Kyoto Breast Cancer Consensus Conference 2018 International Convention (KBCCC 2018) Sponsorship & Exhibition Prospectus

Transcription

1 Kyoto Breast Cancer Consensus Conference 2018 International Convention (KBCCC 2018) Sponsorship & Exhibition Prospectus Date May 18th - 19th, 2018 Venue Kyoto International Conference Center,Kyoto,Japan Congress President Masakazu Toi, M.D. Ph.D Department of Breast Surgery, Kyoto University Granduate School of Medicine,Japan

2 Letter of Greeting Dear Sir/Madam, We trust this letter finds you well, and we congratulate you on the ever-growing prosperity of your company. We truly appreciate your generous support to date. Please be informed that the Kyoto Breast Cancer Consensus Conference (KBCCC) 2018 International Convention will be held in conjunction with the 26th Annual Meeting of the Japanese Breast Cancer Society, on Friday, May 18 and Saturday, May 19, 2018, at the Kyoto International Conference Center. We wish to make our Conference a fruitful one that will contribute to the academic development of participants, improve breast cancer diagnosis and treatment, raise the quality of life for breast cancer patients, and help to further breast cancer research. We are planning an innovative program with researchers invited from abroad. The KBCCC 2018 International Convention Chairs and Organizing Committee members are working as one to produce a successful KBCCC You may also be interested to know that May 15, several days before KBCCC 2018, is the day of the Aoi Matsuri (Hollyhock Festival), which dates from the 6 th century and is one of the Three Great Festivals of Kyoto. A procession of over 500 people, elegantly clad in traditional Heian period apparel, starts from the Kyoto Imperial Palace and works its way through the fresh greenery-lined streets to the Shimogamo and Kamigamo Shrines. We are planning for an attendance of 300 for KBCCC While we recognize that expenses should ideally be covered by registration fees, the rising costs of recent years make it extremely difficult to do so. We would greatly appreciate any financial commitment that you are able to provide. We have attached a Sponsorship Form and are grateful for your consideration in supporting KBCCC In closing, may we wish you and your company continued success. Yours sincerely, Masakazu Toi, M.D. Ph.D. Professor, Department of Breast Surgery, Kyoto University Graduate School of Medicine, Japan Conference Chair, Kyoto Breast Cancer Consensus Conference (KBCCC) 2018 International Convention 1

3 General Information Congress Dates Conference Chair Theme Outline of the plans of the Conference Venue Attendees Secretariat Congress Secretariat Kyoto Breast Cancer Consensus Conference 2018 International Convention (KBCCC 2018) *Combined Meeting The 26th Japanese Breast Cancer Society meeting in Kyoto(26JBCS) May 18 (Fri) -19(Sut),2018 Masakazu Toi ( Department of Breast Surgery, Kyoto University Graduate School of Medicine, Japan) Creative Japan -New Paradigm- 1.Presidential Symposium 2.Invited Lecture 3.Symposium1 Local management of CR 4.Symposium2 Risk reduction surgery 5.KBCCC Consensus Session 6.Poster Discussion 7.Oral Presentation Kyoto International Conference Center Address: Takaragaike, Sakyo-ku, Kyoto City, , Japan Around 300 people Department of Urology, Graduate School of Medicine, Kyoto University 54 Shogoin Kawahara-cho, Sakyo-ku, Kyoto , Japan TEL: FAX: URL: Japan Convention Services, Inc. Kansai Branch Keihanshin Yodoyabashi Bldg , Imabashi, Chuo-ku, Osaka , Japan Tel: / Fax: kbccc2018@convention.co.jp URL: 2

4 Sponsored Seminars 1. General Information Seminars: Morning Seminars Luncheon Seminars, Evening Seminars, and Sponsored Symposium Seminars are co-sponsored by Kyoto Breast Cancer Consensus Conference 2018 International Convention and the relevant company. The seminars will be advertised as follows: Sponsored by: Kyoto Breast Cancer Consensus Conference 2018 International Convention XXXXXX Inc. The seminars will be advertised as follows when co-sponsored by more than 2 companies: Sponsored by: Kyoto Breast Cancer Consensus Conference 2018 International Convention XXXXXX Inc. / XXXXXX Inc. 2. Schedule We propose the following schedule: December 6 (Wed),2017 Early January, 2018 Mid-January, 2018 Late January to Early February, 2018 Early March, 2018 Application deadline for the Sponsored Seminars. *If there are vacancies in the sponsored seminars after the deadline, we will accept late applications. However, we will first schedule seminars submitted before the deadline prior to the scheduling of any other seminars. Confirmation of each company s seminar. Notification of each company by the Congress Secretariat. Our society s logo and an invoice will be issued. *Please contact the Chair and Speakers after your company s seminar has been confirmed. Deadline for the content of the seminar (Title of the seminar, Chair, Speakers, Abstract titles) Correction of Program Booklet by each company Final decision of the content of the seminar *No further changes or corrections can be made after this time. More Detailed guidelines are sent. Early April,2018 May 18 (Fri) 19(Sat), 2018 Early June, 2018 Deadline for arranged product application Kyoto Breast Cancer Consensus Conference 2018 International Convention Submission of invoices for additional arrangements. 3

