.debackerconsultants.com Michel de Backer AV advisor T: +44 20 32 87 23 77 Michael@debackerconsultants.com AV/IT and room set-up for Satellite symposia ECNP Industry Guidelines 29 th ECNP Congress, 17-20 September 2016, Vienna, Austria 3
1.4 Contact details Austria Centre Vienna (Congress venue) Austria Centre Vienna (ACV) IAKW - AG Internationales Amtssitz- und Konferenzzentrum AG Bruno-Kreisky-Platz 1 A-1220 Wien www.acv.at Viktoria Naderer Project Manager Event Management T: +43-1-26069-320 M: +43-676-3199519 viktoria.naderer@acv.at www.acv.at Site visits ECNP Industry Guidelines 29 th ECNP Congress, 17-20 September 2016, Vienna, Austria 4
2. CONGRESS INFORMATION 2.1 Provisional overview of the daily schedule SCIENTIFIC PROGRAMME Hours Saturday Sunday Monday Tuesday 17 Sep 18 Sep 19 Sep 20 Sep 07.45-08.45 Brainstorming sessions (BS) 09.00-10.40 Parallel tracks (S&E) 10.40-11.15 Coffee break Poster viewing Presentation ECNP Travel Awards 11.15-12.00 Plenary lecture (PL) 12.15-12.45 Rapid-fire poster sessions 12.15-13.45 Poster sessions (P) 13.00-13.15 Presentation Poster Awards (PA) 13.15-13.45 Top paper sessions (TP) Career development sessions (CD) 14.00-14.45 Plenary lecture (PL) 14.45-15.00 Coffee break 15.00-16.40 Parallel tracks (S&E) 16.50-18.30 Parallel tracks (S&E) 18.45-20.00 Keynote session (including keynote lecture) 20.00-21.30 Welcome reception SATELLITE SYMPOSIA (C) Hours Saturday Sunday Monday Tuesday 17 Sep 18 Sep 19 Sep 20 Sep 09.45-11.30 5 slots 12.15-14.00 5 slots 14.45-16.30 5 slots 17.15-19.00 5 slots The programme consists of: - 1 Keynote session (KS) - 6 Plenary lectures (PL) - 9 Brainstorming sessions (BS) - 6 Top paper session (TP) - 3 Career development sessions (CD) - 35 symposia divided over 4 tracks (S) - 1 educational track with 7 educational update sessions (E) - 3 Poster sessions (P) - 3 Rapid-fire poster sessions (RF) - 30 slots for satellite symposia (C) ECNP Industry Guidelines 29 th ECNP Congress, 17-20 September 2016, Vienna, Austria 5
2.2 Types of sessions Keynote Session (KS) and Keynote Lecture (KL) As the centrepiece of the Keynote Session, the Keynote Lecture features a world-renowned speaker who is especially invited to present on a topic of interest that should appeal to all congress participants. The Keynote Session is followed by the Welcome Reception, where a light buffet dinner will be served. Plenary lectures (PL) The plenary lectures are presented by well-known scientists. Six plenary lectures are scheduled, one of which will be held by the 2016 ECNP Neuropsychopharmacology Award winner. Symposia (S) The scientific symposia are divided into five tracks: Clinical Treatment track: the latest in therapies and clinical applications For: Clinicians and clinical researchers Clinical Research track: cutting-edge discoveries in clinical neuroscience For: Clinicians, clinical researchers and translational neuroscientists Translational Research track: the latest translational and cross-disciplinary research For: Clinical researchers, basic and translational neuroscientists Preclinical Research track: Break-through research in basic neuroscience For: Basic and translational neuroscientists Educational track: Up-to-date insights and practice-oriented education For: Active clinicians These sessions focus on a continuous dialogue between the participants and the presenters. Different angles of a subject are discussed and state-of-the-art summaries are provided, with emphasis on new information relevant for clinical practice. A key pad system is used to make the sessions more interactive. Junior Scientists symposia Two fixed symposia, one scheduled in the preclinical track and one in the interface track. Eight speakers per symposium are selected from the poster presenters at the ECNP Workshop for Junior Scientists in Europe, which is held every year in March in Nice, France. TNM symposia Three symposia based on the Targeted Network Meetings (TNMs), held on 21 September 2016 in Vienna, Austria. Top paper sessions (TP) During six 30-minute Top Paper sessions speakers will discuss four papers published in the past 12 months, which they consider clinically most important and cutting-edge in their discipline. These sessions are a great way to get up-to-speed with the latest developments in six different disciplines. Poster sessions (P) Poster sessions are held Sunday until Tuesday from 12.15-13.45 and lunch will be available. The posters are grouped in eight topics: 1. Basic and clinical neuroscience 2. Mood disorders and treatment 3. Psychotic disorders and treatment 4. Anxiety disorders, OCD, stress related disorders and treatment 5. Dementia and neurological disorders 6. Addiction 7. Child and adolescent disorders and treatment 8. Other topics Brainstorming sessions (BS) Small focused sessions organised by ECNP members on a topic of their choice. The organiser of the session and a second expert in that specific field of interest will initiate the discussion. ECNP Industry Guidelines 29 th ECNP Congress, 17-20 September 2016, Vienna, Austria 6
Career development sessions (CD) These training sessions each feature an engaging expert in the field. The expert is specifically invited to share with you their wealth of knowledge and experience. The topics are especially interesting for junior scientists, but sessions are open to all participants. Rapid-fire poster sessions (RF) These sessions will give 18 of the highest scoring poster presenters the chance to present their data in a 5- minute e-poster session. Rapid Fire poster presenters will be selected based on the quality of their abstract, and receive this extra benefit in addition to their participation in the usual poster sessions with a poster board. ECNP Industry Guidelines 29 th ECNP Congress, 17-20 September 2016, Vienna, Austria 7
3. VENUE The 29 th ECNP Congress will be held in the Austria Center Vienna (ACV). ACV is easy to reach by both public transport or by car and has ample parking facilities on and outside its site. ACV is situated 7 minutes from the historic city centre (by underground U1) and 30 minutes from Vienna International Airport to the conference centre. Public transport It takes just seven minutes to reach the Austria Center Vienna from Stephansplatz in the heart of the old town. Take the underground line U1 (red), get off at U1 station Kaisermühlen, VIC and take the exit Schüttaustrasse. 3.1 Address Austria Center Vienna IAKW - AG Internationales Amtssitz- und Konferenzzentrum Wien, AG Bruno-Kreisky-Platz 1 A-1220 Wien www.acv.at 3.2 Contact Information at the congress venue Austria Center Vienna Viktoria Naderer T: +43-1-26069-320 Project Manager Event Management M: +43-676-3199519 viktoria.naderer@acv.at ECNP Industry Guidelines 29 th ECNP Congress, 17-20 September 2016, Vienna, Austria 8
4. GENERAL INFORMATION 4.1 Agencies The use of agencies for logistical and technical purposes is permitted, provided that the company informs the registration secretariat, CPO HANSER SERVICE, in writing of the name of the agency and which activities it will perform. Unfortunately, it is not possible to handle any requests by agencies before such a written statement has been received. Please note that the company remains responsible for the activities organised. Should you desire to work with an agency, please fill in the Agency reply form. NB: Material regarding the contents of the satellite symposia must be provided by the company itself to the ECNP Office (including printed and press material). 4.2 Congress bags The contents of the bag will be limited to the final programme, notepad and pen, which are all supplied by ECNP. 4.3 Language The official language of the congress is English. There is no simultaneous translation allowed, neither during the scientific programme, nor the satellite symposia. 4.4 Abstracts for poster presentations Abstracts can be submitted for poster presentations up to and including 1 April 2016 via the ECNP Congress website. These abstracts should report on the purpose, methods, results and conclusions of high-quality original research (e.g. double-blind studies) that has not been published elsewhere, in part or as a whole. The results section should contain real data, including the outcome of appropriate statistical analysis. The statements, in particular in the conclusion section, should be balanced. The abstract should not contain commercial-type statements. In principle, only one abstract for poster presentation dealing with a particular study will be accepted. If a study is financially supported by a company, this information should be included as an acknowledgement. Obviously, the abstract should be prepared according to the guidelines as mentioned on the ECNP Congress website. All accepted abstracts will also be presented as an e-poster. When an abstract is submitted for poster presentation it is mandatory to register for the congress before 15 April 2016. More information can be found on the ECNP Congress website. 4.5 Privacy of participants All parties involved in the organisation of ECNP Congresses are urgently requested to respect the privacy of the participants. This implies that it would be greatly appreciated if no promotional material is displayed in hotels or left for the attention of the participants in their hotel rooms. Please ensure that hospitality areas in hotels are kept low profile. 4.6 Signage Signage related to satellite symposia and the exhibition will be provided and organised by ECNP. No other signage is permitted. 4.7 Smoking The ECNP Congresses are non-smoking congresses. 4.8 Sponsoring There are no industry sponsored activities allowed during the congress besides the industry sessions and exhibition. ECNP Industry Guidelines 29 th ECNP Congress, 17-20 September 2016, Vienna, Austria 9
