Satellite Symposia
A satellite symposium includes any type of function where a formal scientific presentation is made - i.e. scientific symposia or social functions which include presentations. Such events may be held prior to, during or following the Annual Meeting but MUST NOT conflict with it's main scientific or social programme. For clarification regarding available time slots, please contact the EACTS Executive Secretariat.
Programmes of satellite symposia must be approved by the EACTS Executive Secretariat prior to the Annual Meeting. A draft programme, including the title of the Symposium, chairman, speakers and the titles of the presentations should be received no later than 25 June 2010. The final programme should be received no later than 6 August 2010.
Social/Hospitality Functions
Corporate social events including luncheons, receptions, dinners or any other hospitality function where no scientific presentation is made, MUST NOT conflict with the main scientific or social programme of the Annual Meeting.
Corporate Staff Meetings/Hospitality
Corporate meetings are considered to be meetings of company employees, representatives and/or affiliates and are therefore permissible during the hours of the Annual Meeting.
EACTS will hold a master list of all allied functions taking place during the Annual Meeting which will be updated regularly.
Location of Meeting Rooms and Rates
The EACTS Secretariat holds an allocation of meeting rooms at the Palexpo Conference Center and at the nearby Crowne Plaza Hotel (2 mins walk). Please refer to the Conference Center plans for location of session rooms in relation to other Meeting activities.
| Capacity (theatre style) | Price per Slot (€) |
| 301 seats and above | 10,000 |
| 201-300 seats | 8,000 |
| 80-200 seats | 6,000 |
| 51-79 seats | 5,000 |
| upto and incl. 50 seats | 3,500 |
NB: where auditoria are also being used for scientific sessions, set-up and breakdown times will be restricted.
Included within the booking fee:
- Room hire and setup in a theatre style format with platform table
- Lectern
- Chairs for participants
- Data projection
- Basic PA system/microphones
- Technical support
- Directional signage to the room
- Room host/hostess
- Use of EACTS speaker preview room
- Promotion of satellite programme on the Annual Meeting website.
Hospitality Rooms
A number of smaller rooms are also available for hire on various levels of the Congress Centre. Rates as follows:
| Capacity | € Peak* hours | € half day (Non-peak hours) | € Full day | € 24 hour Hold |
| 41-60 m sq | 1,500 | 750 | 2,700 | 3,200 |
| 0-40 m sq | 800 | 400 | 1,300 | 1,800 |
* Peak Hours - 12:45-14:00, Sunday 12, Monday 13 and Tuesday 14 September 2010.
Included within the booking fee:
Room hire, tables/chairs for participants, directional signage to the room, room supervisor.
When making a booking, please ensure that you allow sufficient time for any catering activity, build-up and breakdown. Companies requiring time in addition to that listed above should contact the EACTS Executive Secretariat and be aware that extra charges may be incurred.
Reservation and Payment Procedures
Booking Form - booking requests must be made on the official Booking Form and sent to the EACTS Executive Secretariat.
ConfirmationConfirmation of space will be acknowledged in order of receipt and each company will be notified of their official booking reference.
PaymentAn invoice will be sent on acknowledgement for the hire of the meeting room(s) which will include an administrative charge. The administration charge (a percentage of the overall cost of your room booking) will cover administration costs and cleaning of the meeting room(s).
All other payments relating to catering, audio visual, decor, furniture and any other equipment will be invoiced separately by EACTS Trading Company Ltd and/or the relevant supplier.
Payment should be made in Euros by bank transfer. Please quote the booking reference and invoice number when making the payment:
| Bank: |
Royal Bank of Scotland London Belgravia Branch 24 Grosvenor Place, London SW1X 7HP, UK |
| Bank Account: | EACTS Trading Company Limited |
| Account No: | EACTRA EUR1 Number 10020440 |
| Sort Code: | 16-10-70 |
| Swift Code: | RBOSGB21 |
| IBAN No: | GB81 RBOS 1610 7010 020440 |
Cancellation
All cancellations must be notified in writing to the EACTS Executive Secretariat. Cancellations will be subject to an administration fee of 25% of the room hire charge.
Supplementary Services
EACTS Logo
Companies are not permitted to use the EACTS logo in invitations/promotional documents unless they have received prior written permission from the EACTS Executive Secretariat.
Catering, Audio Visual Equipment/Services, Furniture
EACTS will co-ordinate requests for catering, audio-visual equipment and furniture. Please ensure that requests for supplementary services are included on the Booking Form and sent to the EACTS Executive Secretariat on application. The Secretariat will advise regarding availability and rates and subsequently invoice for any such services once they have been confirmed by the company and supplier concerned.
Signage
EACTS will provide general directional signage to satellite symposia rooms, social functions and corporate meetings. Corporate signage is NOT permitted unless agreed in advance by the Executive Secretariat.
Website Promotion
The details of your satellite symposia will be placed on the Annual Meeting website under the 'Industry' section.