5 3. Confirmation of the seminar and program (1) Confirmation of the seminar, Chair, and Speakers The above aspects will be determined based on the content of the application and adjusted by the Congress Secretariat as necessary. Please understand that we might not be able to fulfill your requirements when other companies have requested the same date and time. Please complete the application form with the content of your seminar, (preferred Chair, speakers, and theme). This information will be used to finalize your seminar. The seminar will be scheduled around Early January, No further changes to your seminar s date and time will be accepted after confirmation. We appreciate your understanding in this matter. Every effort will be made to meet your requirements, although you may be asked to make amendments to the content. We appreciate your understanding in this matter. Please wait until the confirmation of the seminar by the Congress Secretariat, which will occur around Early January 2018, before contacting the Chair and Speakers. After the deadline on December 6 (Wed), 2017, we will compile the seminar and inform each company. After the confirmation of seminars, each company should contact the Chair and Speakers. 4. Costs (1) Items that are included in the sponsored seminar s expenses are as follows. 1) The seminar room itself 2) Seminar room facilities (Desks, Chair, Stage, Sound, Lighting, etc.) 3) The costs of other equipment Equipment for one PC presentation (Main projector, Windows PC on the podium) One Main screen One Laser pointer One Clock line One Microphone system (Speakers, Chair, Audience) One Sound system The Desk Lights (Speakers, Chair) (2) The costs required for other equipment (see list below) not included in the above list must be met by each company or the sponsor. Example of possible further expenses: Honorarium, transportation expenses, and accommodation fees for Chair and speakers Printing costs for seminar brochures, etc. Waiting room expenses including catering or other equipment. Additional recording equipment The cost of lunch boxes or light meal for participants in the Sponserd Seminars (Luncheon Seminars, Morning Seminars, Evening Seminars) 4

6 List of Seminar Costs (including 8% tax) Luncheon Seminar (50min) Evening Seminar (90min) Morning Seminar (50min) Sponsored Symposium (50min) Type Format Seats Cost Available LS Theater 300 2,160,000 Sold out ES Theater 300 1,620,000 Sold out MS Theater 300 1,296,000 Sold out SS Theater 300 1,296,000 Sold out 5. Contacting domestic and international Chair and Speakers (1) Invitation for Chair and Speakers Participants should be contacted for each company. *However, participants should not be contacted until sponsored seminars are confirmed (around Early January, 2018). 6. Printing of materials The poster and brochure should be printed as follows: (1) Number of copies Please decide the number of copies required by each company. It would be very much appreciated if the draft is sent to us beforehand. (2) On site distribution A distribution desk for materials can be set up near General Information. The brochure cannot be placed inside the congress bag. The format of the brochure should be A4, portrait 7. Presentation equipment (1) If equipment not listed under Costs4-(1) is required, it can be arranged with additional costs being covered by each company. (2) Equipment, such as projectors, which are to be used in the waiting room, will also incur additional costs that must be covered by each company. 8. Other catering costs (1) Food and drink for the Chair and Speakers offered in the waiting room will be covered by each company. (2) Mineral water for Chair and Speakers in the seminar room will be covered by each company, as will the costs of a light meal or lunch box. (3) Food and drink will be ordered by the Congress Secretariat, and the invoice will be sent later. 9. Signboards, decorations, and the layout of the seminar room layout (1) The signboard of each seminar in front of the seminar room will follow the unified design. (2) Please contact the Congress Secretariat in case of a change to the layout or the stage, etc. Details will be sent to you around Early March Requests will be met as far as possible, depending on the previous and following programs. 5

