Each supporter will receive an e-mail with login details to access the Portal. The Portal enables supporters to:

• Submit a company logo and profile
• Order lead retrievals/scanners

The login details will be sent to the person signing the contract. This person is responsible for passing on the login details to third party if needed.

Access to all Portal services will be available only after submission of your company profile and logo.

Only deliverables as indicated in your contract, should be submitted via the Portal. Items not included in your contract will not be processed.

Lastly, Kenes Group is offering participants and supporters special rates for various hotels in Toronto. Information, pictures, location and rates are available on the hotel accommodation page:
click here or email us at dtomov@kenes.com

Please do not hesitate to contact me for further information or assistance.

We look forward to welcoming you in Toronto and wish you a successful Industry Session!

Industry Timetable is available here

Timetable and halls are subject to changes. The most updated timetable is published on the Congress website.

• Industry Symposia are not included in the main Conference CME/CPD credit.
• Please coordinate when you would like to set up the hall prior to the start of your Symposium with Nerea Esteban. A member of the Kenes Operational team will be available should you need any assistance.
• Handouts can be distributed at the entrance to the Symposium Hall; however, it is NOT permitted to place material on the chairs inside the hall.
• Printed tent cards placed on the head table are allowed and should be produced and provided by Supporter.
• We ask presenters to follow the time schedule precisely in order that the day’s events may run smoothly. An updated scientific timetable can be found on the LUPUS 2025 Website.

“K-Lead” Application – Barcode Scanner Application

• Catering is exclusive to Westin Harbor Castle and should be ordered in advance. Supporters who wish to order food and beverages for their symposium, meeting/hospitality room or exhibition booth, are welcome to do so directly with them.
• Please foresee a break following the symposium of at least 15 minutes to clean the hall.
• Please note that an additional charge will be applied for cleaning the hall immediately following the session.
• If you are planning to have catering together with the symposium, it is recommended to indicate in all publications that breakfast/lunch boxes will be served as long this is not contradicting the supporter’s internal compliance policy.

LUPUS 2025 will not cover Industry session(s) speaker expenses.

As indicated in the sponsorship agreement, the supporting company, in addition to the support fee, must cover all speakers’ expenses, including registration fees, accommodation and travel expenses. This also applies in the case where the Sponsored Symposium speakers have already been invited by the Conference.

We strongly recommend scheduling a technical rehearsal in the hall itself and testing the Presentations during that rehearsal. Please make arrangements directly with the Conference Audio Visual Coordinator, Mike Perchig at: nest@nest-av.com
A technical rehearsal is offered free of charge; however additional charges may apply, depending on hall availability, rehearsal requirements and overtime of the technicians.

Deadline for AV orders and rehearsal requests: Friday, 02 May, 2025

For alternative/additional arrangements please contact the Industry Coordinator at nesteban@kenes.com

Please note that the head table and lectern will be branded with the general Conference branding.

* If you are interested to have your own company branding for the head table or lectern, please contact GES.

They will be able to propose to you a signage that will be attached to the congress branding in the way that it won’t be damaged.

The reason is that the conference branding cannot be removed as it can be easily damaged.

Maximize your Participant Experience – Use our innovative technologies for your Symposium

Kenes is proud to deliver a wide variety of quality onsite technology products and services.
We offer:

• Live Streaming and many more products designed for capturing and recording symposium content.
• Voting, Evaluations, and more products designed for increasing participant’s interaction during symposium sessions.
• Translation services for any language are available in two options. The conventional approach involves local interpreters and the use of headphone receivers. Alternatively, we offer a cutting-edge AI-powered solution. With this innovative method, participants can access live translations and captions seamlessly by scanning a QR code on their mobile phones.

We also provide tailor made customized solutions – contact us to make it happen!
For more onsite products opportunities and price quotes – link will be shared in due course.

PLEASE NOTE: All product solutions are offered exclusively by Kenes Group.

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

Please submit your order by Thursday, 10 April. Orders received after the deadline will incur rush fees.

Click here to download a HD version of the map.