4.9 Deadlines Action Deadline date Application satellite symposia 15 December 2015 Application exhibition space 15 December 2015 Assessment SPC regarding satellite symposium to companies 2 February 2016 Final time slots satellite symposia to companies 3 March 2016 Final exhibition space assignment 3 March 2016 Copy of receipt application accreditation of satellite symposia to ECNP Office 3 March 2016 Publication ECNP Industry Manual April 2016 Submission abstracts of speakers satellite symposia 1 April 2016 Submission abstracts for poster presentations 1 April 2016 Final version programme satellite symposia to ECNP Office 15 April 2016 Copy granted accreditation of satellite symposia to ECNP Office 15 April 2016 Uploading biographies of speakers satellite symposia 15 April 2016 Stand drawings to registration secretariat 16 May 2016 Request of group registration 10 July 2016 Final pdf of invitation satellite symposia to ECNP Office for approval and for publication on the ECNP Congress website 15 July 2016 ECNP Industry Guidelines 29 th ECNP Congress, 17-20 September 2016, Vienna, Austria 10
5. INDUSTRY RULES AND REGULATIONS 5.1 Adherence to rules, regulations and guidelines All companies involved in the 29 th ECNP Congress should adhere to this document, the ECNP Industry Guidelines, as well as the Rules and Regulations of the Austria Center Vienna. In order to achieve an efficient flow of information it would be appreciated if you could provide this information to all persons involved in the 29 th ECNP Congress within your own company, as well as to agencies working on your behalf. 5.2 Adherence to laws It is the companies responsibility to adhere to any laws applicable in the country where the ECNP Congress is being held. The organisers accept no responsibility whatsoever for any transgression of such laws by exhibitors and/or satellite symposia organisers at the 29 th ECNP Congress. 5.3 Governing law, competent court The law of The Netherlands shall be applicable to the whole contractual relationship between the organisers and the companies, which includes - but is not limited to the guidelines and all other agreements. Any disputes which might arise as a result of the agreements are subject to the adjudication of the competent court of jurisdiction in The Netherlands. Participation in the exhibition and/or satellite symposia of the 29 th ECNP Congress implies acceptance of these conditions. 5.4 Liability and indemnification The company will be fully responsible for any claims, liabilities, losses, damages, or expenses relating to or arising out of any injury to any of the companies personnel or to any other person or any loss or damage to any property of company or any other property where such injury, loss or damage is incident to, arises out of, or is in any way connected with companies participation of the 29 th ECNP Congress. Moreover, the company shall protect, indemnify, hold harmless and defend the organisers and their employees from and against any and all such claims, liabilities, losses, damages and expenses. The company further waives any claim against the organisers, their officers, directors, agents, and suppliers, arising out of oral and written publication or republication of any statement made in connection with the 29 th ECNP Congress concerning the company s or his/her exhibits, products or services. The foregoing does not apply to claims arising from gross negligence or wilful misconduct on the part of the organisers or any person or object for which the organisers can be held liable under Dutch law. ECNP Industry Guidelines 29 th ECNP Congress, 17-20 September 2016, Vienna, Austria 11
5.5 Disclaimer For reasons beyond their control (such as war, strikes, lockouts, riots or any such civil disturbances, any acts of God, including but not limited to earthquakes, floods and droughts and any other cause or circumstance of whatsoever nature beyond its control that have an impact on the arrangements, timetables or planning of a scientific meeting), the 29th ECNP Congress and/or its agents have the right to immediately alter or cancel the congress or any of the arrangements, timetables, plans or other items relating directly or indirectly to the 29th ECNP Congress. The company and/or participants shall not be entitled to any compensation for damages that result from such alteration or cancellation. Furthermore, with the exception of any wilful damage or gross negligence committed by the 29th ECNP Congress and/or its agents, neither the 29th ECNP Congress nor its agents shall at any time be liable for any direct or indirect damage suffered by the company and/or participants, including consequential and immaterial damage, caused by failure to comply with any provision of this document. 5.6 Insurance Although every reasonable precaution will be taken to protect the company s property whilst on display at the exhibition or during the satellite symposium at the 29 th ECNP Congress, it must be clearly understood that the company takes part in the 29 th ECNP Congress entirely at its own risk. Furthermore, with the exception of wilful damage or gross negligence on their part, the 29 th ECNP Congress and/or its agents, the management of the Austria Center Vienna, the local authorities, and the designated official service suppliers accept no liability for any loss or damage sustained or occasioned from any other cause. It is highly recommended that all the staff of the company carry the proper individual medical travel and health insurance. Furthermore, all companies should carry proper liability insurance, as the company is responsible for all personal injury or damage to property arising in connection with the construction and dismantling of the exhibition stand and/or with the satellite symposium on anything permitted, omitted or done thereon or there from during the period of congress or the construction and dismantling periods of the 29 th ECNP Congress, with the exception of personal injury or damage to property to third parties which is caused by ECNP or any person or object for which ECNP can be held liable under Dutch law. 5.7 Damage to the premises Nails, screws or other fixtures may not be driven into any part of the premises including floors, nor may any part of the premises be damaged or disfigured in any way. If any damage occurs, the company responsible for such damage will be invoiced for any charges incurred. 5.8 Activities (company related) during the official ECNP programme hours Company related activities (other than exhibition and industry sessions) are not allowed during the official ECNP programme from Saturday 17 September 16.50 till Tuesday 20 September 16.40, including the ECNP Dinner on Sunday 18 September 2016. Further details see chapter 6.2 and 6.3. 5.9 Activities (company related) outside the official ECNP programme hours If a company or an organisation intends to organise a private meeting or other event during the 29 th ECNP Congress, it would be appreciated if the ECNP Office could be notified of this for information purposes only. It would also be appreciated if no activities were organised in parallel with the satellite symposia. 5.10 Advertisements Company advertisements are not permitted in the congress supplement to the journal European Neuropsychopharmacology (ENP) or any printed or digital matter of the 29 th ECNP Congress. 5.11 Printed material (including digital material, etc.) No use may be made of the ECNP logo. However, the ECNP Congress promotional kit is available for use for materials related to the 29 th ECNP Congress. ECNP Industry Guidelines 29 th ECNP Congress, 17-20 September 2016, Vienna, Austria 12