7 All additional costs incurred in changing the layout of the seminar rooms will be covered by each company. (3) Induction signboards for sponsored seminars will not be set up or removed. 10. Simultaneous Interpretation (1) The simultaneous interpretation booth cannot be set up in some seminar rooms for the following reasons: A reduction of seats in the seminar room The need to maintain fire evacuation routes Please indicate on the application form if you require simultaneous interpretation. Applications will be considered on a case-by-case basis. (2) Interpreters should be arranged by each company. The Congress Secretariat (JCS) is also able to arrange interpreters, if required. (3) Please contact us regarding any equipment required for simultaneous interpretation after further details have been sent around Early April, Other Issues This sponsored seminar endorses the spirit of the Transparency Guidelines for the Relation between Corporate Activities and Medical Institutions. This was created by the Japan Pharmaceutical Manufacturers Association, while the Transparency Guidelines for Medical Institutions in the Medical Equipment Industry was produced by the Japan Federation of Medical Devices Association, and allows the implementation of public information, based on the guidelines. 12. How to apply Please fill in the application form and send it to the Congress Secretariat by fax or Payment Payment should be made by bank transfer. Please send payment to bank account indicated in invoice. Please not Bank charges are the responsibility of the payee. 14. Contact Secretariat of Sponsored Seminars / Advertisements c/o JCS Communications, Inc. Keihanshin Yodoyabashi Bldg , Imabashi, Chuo-ku, Osaka , Japan Tel: / Fax: kbccc2018@convention.co.jp 6

8 Advertisements A. Guidelines for the placing of Advertisements in Program Booklets 1. Place to advertise: Kyoto Breast Cancer Consensus Conference 2018 International Convention Program Booklet 2. Distribution target: Participants of KBCCC 2018 and other participants. 3. Procedure: 1) Circulation: 600 copies 2) Size: A4 3) Production cost: 1,296,000 (including 8% tax) 4) Posting cost Place and Size Colors Cost (including 8% tax) Available Inside of the Front Page In 4 colors 270,000 Sold out Inside of Back Cover In 4 colors 216,000 Sold out Back Cover In 4 colors 270,000 1 Inside Page In black and white 108,000 1 Inside Half Page In black and white 64, ) The advertising artwork: We accept the following advertising artwork; reproduction proof, films, and data. Please specify Kyoto Breast Cancer Consensus Conference 2018 International Convention and your company s name on the envelope or advertisement artwork when submitting postal applications. (These will be returned after use.) Criteria for data submission A) Please specify which OS. (Mac or Win including version) is to be used B) Please specify the application to be used for creation. We can accept the following applications; Adobe Illustrator 8.0, 9.0, and 10.0 / Adobe Photoshop 5.5, 6.0, and 7.0 (TIFF, EPS) C) Please be sure to enclose / attach the output sample. D) If Adobe Illustrator is to be used, please follow the outline processing. E) Please send us data for which editing is not required. 4. Deadline for the submission of application forms: April 10 (Tue), Deadline for the submission of advertising artwork: April 12 (Thu), Date of issue (scheduled): Late April 2018 *One copy will be sent to the advertising company. 7

9 B. Neck Strap Advertising 1. Distribution target: KBCCC2018 participants 2. The number of products: 300(scheduled) 3. Procedure: Please contact the Congress Secretariat for more details about our plans for your company s name and logo. 4. Posting cost: 1,296,000 (including 8% tax) 5. Deadline for submission of application forms: Sold out C. Participation Certificate 1. Distribution target: KBCCC2018 participants 2. The number of products: 300(scheduled) 3. Contents:Company name or logo will be printed on the Certificate. 4. Procedure: Please contact the Congress Secretariat for more details about our plans for your company s name and logo. 5. Posting cost: 1,296,000 (including 8% tax) 6. Deadline for submission of application forms: April 4,2018 D. Application Guidelines for Congress Bag Advertising 1. Distribution target: KBCCC2018 participants 2. The number of products: 300(scheduled) 3. Procedure: Please contact the Congress Secretariat for more details about our plans for your company s name or logo. 4. Posting cost: 1,296,000 (including 8% tax) 5. Deadline for submission of application forms: March 30, How to apply Please fill in the application form and send it to the Congress Secretariat by fax or Contact Congress Secretariat Japan Convention Services, Inc., Kansai Branch Keihanshin Yodoyabashi Building 2F, Imabashi, Chuo-ku, Osaka, , Japan Tel: Fax: kbccc2018@convention.co.jp 8

10 A: Outline 1. Dates Joint Exhibitions Loading and installation May 18 (Fri), :00-19:00 (scheduled) May 18 (Fri), :00-17:00 (scheduled) Exhibition May 19 (Sat), :00-15:00 (scheduled) Carry-out and removal May 19 (Sat), :00-16:00(scheduled) 2. Exhibits Medical equipment, medical devices, pharmaceutical products, testing equipment, reagents, books, and others 3.Exhibition expenses and the number of available booths and spaces Type Unit Size Cost Offering (including 8% tax) Booth rental 1 booth 1.62 m2 (W1.8m D0.9m H2.4m) 324,000 7 booths Book sales display 1 table 1.08 m2 (W1.8m D0.6m) 21, Determination of the allocation of exhibition space This will be determined by the Congress Secretariat. 5. Exhibits Admissions should be made by the Secretariat. 6. The exhibition of the goods not approved by the Pharmaceutical Affairs Law Please contact the Congress Secretariat. 7. Foreign Exhibits Please exhibit foreign items as domestic cargo or use the ATA Carnet System. Please contact the Congress Secretariat for more details. 8. Information to the exhibitors We will not have a briefing for exhibitors, but will send more details by Mid-April Prohibition of the sale of the exhibits Selling exhibits for cash during the conference is prohibited. 10. Management of the venue We will endeavor to protect the venue and exhibits, but we accept no responsibility for any damage caused due to any of the following: Natural disasters and other accidents that may take place in the exhibition booths, or theft or any other loss due to force majeure. 9