Audio-Visual (AV) Equipment

Hall Metropolitan West, Lupus 2025 Congress

• Rear projection screen, image of H9 X W16 feet (16.9 ratio)
• 10000 a.l. Data projector, incl. all the required cabling, for projecting the PowerPoint on the screen.
• 42” Confidence monitor in front of the head table, showing the same image as projected on the main rear projection screen.
• Laptop computer for PowerPoint presentations, including English version of Windows and Office, USB port, sound card – located at the lectern and networked to the Speakers’ Ready Room.
• Wireless PowerPoint advancer/clicker (we recommend using the cursor of the laptop computer as a pointer).
• Countdown Timer monitor in front of the lectern.
• P.A. (sound) system, which covers the hall and the stage, including wired microphones for the head table, lectern and Questions & Answers with stands (floor/table), 1 wireless headset microphone and connection to sound from computers (mini PL plug) at the lectern.
• Audio monitors for the lectern and the head table.
• Lighting system, illuminating the lectern and the head table.
• 2 x AV technicians to operate the above-mentioned systems

Hall Pier 2+3, Lupus 2025 Congress

• 2 x front projection screens, image of H5.5 X W10 feet approx. each (16.9 ratio)
• 2 x 3000 a.l. Data projectors, incl. all the required cabling, for projecting the PowerPoint on the screens.
• 28” Confidence monitor on the head table, showing the same image as projected on the main front projection screens.
• Laptop computer for PowerPoint presentations, including English version of Windows and Office, USB port, sound card – located at the lectern and networked to the Speakers’ Ready Room.
• Wireless PowerPoint advancer/clicker (we recommend using the cursor of the laptop computer as a pointer).
• Countdown Timer monitor in front of the lectern.
• P.A. (sound) system, which covers the hall and the stage, including wired microphones for the head table, lectern and Questions & Answers with stands (floor/table), 1 wireless headset microphone and connection to sound from computers (mini PL plug) at the lectern.
• AV technician to operate the above-mentioned systems

Hall Queens Quay, Lupus 2025 Congress

• Front projection screen, image of H5.5 X W10 feet approx. (16.9 ratio)
• 3000 a.l. Data projector, incl. all the required cabling, for projecting the PowerPoint on the screen.
• 28” Confidence monitor on the head table, showing the same image as projected on the main front projection screen.
• Laptop computer for PowerPoint presentations, including English version of Windows and Office, USB port, sound card – located at the lectern and networked to the Speakers’ Ready Room.
• Wireless PowerPoint advancer/clicker (we recommend using the cursor of the laptop computer as a pointer).
• Countdown Timer monitor in front of the lectern.
• P.A. (sound) system, which covers the hall and the stage, including wired microphones for the head table, lectern and Questions & Answers with stands (floor/table), 1 wireless headset microphone and connection to sound from computers (mini PL plug) at the lectern.
• AV technician to operate the above-mentioned systems

If you have any questions related to AV, please contact the AV Coordinator, Mike Perchig. E-mail: nest@nest-av.com

Presentations Upload Onsite

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

Please note that conference computers in the Halls are being are supplied with Office 2019 (at least) and the native ratio of the projection on the screens in the halls is 16:9.

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

IMPORTANT NOTE FOR MACINTOSH USERS

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

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

As previously mentioned, we strongly recommend scheduling a technical rehearsal and testing the Presentations during the rehearsal. Please note that an extra charge might incur.

Please plan directly with the Conference Audio Visual Coordinator, Mike Perchig at: nest@nest-av.com

You can Download the Agenda format here in order to provide the below requested information. 

Please send it as soon as possible and no later than Monday, 17 March, if you need any assistance please contact the Industry Coordinator: Nerea Esteban at nesteban@kenes.com

The final session agenda should include the following information:

• Session Title (up to 110 characters including spaces)
• Session Description (up to 200 words, you can also include hyperlinks inside of it)
• Speaker Presentations Titles
• Timing – duration of each speaker presentation and full timing of the agenda
• Speaker/Moderator Full Name
• Speaker/ Moderator Country
• Speaker/ Moderator E-mail
• Speaker/ Moderator Affiliation
• Speaker/ Moderator Bio and Photo (please see specs below)

Please see below specs for Speaker Bio and Photo.