Text reference can be made to the ECNP Congress or ECNP as follows: On the invitation for satellite symposia, worded as follows: satellite symposium on the occasion of the 29 th ECNP Congress with educational financial support provided by <name company> On written information for the press, see chapter 10.2 under Press facilities and material On the live webcast of a satellite symposium, see chapter 6.11. Reference to exhibition is limited to please visit the exhibition booth/stand of <name company>. No trade logos and/or names may be printed on invitations for satellite symposia. 5.12 Distribution of material Apart from the exhibition stands and the rules, as stated in chapter 6 for satellite symposia, companies will not be permitted to distribute or mount any material at the venue of the 29 th ECNP Congress. Clothing etc. on which advertisements appear are considered to be printed material and staff wearing such items should remain at the exhibition stand. In addition, the use of living promotional material outside the exhibition stand or the session room of the satellite symposium is not permitted, e.g. staff helping participants to read the signs or to find satellite symposia, exhibition or other company related matters. 5.13 Miscellaneous In addition to these ECNP Industry Guidelines, the terms and conditions, important notes and technical guidelines mentioned in the ECNP Industry Manual (available in April 2016), as well as Rules and Regulations of the Austria Center Vienna also apply. In the event of a dispute, the decision of the organisers is final. Further rules for exhibition 5.14 Audio-visual equipment The use of microphones/audio-visual equipment on the exhibition stand is permitted, but the volume must not be such as to cause annoyance to other exhibitors. The organisers reserve the right to prohibit the use of such equipment, if in the organisers opinion, any annoyance is being caused. 5.15 Stand activities It would be appreciated if companies endeavour to organise medically oriented exhibits. Exhibitors are permitted to demonstrate the company s equipment and to make informational presentations regarding the product line or service within the stand. Demonstration areas must be indicated on your stand plans and, where necessary, must include soundproofing within the construction of this area. Plans must also show any proposed queuing and viewing areas within the stands. Any other attention-getting devices must be approved by the organisers prior to the start of the congress. Companies are not permitted to organise meet-the-expert sessions at their stands for a larger audience nor to use of the phrase meet-the-expert. A small desk is however allowed for book signing, quiz or for an expert to meet 2-3 congress participants at the same time. Companies wishing to organise a session room style activity can apply to organise a satellite symposium, see item 6. Only activities which, in the opinion of the organisers, are in line with medically oriented exhibits will be permitted. The organisers reserve the right to end activities or to close a stand. 5.16 Obstruction of aisles and open spaces Exhibitors will not be allowed to display exhibits outside their own exhibition stands. Additionally, the organisers reserve the right to order changes to exhibition stands, which are in any way obtrusive. Any form of light projection, etc. outside the exhibition stands is not permitted. Aisles must be kept clear and free for passage at all times. Any exhibitor who does not abide by the rules is liable to have his or her stand closed by the organisers at the exhibitor s own risk and expense. ECNP Industry Guidelines 29 th ECNP Congress, 17-20 September 2016, Vienna, Austria 13
6. INDUSTRY SESSIONS 6.1 SATELLITE SYMPOSIA Scientifically oriented satellite symposia with a well-balanced programme (e.g. not concentrating on one or specific pharmaceuticals only) may be organised in connection with the 29 th ECNP Congress during the time slots as mentioned at 6.1. Organisers of a satellite symposium will be charged a fixed fee of EUR 44,000 (excl. VAT) and will cover all costs for the satellite symposium themselves. In return the satellite symposium will be listed in the printed matter of the congress and on the ECNP Congress website. The technical equipment present in the room for the ECNP sessions are included in the fee mentioned above. ECNP is looking into the opportunity for smaller (bio/neuro tech) companies to share a satellite time slot on a related topic. If you are interested in such a session, please contact the ECNP Office at vienna2016@ecnp.eu. 6.1.1 Time slots Parallel satellite symposia can be organised during time slots mentioned below. The number of satellite symposia might have to be restricted. Satellite symposia time slots Saturday 17 September 2016 Sunday 18 September 2016 Monday 19 September 2016 Tuesday 20 September 2016 09.45-11.30 12.15-14.00 14.45-16.30 17.15-19.00 17.15-19.00 17.15-19.00 maximum 5 parallel maximum 5 parallel maximum 5 parallel maximum 5 parallel maximum 5 parallel maximum 5 parallel 6.1.2 Room capacity The room capacity available for satellite symposia at the 29 th ECNP Congress is 5 rooms in parallel (500 and 440 pax) on Saturday and 5 rooms in parallel (1400, 500 and 440 pax) on Sunday, Monday and Tuesday. 6.1.3 How to apply Companies interested in organising satellite symposia can submit their application via the online application form, by 15 December 2015 at the latest. A copy of the most recent feedback report of the accreditation body (if applicable) should be sent by e- mail to vienna2016@ecnp.eu upon application but no later then 15 December 2015. The information provided will be treated confidentially, as it is understood that it might be difficult for companies to approach speakers and chairs in a phase in which no time slot has been fixed. Please note that no unusual abbreviations and trade names are permitted in the title of the satellite symposium or in the titles of the presentations; however, generic names may be used. The title of the satellite symposium and the titles of the presentations as well as the content must give a balanced view of therapeutic options. The use of generic names in the presentations will contribute to this. If you have more than one request, please click the new application button on the online form. The online form(s) should be submitted by the company, not by its agency. ECNP Industry Guidelines 29 th ECNP Congress, 17-20 September 2016, Vienna, Austria 14
6.1.4 Procedure after completing the online application form Information about the assessment of the pre-programme by the Scientific Programme Committee (SPC) will be sent out 2 February 2016 at the latest. Satellite symposia organised by the same company will not be scheduled in parallel as much as possible and it is endeavoured to avoid running two parallel satellite symposia on the same topic. In addition preferred time slots as indicated by the company will be taken into account as much as possible. Before 3 March 2016 the final allocation of time slots and session rooms will be circulated. 6.1.5 Procedure for changes in the pre-programme In the event that there are changes to an approved pre-programme, the changes must be sent to the ECNP Office for approval by the Scientific Programme Committee (SPC). It is mandatory to submit a final version for publication and send a biography with photo of the speakers to ECNP before 15 April 2016 at the latest. 6.1.6 Rules for faculty As is the case with the scientific programme of ECNP, faculty members can give a presentation during one satellite symposium only. In addition they can only chair one (other) satellite symposium if the schedule allows it. This rule does not apply to members of the ECNP Executive Committee or members of the Scientific Programme Committee of the 29 th ECNP Congress. Members of these two committees are only allowed to either speak or chair, not both. Please find here a list of these committee members It is the responsibility of the companies to inform the tentative faculty of this rule. In the event that a faculty member is proposed by several companies when submitting the pre-programmes, the companies will be informed of this by the ECNP Office. The ECNP Office will not be in direct contact with your speakers. 6.1.7 Accreditation After written approval of the programme of the satellite symposium has been received from the Scientific Programme Committee (SPC), it is mandatory for organisers of satellite symposia to obtain European accreditation (CME), for example with the European Accreditation Committee in CNS (EACIC). The decision as to whether a satellite symposium can be organised during the ECNP Congress remains with ECNP. Companies are requested to submit the following information together with their application for a satellite symposium by 15 December 2015 via the online application form. Name of the accrediting body they intend to use (including website address) Information about the criteria of this body (evaluation, monitoring) Copy of the most recent feedback report from of this accrediting body by e-mail to vienna2016@ecnp.eu. A copy of the confirmation receipt of the application by the accrediting body must be sent to the ECNP Office by 25 February 2016 at the latest. The confirmation by the accrediting body that the satellite symposium has been granted accreditation needs to be sent to the ECNP Office no later than 3 March 2016. Contact: European Accreditation Committee in CNS (EACIC) Scientific secretariat: Dr Daniel Souery 47, avenue Jacques Pastur 1180 Brussels, Belgium Mobile phone number: +32 479987440 eacic@ulb.ac.be, www.eacic.eu ECNP Industry Guidelines 29 th ECNP Congress, 17-20 September 2016, Vienna, Austria 15