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

Guidelines to follow when creating your promotional items and content:

Symposium Promotion Onsite and Virtual

Due to CME/CPD accreditation criteria for this Conference, the following rules apply:

• LUPUS logo should NOT be used in any promotional materials created by the supporter.
• Materials created by companies should NOT utilize the main event marketing look and feel.
• When promoting your symposium, please always indicate on any of your promotional materials “This session is not included in the main event CME/CPD credit”
• When promoting your symposium, you are allowed ​to use the phrase: “Official symposium of the 16th International Congress on Systemic Lupus Erythematosus (LUPUS)”

1.  Mobile App Push Notification

For supporters entitled to a push notification as per their signed contract, kindly submit the text no later than Monday, 07 April to nesteban@kenes.com according to below guidelines: 

• Message Title – Maximum 40 characters including spaces
• Message body – Maximum 140 characters including spaces
• Push notifications will be sent out during breaks in order not to disturb the participants who are inside the halls.
• Important:
  • Please make sure to indicate company name either on the title or in the message body.
  • Please specify your preferred date and time (local time) when submitting the text.
  • *Note the final schedule will be determined closer to the conference, considering other push notifications.
  • We will do our best to accommodate this request. The final schedule of the push will be determined closer to the event, considering the overall push notifications schedule of the event.
  • The updated programme timetable including list of breaks can be found on the event website under “Scientific Program” page.
  • Content is subject to the approval of LUPUS 2025 Congress.
  • Kindly note: Push notifications look different across various browsers, device types, and operating systems.

 2. Mobile App Advert

For Supporters sponsoring the App please send via email to nesteban@kenes.com by Monday, 07 April.

File format: PNG or JPG (up to 800 KB)
Size: 780 x 1688px

We recommend avoiding using small text, so the advert could be readable when displayed on a mobile screen.

3. Promotional Email Blast – Exclusive

Sponsors entitled to an Industry Mailshot as per their signed contract, please click here for the design requirements. Please make sure to forward these guidelines to your web-designer/programmer. Please upload the HTML version of your mailshot and other relevant files together in zip folder and send us everything with the subject line to Nerea Esteban at nesteban@kenes.com no later than Monday, 31 March.

* In the case where the supporter cannot provide a compliant HTML file, they may provide an image and it will be coded to HTML for an additional charge.

4. Post Congress Exclusive E-mail Blast

The exclusive e-mail blast will be sent out to pre-registered participants who have agreed to receive promotional material from supporters.

Please advise us the exact launch date of the Post Conference E-mail Blast by Monday, 07 April.

Please send the required file(s) to the Industry Coordinator, Nerea Esteban (nesteban@kenes.com) along with the subject line.

5. Joint E-mail Blast

For the joint e-mail blast, please prepare two files according to the following specifications:

• 1 Banner/Image Format: JPEG Width: 300 pixels Height: 250 pixels
• 1 PDF or any website (to be linked to the banner/image)

• When clicking on the Banner/Image, the PDF/A5 file will be displayed. For the Banner/Image, we recommend avoiding using small text.
• ​In case webmail is promoting a sponsored symposium, please include the following disclaimer: “This session is not included in main event CME/CPD credit“
• It is not allowed to use LUPUS logo. The official conference banner will be added to the webmail’s header by Kenes.
• The “From” field will be “LUPUS 2025 Supporters”.
• The exact launch date will be determined by Kenes closer to the event.
• The E-mail Blast will be sent out to the preregistered delegates who have agreed to receive promotional material from supporters.
• Content received after the mentioned deadline may be processed for an additional fee.

Important notes for both Pre and Post, Joint Mailshots:

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

The exact launch date of the joint e-mail blast will be advised closer to the Conference. It will be sent out to the preregistered participants who have agreed to receive promotional material from supporters.

Symposium supporters have the option to create signage promoting their symposium according to the below guidelines. The symposium signage should be produced by the supporter.