6.1.8 Disclosure ECNP requests speakers, chairs and poster presenters in the scientific programme of ECNP and in the satellite symposia to disclose potential conflicts of interest. This will allow the audience to take potential conflicts of interest into account when assessing the objectivity of the presentation. Speakers are requested to disclose potential conflicts of interest regarding their current presentation in the first slide of their presentation. Chairs are also requested to disclose potential interest regarding the topics of the presentations during their session in the first slide of their session. Poster presenters are requested to disclose potential conflicts of interest regarding their current poster presentation at the bottom of their poster. Potential conflicts of interest can involve: grants, honoraria, shares, paid positions on advisory boards etc. The text to be used for speakers {1} and for chairs {2} in the satellite symposia is: Conflict of interest statement regarding {1 my presentation} {2 the topics of the presentations} in the satellite symposium on the occasion of the 29 th ECNP Congress with educational financial support provided by <name company> {1< title presentation>}{2 <title satellite symposium>} on <date, month> 2016 I have no potential conflict of interest to disclose I have an interest in relation to one or more organisations that could be perceived as a possible conflict of interest in the context of the {1 subject of this presentation} {2 topics of the presentations}. The relationship(s) is (are) summarised below: Interest Grants Honoraria Shares Paid positions Advisory boards Other involvement Name of organisation 6.1.9 Enduring material, recording (audio and image) and live webcast of satellite symposium ECNP gives permission to re-use the content of the programme of a satellite symposium to create enduring material and allows recording (audio and image) of a satellite symposium by the medical company in principle and if possible from a logistical point of view. ECNP allows live webcasting of satellite symposia. Re-use is permitted, provided that: This activity does not, in any way, cause any disturbance to the participants, or causes any damage to the building All legal issues such as, for example, copyright and privacy of the participants involved in this activity are taken into account. The recorded material is a full version of the satellite symposium given without omissions or additional information There is no link or reference to ECNP or the ECNP Congress other than the sentence satellite symposium on the occasion of the 29 th ECNP Congress with educational financial support provided by <name company> A reference is made that the content is not necessarily the opinion of ECNP If the approved satellite symposium is to be webcasted live, the utmost will be done by the organisers to provide a time slot for a short technical rehearsal in the session room. ECNP Industry Guidelines 29 th ECNP Congress, 17-20 September 2016, Vienna, Austria 16
6.1.10 Abstract ENP Supplement It is possible for speakers in satellite symposia (the programme of which has been approved by the Scientific Programme Committee) to submit an abstract regarding their presentation for publication in the supplement to the journal European Neuropsychopharmacology, in which the abstracts of the 29 th ECNP Congress are published. As is the case for all abstracts within the scientific programme of ECNP, these abstracts will be reviewed for possible publication according to the scientific standards of the journal, European Neuropsychopharmacology. Abstracts should be submitted online through a special satellite symposia webpage. After the company has received official SPC approval for the programme of the satellite symposium, the company will receive a user name and password for each speaker which gives access to this special abstract submission page. Guidelines Abstracts should be prepared according to the following instructions: Content The abstract should be a comprehensive summary of the lecture. If possible, please insert the most recent data available. Please avoid phrases like results on. will be discussed. Use standard abbreviations. Place unusual abbreviations in parentheses after the first time the full word appears. Clearly identify all used neuropsychopharmaceuticals. Standard abbreviations may be used for well-established neuropsychopharmaceuticals. A disclosure on potential conflicts of interest is requested when submitting an abstract. Layout The title of the abstract is identical to the title of the lecture and cannot be changed on the online abstract submission form. Abstracts should have a minimum of 230 and a maximum of 250 words. Abstracts must be submitted in English. Abstracts must be written in Times New Roman, font size 10. Type the text in single spacing. The use of underlined is not permitted. Words that need emphasis should be bold and italics type. Only one table is allowed. It is not allowed to use figures or graphics. Tables cannot be inserted with copy/paste. Please type your table with the help of the table button (top left, middle button). References No more than five references to previous publications may be included. In the body text, a publication should be referred to by a consecutive number between brackets, i.e. [1], [2], [3], [4] and [5]. Authors are responsible for the accuracy of references. Only published articles and those in press (the journal should be stated) may be included; unpublished results and personal communications should be cited as such in the text. The references should be provided in accordance with the following examples: Reference to a journal publication [1] Chamberlain, S.R., Hampshire, A., Muller, U., Rubia, K., Del Campo, N., 2009. Atomoxetine modulates right inferior frontal activation during inhibitory control. A pharmacological functional magnetic resonance imaging study. Biol Psychiatry 65, 550-555. Reference to a (chapter in a) book [1] Williams, K., 1980. Pharmacological dilemmas in psychiatry, in: Weaver, R., Smith, L.K., Perspective on psychiatry, second ed. Theme Press, Cornwall, pp. 301-315. Reference to a website [1] McArthur, J., 2014. The link between schizophrenia and dementia, a new perspective. Available from: www.biolpsychiatry.com/schizophrenia-dementia. [Accessed: 12 May 2015]. ECNP Industry Guidelines 29 th ECNP Congress, 17-20 September 2016, Vienna, Austria 17
Reference to a DOI [1] De Jong, A., 2015. Developments in the field of neuropsychopharmacology. Pharm. Journal, this issue, http://dx.doi.org/10.2215.j.pharmjournal.2014.09.003. Keywords You are requested to select up to 3 keywords from the list that represent the contents of your communication. The keywords will be used to compose the subject index in a supplement to the journal European Neuropsychopharmacology. Authors Insert the author's full first name and last name and address(es) of the institution as indicated on the on-line form. Do not add: Prof, Dr, etc. and do not use only initials Publication of abstracts The abstracts will be reviewed for possible publication in the supplement to the journal European Neuropsychopharmacology. The supplement will be published after the congress. Abstracts will only be accepted for publication provided they adhere to the instructions above. The publisher of European Neuropsychopharmacology holds all publication rights including copyright. The deadline for abstract submission is 1 April 2016. 6.1.11 Printed material satellite symposia (including digital material, etc.) Printed material of the satellite symposia must have the name of the medical company involved on the cover of printed matter, on the poster and on the first page of digital material, in the following wording satellite symposium on the occasion of the 29 th ECNP Congress with educational financial support provided by <name company>. Printed material announcing satellite symposia will only be distributed by: 1. E-mailing to the pre-registered participants: the registration secretariat will send out an e-mail to all pre-registered participants approximately four weeks prior to the congress, inviting participants to visit a webpage on the ECNP congress website that includes digital versions of all the invitations for satellite symposia produced by the companies. This pdf of the invitation should be approved by the ECNP Office and the final version should be sent to the ECNP Office no later than 15 July 2016. 2. Display of 2 posters on 2 poster boards located in two spots within the venue (1 poster max. A1 portrait format per board per satellite symposium). Two identical poster boards for the promotion of your satellite symposium, with corresponding racks for leaflets, will be placed in the general area of the congress venue on which the posters should be placed on Saturday 17 September from 08.00 hours and can remain until Tuesday 20 September 18.00 hours. These poster boards and racks are especially provided for this purpose by the 29 th ECNP Congress at the congress venue. Information about format (portrait) of the poster boards will be mentioned in the Industry Manual in April 2016. 3. Handing out material from the exhibition stand. 4. Handing out material from the table(s) at the entrance of the room used for the satellite symposium, commencing no more than 30 minutes before the start of the satellite symposium. Companies are allowed to bring in their material to the tables 60 minutes before the start of the satellite symposium. However, the material needs to be covered until 30 minutes before the start of the satellite symposium A pdf. version of all printed material used in relation to satellite symposia should be sent for approval by 15 July 2016 at the latest to the ECNP Office to the attention of Jolijn van Middelkoop, Project Manager Congresses & Meetings, e-mail vienna2016@ecnp.eu. As a rule, a response will be given within 5 working days. ECNP Industry Guidelines 29 th ECNP Congress, 17-20 September 2016, Vienna, Austria 18
6.1.12 Badges All registered congress participants have access to satellite symposia. Participants are required to wear their badges in order to have access to the congress venue. Free satellite symposium staff badges Satellite symposium organisers are entitled to 4 (four) satellite symposium staff badges per satellite symposium free of charge, which will be provided on-site. These badges allow admission only to your satellite symposium and these are not name-specific but time slot-specific. On the satellite symposium staff badges, only the company name as indicated on the satellite symposium application form and corresponding time slot, will be printed. Therefore, they are only valid for one satellite symposium. Badges for satellite symposium staff do not allow access to the scientific sessions. Exhibitors do not have access to satellite symposia. However exhibitors may attend the satellite symposium of their company. To access these, please present your exhibitor badge at the entrance of the room. For security reasons, all your staff members must wear the provided badges at all times during the congress. Security staff will not allow you or your staff to enter the congress without a valid badge. Additional satellite symposium staff badges can be purchased at a price of EUR 150 (excl. VAT) per badge on the personalised satellite symposium registration link which will be available in the Industry Manual in April 2016. Temporary staff/hostesses badges Badges for your additional temporary staff/hostesses are provided free of charge and can be ordered on the personalised satellite symposium registration link which will be available in the Industry Manual in April 2016. These badges allow admission only to your satellite symposium and these are not name-specific but time slot-specific. Speakers and chairs of your satellite symposium Please note that it is mandatory to register the speakers and chairs of your satellite symposium through the online group registration form or individual registration link (available in September 2015 at the ECNP Congress website). Please note that ECNP faculty members cannot be registered through a group. They are registered through the ECNP Office. They can, however, be part of a group for hotel accommodation and travel arrangements. Although every effort will be made to inform you in the event of a double registration, when either an individual or another group registers the same participant, the registration secretariat and/or ECNP Office cannot be held responsible should such an event occur. Badge pick-up Free and additional satellite symposium staff badges will be available for pick-up (in an envelope under the company s name and satellite time slot) on-site at the registration desks from 15.00 until 19.00 on Friday 16 September 2016 and during the registration opening hours from Saturday 17 September to Tuesday 20 September 2016. 6.1.13 Catering MOTTO Catering is the official catering supplier. You are not allowed to bring your own food or beverages into the venue. Limited catering is allowed, but is restricted to finger food and non-alcoholic beverages. It may only be served within 30 minutes before the start of the satellite symposium. The area for catering is the nearest area available to the assigned room. Extensions beyond the assigned time-slot are not allowed under any circumstances. More details regarding all requests for catering during the 29 th ECNP Congress can be found in the Industry Manual in April 2016. ECNP Industry Guidelines 29 th ECNP Congress, 17-20 September 2016, Vienna, Austria 19
6.1.14 Proceedings satellite symposia It is possible to have proceedings of the satellite symposia published as a supplement to the journal European Neuropsychopharmacology (ENP). Both the proposal and the content are subject to review procedures. Peter Schoonheim, Therapy Account Manager Elsevier Pharma Solutions P.O. Box 993 1000 AZ Amsterdam The Netherlands T: +31 20 48 52 321 p.schoonheim@elsevier.com www.elseviercommercialsales.com 6.2 LUNCH TIME SESSIONS In the exhibition area a small theatre will be built to allow companies to organise a 30-minute lunchtime session, which will not be reviewed by the Scientific Programme Committee. Companies should refrain from any product placement; the programming should not compete with the main scientific programme and should be on neutral topics such as use of social media or how to improve your presentation skills. The slots are not meant for expert talks or meet-the-expert sessions. Per day we have a slot available during the lunch break from 12.30-13.00 and from 13.15-13.45, giving a total of 6 sessions during the congress. The application will be on a first come first served basis. The sessions will be accessible to all congress participants interested and the programme will be published under industry activities on the congress website, in the final programme and in the app, mentioning the company organising the session. If you are interested in organising one of these lunchtime sessions, please send an e-mail to vienna2016@ecnp.eu including information on the topic of your session and a short outline. The fee per 30- minute slot is EUR 7,000 (excluding VAT). Deadline application is 15 December 2015. 6.3. INTERNAL MEETINGS The 29 th ECNP Congress has meeting rooms for rent available (only for private staff meeting purposes) at the Austria Center Vienna during the 29 th ECNP Congress at a first come first serve basis. Meeting rooms can be rented from Saturday 17 September until Tuesday 20 September 2016 between 07.00-17.00 daily. For further information and reservation please send an e-mail to vienna2016@ecnp.eu ECNP Industry Guidelines 29 th ECNP Congress, 17-20 September 2016, Vienna, Austria 20
7. EXHIBITION 7.1 Introduction Every ECNP Congress is accompanied by a medically oriented exhibition. ECNP considers the exhibition an important factor in contributing to the Congress s educative function, by allowing physicians to gain access to information and advice. ECNP would therefore like to invite companies and organisations involved in the science and treatment of disorders of the brain to present their services, products and/or literature at the medically oriented exhibition, which will be held simultaneously with the congress from Sunday 18 September to Tuesday 20 September 2016. The exhibition organiser is the 29 th ECNP Congress Foundation called organisers. The exhibition will take place in Hall X2 of the Austria Center Vienna, Vienna, Austria. Coffee and lunch will be served in the exhibition area, thus ensuring maximum contact between exhibitors and participants. Coffee and lunch will also be served in the poster area, located in front of Hall X2. The organisers reserve the right to determine the eligibility of all exhibition stand space applications, expecting that all exhibitions will conform to the educative and scientific goals of the Congress. The allocation of stand space does not mean that the information provided at the exhibition stand is endorsed by the organisers. 7.2 Opening hours Date Sunday 18 September 2016 Monday 19 September 2016 Tuesday 20 September 2016 Hours 09.00-17.00 09.00-17.00 09.00-17.00 7.3 Price overview Type of exhibition stand Price* per m 2 Services included Free build stand EUR 770 / m 2 (excl. VAT) Publishers/booksellers EUR 300 / m 2 (excl. VAT) Stand space only Cleaning of the aisles and public areas within the exhibition area A number of free exhibitor badges, depending on stand size (see chapter 7.9.) A number of free congress participant badges, depending on stand size (see chapter 7.9) Public transport passes for each exhibitor One congress bag per company Company details mentioned in the congress App, website and printed matters Shell scheme stand: 6 m 2 package 9 m 2 package 12 m 2 package EUR 2,400 (excl. VAT) EUR 3,400 (excl. VAT) EUR 4,600 (excl. VAT) *Note that there is a minimum of 6 m 2 per order of exhibition space. Shell scheme frame Fascia panel with standard lettering Electrical usage Carpeting Cleaning of the aisles and public areas within the exhibition area A number of free exhibitor badges, depending on stand size (see chapter 7.9.) Public transport passes for each exhibitor One congress bag per company Company details mentioned in the congress App, website and printed matters ECNP Industry Guidelines 29 th ECNP Congress, 17-20 September 2016, Vienna, Austria 21