1.Session Hall Signage

       Self-Standing Sign at the Entrance

One stand-alone sign to be placed at the entrance of the session hall 30 minutes prior to the sessions published start time. Please make sure to indicate the following disclosure on the sign: This session is not included in main Conference CME/CPD credit.

       Stage Banners

• 1 x free standing vertical sign to be placed on/next to the stage. Maximum dimensions: W150cm x H250cm.
• Banner placed in front the head table facing audience.
• Digital branding of screens – please contact the AV coordinator, Mr. Mike Perchig to check if this option is available (e-mail: nest@nest-av.com)

2.Self-standing signage in the Exhibition Area

The Supporter is entitled to place one sign (W85cm x H200cm) advertising the Symposium on the day of the session only. The sign may be placed in the exhibition area during exhibition opening hours. Please liaise onsite with the Kenes Staff.

Please note:

Due to CME/CPD accreditation criteria, you may not place signage advertising your symposium in any other locations unless coordinated with Kenes staff onsite.

Wi-Fi

LUPUS will provide free Wi‐Fi access to all visitors, suitable for basic web browsing. Should you require an internet connection for your exhibition booth or meeting room, we would recommend ordering a wireless or wired connection, at an extra cost, to guarantee a high‐quality service inclusive of technical support.
For ordering Wired Connection and Dedicated Wi-Fi, please contact the exclusive provider ENCORE via – Zan Nichol (Zan.Nichol@Encoreglobal.com)/ Dedicated Internet Order Form: available here. Deadline: 7 May

Important notes:
Please be advised that all WLAN networks will be created exclusively by the official Internet provider.
The Organizers/Venue retain the right to shut down any WLAN networks created individually.
Please be advised that creating private Wi‐Fi network at the booths or meeting rooms is not allowed.
The Venue and the Organizers reserve the rights to discontinue any activity which interfere with the hall Wi‐Fi coverage.
If you have any questions related to the dedicated internet lines, please contact Zan Nichol at Zan.Nichol@Encoreglobal.com.

Meeting Rooms / Hospitality Rooms

Supporters, who have rented a meeting room: please contact the Industry coordinator Nerea Esteban (nesteban@kenes.com) with your preferred setup for the room and how many participants are expected.

Meeting room Setup changes deadline: Monday, 07 April, 2025

• A/V is not included in the price and can be ordered from the Conference A/V coordinator.
  • Contact: Mike Perchig
  • E-mail:  nest@nest-av.com
  • Kindly specify the name of the Sponsor/Exhibitor when approaching
  • Deadline for ordering AV for your meeting room is: Friday, 02 May, 2025 (Orders received after the deadline will incur rush fees, subject to items availability)
• F&B is not included in the price and can be ordered directly from the venue.
  • Catering is exclusive to Westin Harbour Castle
  • Contact: Aditya Prabaswara / Email: aditya.prabaswara@westin.com
  • Catering Order Link: TBA
  • Deadline: Friday, 02 May 2025 (Orders received after the deadline will incur rush fees, subject to items availability)
  • Kindly specify the name of the Sponsor/Exhibitor when approaching the caterer.

Supporters interested in renting a meeting room during LUPUS 2025 Congress should contact Industry Liaison & Sales, Mr. Cristobal Bozdogan at: cbozdogan@kenes.com

Blackout policy

LUPUS kindly requests that all congress supporters (sponsors, exhibitors, special interest groups and other stakeholders) respect the LUPUS blackout policy and refrain from holding organized meetings or events for more than 8 people during the annual meeting scientific program.

Waste Disposal

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

Onsite Badges

Each supporter is entitled to 10 Symposium badges which allow access to the supporter’s symposium only (Individual names will not appear on the badges). Symposium badges can be collected 2 hours prior to the session from the Registration Desk and should be returned to the desk after the session ends.

Catering

Catering is exclusive to Westin Harbor Castle and should be ordered in advance. Supporters who wish to order food and beverages for their symposium, meeting/hospitality room or exhibition booth, are welcome to do so directly with Aditya Prabaswara (aditya.prabaswara@westin.com).

Deadline to arrange orders is Friday, 02 May.

For your information, refreshments, and lunches (included in the registration fee) will be served in the exhibition area as per times scheduled in the scientific program. It is not permited to take food outside of the room.

Hostesses & Temporary Staff Hire

Supporters who wish to order hostess services for their symposium, are welcome to do so directly with BBW International

Contact for Models: Anne Christopulos (achristopulos@bbwinternational.com)

Contact for BWW Event staff: Steven Riddell (sriddell@bbwinternational.com)

Kindly note that GES is the sole official on-site agent nominated by Kenes Group to handle all in/out shipments arriving to this Conference.

Contact details:

GES – Customs & Logistics Department
Phone: 905.283.0505 or 1.877.437.4247
Email: torontocl@ges.com

For shipping instructions please Click Here.

Range of services include:

·         Transport, national or international

·         Temporary or permanent customs clearances

·         Coordination of deliveries, delivery time slot management

·         Unloading, delivery to the hall/exhibition-stand, forklifting

·         Storage of empty boxes and crates during the event

·         Accessible storage for brochures and give-away items during the event

·         On-site assistance and supervision

The shipping instructions at the end of this manual are provided to assist with your preparation for the correct and timely dispatch of materials to the Conference. Please follow the instructions closely.

The shipping instructions includes:

• Shipping Instructions (Click here)
• Material Handling Form (Click Here)
• Shipping Labels (Click Here)

In order to follow up your shipment and to confirm arrival on time, we kindly ask you to provide the official shipping agent with the following information prior to shipping:

• Number of pieces (pallets, boxes, cartons, etc.)
• Way of transport (road freight, currier services, airfreight, ocean)
• Airway bill number

Supporters may choose to use their own services to deliver their goods to the venue door. However, no other company is permitted to deliver, operate, and handle goods inside the venue. GES has the responsibility of receiving and handling all materials for a fee as published on the Material Handling section (Click Here). Handling rates are based on the incoming weight of shipments. Fill out all appropriate information through our order link and submit in order to receive a price quote. Please send all shipping order forms to torontocl@ges.com. GES must receive payment before move-in begins. Insurance of Goods is required, all cargo should be insured from point of origin.

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

Advanced Warehouse (Start) – Monday, 21 April, 2025

Advanced Warehouse (End) – Monday, 12 May, 2025

For any questions/clarifications, please contact:

GES – Customs & Logistics Department
Phone: 905.283.0505 or 1.877.437.4247
Email: torontocl@ges.com

Kenes Contacts:

Conference Organiser

Kenes Group
Rue François-Versonnex 7
1207 Geneva, Switzerland
Tel:  +41 22 908 0488
Fax:  +41 22 906 9140

Hotel Sales Manager

Deyan Tomov
Tel: +41 22 908 0488| E-mail: dtomov@kenes.com

Industry Coordinators    

Nerea Esteban
Tel: +41 22 908 0488 Ext: 994| E-mail: nesteban@kenes.com

Audio Visual Coordinator

Mike Perchig                                                              

E-mail: nest@nest-av.com

Industry Liaison & Sales

Cristobal Bozdogan
Tel: +41 22 908 0488 | E-mail: cbozdogan@kenes.com 

Registration

Shirley Milner/Niya Dimchevska
Tel: +41 22 908 0488 Ext: 815| E-mail: reg_lupus25@kenes.com

Product Marketing Coordinator                            

Olaya Espejo

E-mail: oespejo@kenes.com

Catering

Westin Harbour Castle

Contact person: Aditya Prabaswara

Email: aditya.prabaswara@westin.com 

GES – Customs & Logistics Department
Phone: 905.283.0505 or 1.877.437.4247
Email: torontocl@ges.com

GES is the exclusive handler inside the venue.

Hostesses & Temporary Staff Hire

BBW International

Click here for the CATALOG

Contact for Models: Anne Christopulos (achristopulos@bbwinternational.com)

Contact for BWW Event staff: Steven Riddell (sriddell@bbwinternational.com)