7.4 Application procedure To be considered in the initial assignment of stand space, potential exhibitors must submit their application via the online application form, by 15 December 2015 at the latest. If a bigger/smaller stand is required or stands need to be merged, the safety regulations need to be respected when filling in your space preferences. Upon application the company name, company address details and introduction text about the company for publication on the website, the final programme and congress app are requested. After ECNP has received the exhibition application form the company will be issued an invoice for 50% which must be paid according to the payment terms specified. Deadline to apply for exhibition space: 15 December 2015. 7.5 Stand space assignment The organisers will make initial stand space assignments for applications received before 15 December 2015, taking into account the restrictions of the congress venue and, as much as possible, the applicant s preferences. After the initial stand space assignment has been finalised, the remaining space (if available) will be allocated to late applications. No applications will be accepted after 15 July 2016. The final stand assignment will be sent 3 March 2016. Please note that the organisers decision in this regard is final. Companies are not allowed to sublet their assigned stand space. 7.6 Floor plan The enclosed provisional exhibition floor plan has been designed in accordance with the regulations of the congress venue and with the intention of maximising each individual stand s exposure to the participants of the 29 th ECNP Congress. 7.7 Service suppliers and ECNP Industry Manual Official service providers and suppliers Exhibition services at the 29th ECNP Congress are provided by the registration secretariat, CPO HANSER SERVICE, the congress venue, Austria Center Vienna and other designated official service suppliers. The complete list of official suppliers together with their contact details will be available in the ECNP Industry Manual in April 2016. All suppliers act on their own behalf in all arrangements with exhibitors and are not agents or employees of the organisers. All services or materials supplied by these companies will be subject to a contract between the suppliers and exhibitors and will be invoiced directly by the suppliers to the exhibitors. Please note that the suppliers may apply their own regulations and instructions to the contracts they use. Therefore, the organisers do not accept any liability or responsibility for any act performed or committed by such suppliers. Suppliers appointed by exhibitors With the exception of some compulsory services/suppliers (such as electricity, water etc.) the use of other suppliers/agencies for logistical and technical purposes is permitted, provided that the exhibitor informs the registration secretariat, CPO HANSER SERVICE, through the enclosed Agency reply form, of the name of the appointed agency and which activities will be performed. Please note that the exhibitor remains responsible for the activities organised by the appointed supplier/agency. It is the exhibitor s responsibility to ensure that all the relevant ECNP Industry Guidelines, rules and regulations as well as health and safety regulations, relevant forms and deadlines are passed on to the appointed suppliers/agencies and that the suppliers/agencies act according to these rules and guidelines. ECNP Industry Guidelines 29 th ECNP Congress, 17-20 September 2016, Vienna, Austria 22
ECNP Industry Manual An Industry Manual containing complete exhibition & satellite symposia information and order forms for all technical installations and services will be available through the ECNP Congress website in April 2016. Confirmed exhibitors will also be notified by e-mail when the document is available. 7.8 Stand information A choice of shell scheme or free-build (space only) stands is offered to exhibitors. Allocated space for free-build stands is hired on the basis of stand space only. Stand space is defined as square metres (m²) up to the maximum height as indicated under height restriction. Stand constructions should adhere to the following criteria: Stands must not be obstructive in any way (openness of individual stands and the exhibition in general is aimed for at all times). Stands should be transparent. Only single story stands are allowed. Shell scheme stands are available as packages of 6, 9 or 12 square meters and the type of stand (row or corner stand) will depend on the final location of the stand. The type of stand required will be mentioned in the final allocation letter. The final decision rests with the organisers. Free-build stands For exhibitors who choose to build their own stand (free-build stands), stand construction and stand services are at the exhibitor s expense. Stands may not be constructed without the organisers written approval. All free-build stand exhibitors must supply CPO HANSER SERVICE with two sets of drawings showing the proposed layout of their stand and all dimensions in both plan and elevation for official approval. The drawings must show the name of the company as well as the stand number. All working layout plans should be to reasonable scale, but not less than 1:100. Shell scheme stands Companies that order a shell scheme package can chose 6, 9 or 12 square meters. All row stands will have side panels of 2 meters, and back panels depending on the package of 3 or 6 meters. The package of 9 square meters will have an additional meter added to their stand, marked out by carpet. Corner stands will only have one panelled side of 2 meters. Shell scheme packages include the panels as described above, electricity usage, carpeting and fascia panel with standard lettering. Furniture and other services can be ordered using the order information provided in the ECNP Industry Manual in April 2016. Height restrictions Free-build stands: The maximum stand height in the exhibition area is 3.00 meters. However, 25% of the stand construction may exceed this maximum with an ultimate height of 3.50 meters. This maximum height should include the technical floor of the stand, any lighting and/or lighting fixtures. Shell scheme stands: The height of the shell scheme stands is 2.50 meters. Build up and dismantling schedule Build up* Dismantling* Friday 16 September 2016 (free build stands only) Saturday 17 September 2016 (free build stands and shell scheme stands) 08.00-22.00 Tuesday 20 September 2016 (free build stands and shell scheme stands) Wednesday 21 September 2016 (free build stands only) 17.00-22.00 08.00-19.00** 07.00-16.00 * Final times will be confirmed in the ECNP Industry Manual to be released in April 2016. ** Stands must be built up and cleaned before 19.00. ECNP Industry Guidelines 29 th ECNP Congress, 17-20 September 2016, Vienna, Austria 23
The times indicated below should be sufficient for build up and dismantling. However, exhibitors who expect to need more time to build up/dismantle can officially request this after receipt of the ECNP Industry Manual in April 2016. 7.9 Badges Contractor passes During the build-up and dismantling hours of the exhibition, all exhibitors and stand contractors are required to wear contractor passes due to security reasons. These passes are valid during build-up and dismantling only and will be supplied by the organisers, free of charge. All vehicles delivering exhibits or stand-fittings must have a contractor pass. For security reasons, the contractor pass must be displayed in the vehicle at all times. You can indicate the number of contractor passes you require on the personalised exhibition registration form that will be included in the ECNP Industry Manual in April 2016. Free exhibitor badges Exhibitors are entitled to a certain number of free exhibitor badges, depending on the size of their stand (please see below the summary table of free exhibitor and congress participant badges), which will be provided on-site. The exhibitor badges allow admission to the exhibition area 1.5 hour before and 1 hour after the opening hours of the exhibition, each day (see chapter 7.8). The exhibitor badges also give access to the satellite symposia organised by the badge holder s own company as well as access to the coffee breaks and lunches served during the official breaks. Exhibitor badges do not allow access to the scientific sessions. Only the company names, as indicated on the application form, will be printed on the exhibitor badges; therefore exhibitors can rotate these badges, as they prefer. Additional exhibitor badges Additional exhibitor badges for stand personnel can be purchased at a price of EUR 150 (excl. VAT) per badge using the personalised exhibition registration link that will be included in the ECNP Industry Manual in April 2016. Free congress participant badges / set-up passes Exhibitors are also entitled to a certain number of free congress participant badges, provided the stand space hired is at least 25 m². The number of free congress participant badges depends on the size of the stand (see the summary table below of free exhibitor and congress participant badges). The congress participant badges allow access to the scientific programme, satellite symposia, exhibition during opening hours, coffee breaks and lunches served during the official breaks. Please note that congress participant badges do not give access to the exhibition area 1.5 hour before and 1 hour after the opening hours of the exhibition. However, you can request set-up passes free of charge for your exhibition staff with free congress participant badges that entitle them to enter the exhibition area during this time. To obtain your free congress participant badges/set-up passes, you need to complete the exhibition registration forms that will be included in the ECNP Industry Manual in April 2016. Additional congress participant badges Any additional registrations will be treated as individual or group registrations and must be paid for in full. For details on the provisional registration fees, please refer to chapter 8.4. Badge pick-up Contractor passes will be available for pick up at the registration desk of the Austria Center Vienna from Thursday 15 September 2016 onwards. Free and additional exhibitor badges and free congress participant badges with set-up passes, when indicated, will be available for pick-up (in an envelope under the company s name) at the registration desk of the Austria Center Vienna from 15.00 until 19.00 on Friday 16 September 2016 and during the registration opening hours from Saturday 17 September to Tuesday 20 September 2016. ECNP Industry Guidelines 29 th ECNP Congress, 17-20 September 2016, Vienna, Austria 24
Summary table outlining free exhibitor and congress participant badges Stand size Free exhibitor badges Free congress participant badges 6-19 m 2 2 0 20-24 m 2 3 0 25-29 m 2 3 1 30-39 m 2 4 1 40-49 m 2 5 1 50-59 m 2 6 2 60-69 m 2 7 2 70-74 m 2 8 2 75-79 m 2 8 3 80-89 m 2 9 3 90-99 m 2 10 3 100-109 m 2 11 4 110-119 m 2 12 4 120-124 m 2 13 4 125-129 m 2 13 5 130-139 m 2 14 5 140-129 m 2 15 6 150-160 m 2 16 6 160-169 m 2 17 6 170-179 m 2 18 6 180-189 m 2 19 6 190-199 m 2 20 6 > - 200 m 2 20 6 ECNP Industry Guidelines 29 th ECNP Congress, 17-20 September 2016, Vienna, Austria 25
8. GROUP REGISTRATION 8.1 General Companies or organisations wishing to register and pay for a group of participants (minimum 10 participants) for the 29 th ECNP Congress should follow the group registration procedure below. Smaller numbers should be registered through the online individual registration form which will be available in September 2015 at ECNP Congress website. Each group must have a designated group coordinator. All communication for the group will be via this group coordinator. Profile statistics of registered participants ECNP requests individual participants to answer profile questions on the online individual registration form in order to obtain their profile as parts of ECNP on-going attempts to improve its congress and better accommodate the needs and interests of the participants. Companies that organise a satellite symposium will receive the statistical outcome of the profile questions after the 29 th ECNP Congress. A participants list will not be available for companies. An e-mailing promoting the Industry sessions will be sent out by the registration secretariat CPO HANSER SERVICE about 4 weeks before the congress. For the group coordinator it is mandatory to provide for each group participant their current affiliation, e-mail addresses and field of work. 8.2 Online group registration requests Group registration requests will be processed online only through the online group registration form and should be made through one contact person, hereinafter called group coordinator. The deadline for submission of group registration requests is 10 July 2016. Please note that after 10 July 2016 group registration requests will not be accepted. Registrations after this date will be handled on an individual basis through the regular online individual registration form (please note that these individual registrations cannot be part of group pick-up). The following information will be requested: The name, full address and contact details of the group coordinator and of the represented medical company (in case the group request is made by an appointed agency). The number and category of participants to be registered, the number of ENP supplements to be ordered, the invoicing details and the group pick-up options. Please note that it is the responsibility of the group coordinator to check the membership status and category of their group participants before registering them. The member registration fee is only applicable if the yearly contribution for membership has been paid. Please note that if this has not been paid or if a participant is not listed on the ECNP membership list, the organisers reserve the right to register them as a non-member and charge the corresponding fee. 8.3 Group registration booking Upon receipt of the completed online group registration form, the registration secretariat will send the group coordinator the invoice corresponding to the number and type of submitted registrations. The group registration becomes effective upon receipt of payment. It is possible to increase the number of participants of a group until 10 July 2016 through the personalised online group page (see chapter 8.7). Reductions in the number of participants are subject to the cancellation policy as specified in chapter 11. Deadline for submission of the full payment is 15 days after receipt of the invoice but no later than 10 July 2016. To benefit from the early registration fees, full payment should be received on or before 15 April 2016. ECNP Industry Guidelines 29 th ECNP Congress, 17-20 September 2016, Vienna, Austria 26
8.4 Provisional registration fees Groups may benefit from the early registration fees by registering and paying their group participants prior to 15 April 2016. Fees are quoted in euro (EUR) and per person. Payments in other currencies will not be accepted. The provisional registration fees indicated below are per person and only applicable if both the registration form and payment are received on or before the deadline date; otherwise the next higher registration fee will be applied. Provisional early registration and payment (on or before 15 April 2016) Excl. Austria VAT Incl. Austrian VAT Member* Normal EUR 500.00 EUR 600.00 Non-MD**** EUR 337.50 EUR 405,00 CDE** EUR 233.33 EUR 280.00 Junior Scientist*** EUR 179.17 EUR 215.00 Non-member Normal EUR 666.67 EUR 800.00 Non-MD**** EUR 504.17 EUR 605.00 CDE** EUR 304.17 EUR 365.00 Junior Scientist*** EUR 250.00 EUR 300.00 Provisional standard registration and payment (after 15 April until 31 August 2016) Excl. Austria VAT Incl. Austrian VAT Member* Normal EUR 608.33 EUR 730.00 Non-MD**** EUR 445.83 EUR 535,00 CDE** EUR 333.33 EUR 400.00 Junior Scientist*** EUR 283.33 EUR 340.00 Non-member Normal EUR 775.00 EUR 930.00 Non-MD**** EUR 612.50 EUR 735,00 CDE** EUR 404.17 EUR 485.00 Junior Scientist*** EUR 354.17 EUR 425.00 Provisional on-site registration and payment (after 31 August 2016) Excl. Austria VAT Incl. Austrian VAT Member* Normal EUR 729.17 EUR 875.00 Non-MD**** EUR 558.33 EUR 670.00 CDE** EUR 429.17 EUR 515.00 Junior Scientist*** EUR 379.17 EUR 455.00 Non-member Normal EUR 829.17 EUR 995.00 Non-MD**** EUR 725.00 EUR 870.00 CDE** EUR 500.00 EUR 600.00 Junior Scientist*** EUR 450.00 EUR 540.00 * The member registration fee is only applicable if your yearly contribution for membership has been paid. Please note that if you have not paid or you are not listed on the ECNP membership lists, the organisers reserve the right to register you as a non-member and charge the corresponding fee. ** Participants from CDE (Countries with Developing Economies - World Bank List). ECNP Industry Guidelines 29 th ECNP Congress, 17-20 September 2016, Vienna, Austria 27
*** A Junior Scientist fee will be given to persons matching ECNP's definition of a 'Junior Scientist. If you present a poster of which the abstract is approved for publication in the supplement to the journal European Neuropsychopharmacology your registration will be free. **** The non-md fee applies specifically to those engaged in basic research. It excludes those with medical training. CDE: If you live in a country with a developing economy (CDE) and have submitted an abstract which is accepted for presentation at the congress, your registration will be free. If your abstract is not accepted for presentation you will be invited to pay the CDE registration fee or you can cancel your registration by contacting the registration secretariat CPO HANSER SERVICE by e-mail within two weeks after sending date of not accepted e-mail. Junior Scientist: Please note that if your abstract is not accepted for publication you will be invited to pay the Junior Scientist registration fee or you can cancel your registration by contacting the registration secretariat CPO HANSER SERVICE by e-mail within two weeks after sending date of not accepted email. Participants applying for a Junior Scientist fee should provide a copy of their ID or passport and a copy of their student card or an official letter from the head of their department, university or institution. Please send the required information by e-mail to the registration secretariat CPO HANSER SERVICE immediately after submitting the online registration form. The registration fee includes: Congress material: o Programme booklet o Notepad and pen Access to: o Scientific programme o Satellite symposia o Exhibition o Welcome reception Lunches and refreshments Certificate of attendance Public transportation ticket valid for 96 hours The printed congress supplement to European Neuropsychopharmacology (ENP) can be ordered at a price of EUR 45 (including Dutch VAT) through the online registration form and will be sent by mail after the congress. On-site registration does not guarantee the availability of all congress material. 8.5 Submission of participant names Within a week after submitting the online group registration request, the group coordinator will receive a confirmation e-mail with the invoice and the Agency reply form (if applicable). The group coordinator will have access to the online group page that offers the possibility to provide the participants data and to make name changes (within the limit of the number of reserved registrations). The participant data can either be entered directly into the web portal or an Excel file can be downloaded in order to upload the complete data at a later stage. It is mandatory for the group coordinator to submit full contact details of each registered participant. The list of participants should include the family name, first name, complete work address and personal e-mail of each participant. Please note that the contact details provided at registration should be the personal or business contact details of each individual participant registering to attend the congress. If you are registering a participant on his or her behalf, please do not use your own contact details or the contact details of the company or institution that is inviting this participant. Please make sure you provide us with their correct e-mail address. ECNP Industry Guidelines 29 th ECNP Congress, 17-20 September 2016, Vienna, Austria 28
Group participants with incomplete contact details as outlined above cannot be registered until such information is provided. Details of the company or agency instead of the participant's details will not be accepted unless it is clearly specified that the company/agency employs the participant. Please note that ECNP faculty members cannot be registered through a group. They are registered through the organising secretariat. They can, however, be part of a group for hotel accommodation and travel arrangements. Although every effort will be made to inform you in the event of a double registration, when either an individual or another group registers the same participant, the registration secretariat cannot be held responsible in the event of a double registration. Please note that if your group includes participants submitting an abstract, you need to upload their complete contact details before 1 April 2016, as the rule states that abstracts will only be reviewed if submitters have registered and paid upon submission of their abstract. Deadline to upload the full list of group participants: 9 August 2016. 8.6 Group registration confirmation Please note that the registration secretariat will not send individual registration confirmations to group participants. It is entirely the responsibility of the group coordinator to confirm registrations to the group participants. Therefore, the group coordinator will receive a registration confirmation for each participant with personal information and barcode at least two weeks prior to the congress. If no group pick-up has been arranged by the group coordinator, the participant will be able to pick up the badge on site as from Saturday 17 September 2016 at the pre-registration self-service desk by scanning the barcode. It is the responsibility of the group coordinator that the participants receive their registration confirmation with barcode. 8.7 Modification of existing groups It is possible to increase the number of participants of a group until 10 July 2016 through the personalised online group page. Any additions to group registrations received between 15 April and 10 July 2016 will be charged the standard registration fee. After 10 July 2016, additional registrations can only be registered on an individual basis through the regular online individual registration form or on-site. Please note that these individual registrations cannot be part of the group pick-up and participants have to collect their badge individually, directly at the self-service desks during the registration opening hours from Saturday 17 September to Tuesday 20 September 2016, by scanning the barcode printed on the confirmation letter they will receive before the congress. Please note that after submitting the online group registration request, reductions in the number of participants are subject to the cancellation policy as specified in chapter 11. Changes of registration categories will not be accepted. Changes in the group list (name changes only) are accepted at no additional fee until 9 August 2016 through the personalised online group page by the group coordinator, providing full contact details of the new participant to be registered (family name, first name, complete work address and personal e-mail address). From 10 to 23 August 2016 it is possible to make name changes with a handling fee of EUR 25 (including Austrian VAT) per name change by sending an e-mail to the registration secretariat CPO HANSER SERVICE at registrationsecretariat@ecnp-congress.eu or by fax to +49-30-305 73 91. Payment is only possible by credit card or balance invoice. After 23 August 2016, any changes will be handled on-site only and a handling fee of EUR 25 (including Austrian VAT) per change will be charged directly (cash or credit card). This handling fee is not refundable at any time. If required a balance invoice will be sent no later than 2 weeks after the congress. No online changes will be possible after 9 August 2016, but the group coordinator will have access to the list of participants through the personalised online group page until 16 September 2016. ECNP Industry Guidelines 29 th ECNP Congress, 17-20 September 2016, Vienna, Austria 29
Furthermore, if a badge needs to be reprinted* on-site due to a mistake in the list of participants provided by the group coordinator, the badge reprint will be invoiced to the group at EUR 25 (including Austrian VAT) per reprint and payment has to be made directly on-site. This handling fee is not refundable at any time. *including spelling mistakes, first name-last name inversion and name changes 8.8 Letter of invitation for visa application International participants may need a letter of invitation from the congress organisers in order to obtain an entry visa for Austria. The organisers will not be able to contact or intervene with the Austrian Embassy or Consulate office abroad on your behalf. Participants should start the visa application process as early as possible and at least six weeks prior to their departure. All participants must have registered and paid the required registration fees before requesting an official letter of invitation. If letters of invitation are required, please indicate it at the time of the registration and enter passport number and date of birth of your participants in the excel document you will receive following your group registration. The letter of invitation will be sent by e-mail. 8.9 Group pick-up of congress badges for participants By prior appointment group badges will be available for pick-up on-site at the group registration desk on Friday 16 September 2016 from 8.00 to 19.00. After this date, non-collected badges will have to be printed individually at the self-service desks during the registration opening hours from Saturday 17 September 2016 to Tuesday 20 September 2016. When processing your group registration request on the online group registration form the registration secretariat will ask you to indicate whether you would like to use the possibility to pick up your badges on Friday 16 September 2016. Only groups who have indicated their wish to benefit from a group pick-up appointment will be contacted by the registration secretariat two weeks prior to the congress in order to schedule an appointment for the collection of badges at the venue. The registration secretariat will not be held responsible for delays or inaccuracies to group material, if appointments are not respected. The final list of group participants will be required during the appointment. Any outstanding balance(s) of the total reserved number of registration fees must be paid in full prior to receiving a group appointment. Changes resulting in additional charges can be paid by credit card or balance invoice. If an appointment for group pick-up is not arranged, individual participants will be responsible for picking up their own badge and congress bag voucher at the self-service desks by scanning the barcode on the confirmation letter they have received from their group coordinator prior to the congress. The registration desks will be open as from Saturday 17 September 2016. ECNP Industry Guidelines 29 th ECNP Congress, 17-20 September 2016, Vienna, Austria 30
Group pick-up will only be possible on Friday 16 September 2016. After this date, badges will have to be collected individually at the self-service desks as from Saturday 17 September 2016, during the regular opening hours of the registration desks. Please note that group pick-up is not possible for individual registrations. Distribution of badges to group participants Congress badges for the entire group will need to be picked up at the same time. No badges may be left nor returned at the group registration desk. The group coordinator or the person picking up the congress badges must make their own arrangements to distribute badges to their group participants. The registration secretariat cannot be held responsible for badges that have been picked up by the group coordinator but have not been forwarded to group participants. Please note that duplicate badges will not be issued individually for participants of a group who picked up their congress material, except in case of a lost badge (see chapter 8.7). Distribution of congress bags to group participants The congress bag will be distributed on-site only at the congress bag hand-out, as of Saturday 17 September 2016, to individual participants, by scanning the barcode on the badge of the participant. Pick-up of congress bags by the group coordinator for the entire group is not possible. ECNP Industry Guidelines 29 th ECNP Congress, 17-20 September 2016, Vienna, Austria 31
ECNP Industry Guidelines 29 th ECNP Congress, 17-20 September 2016, Vienna, Austria 32