11 11. Change of venue, duration, and time We reserve the right to change the place, duration, and time of the conference due to unavoidable circumstances. The cancelation of an exhibition application due to such a change will not be accepted. In addition, please note that we do not compensate damages caused by any unavoidable change. 12. Participation in Annual Meetings Exhibitors are not eligible to participate in the program of Kyoto Breast Cancer Consensus Conference 2018 International Convention and related programs. Participation in annual meetings must take place via application to the registration desk on site. However, no limitations will be placed on the exhibition area for exhibitors. 13. How to apply Please fill in the application form and send it to the Congress Secretariat by fax or Contact Please contact the following for applications: Congress Secretariat Japan Convention Services, Inc., Kansai Branch Keihanshin Yodoyabashi Building 2F, Imabashi, Chuo-ku, Osaka, , Japan Tel: Fax: kbccc2018@convention.co.jp 15. Deadline April 4 (Wed), 2018 Exhibition applications will not be accepted when all available booths have been allocated. 16. Cancelation of the exhibition application Please note that we cannot accept any cancelation after the deadline for exhibition applications on February 1 (Fri), Cancelation fee of the exhibition application Cancelation fees for exhibitions will be as follows. Cancelation after February 1 (Thu), 2018: 50% of the cost of the exhibition Cancelation after April 2 (Mon), 2018: 100% of the cost of the exhibition 10

12 B: Overview of Installation Regulations 1. Standards for Booths Booth Rental: 1 booth = frontage 1.8m depth 0.9m height 2.4m The rear wall of the partition, the side walls, and parapets (booth finishing: paper-backed veneer) Company name plate (W 0.9 m X H 0.18 m) illuminated from the rear by a fluorescent lamp * Please inform us if you require your company s logo, etc. on the company nameplate. (This is not a free service.) Exhibition board (W 1.8m X D 0.9m X H 0.7m) with white cloth *Please bring another cloth for covering the exhibit. The above will be set up by the Congress Secretariat. Each company is responsible for any other installation required 1, , Restrictions The height of the decorations and the exhibits is limited to 2.5m. It is prohibited to apply packing tape or other anchoring materials directly to the floor. 3. Electrical issues We offer electrical connection (alternating single-phase two-wire 100V50 hertz) depending on each company s preference. Please contact the Congress Secretariat for any other requirements. Further details regarding electrical issues can be supplied upon request. 4. Water supply and drainage The use of water, propane gas, or compressed air is prohibited. 11

13 KBCCC 2018 Application Form for Sponsored Seminars To: Congress Secretariat of KBCCC2018 FAX: Sold out Date: / / / Contact Name Company Name Address Tel Fax Please complete the following information regarding your preferences. Preferred Seminars Preferred Date 1st Choice 2nd Choice LS ES MS SS LS ES MS SS 3rd Choice LS ES MS SS Please complete the following information regarding your plans for the seminar. Theme Chair s Name Chair s Affiliation 1st Speaker 1st Speaker s Affiliation 2nd Speaker 2nd Speaker s Affiliation Simultaneous Interpretation Required / Not Required Other notes Congress Secretariat Japan Convention Services, Inc., Kansai Branch Keihanshin Yodoyabashi Building 2F, Imabashi, Chuo-ku, Osaka, , Japan Tel: Fax: kbccc2018@convention.co.jp 12

14 KBCCC 2018Application Form for Advertisements To: Congress Secretariat of KBCCC2018 FAX: Contact Name Date: / / / Company Name Address Tel Please indicate your advertisement preferences. Program Booklet (Deadline April 10,2018) Fax Inside of the Front Page (Sold out) 270,000 Inside of Back Cover (Sold out) 216,000 Back Cover 270,000 Inside Page 108,000 Inside Half Page 64,800 Congress Bag (Deadline March 30,2018) 1,296,000 Name Strap (Soldout) Sold Out Participation Certificate(Deadline April 4,2018) 1,296,000 Total Other notes Congress Secretariat Japan Convention Services, Inc., Kansai Branch Keihanshin Yodoyabashi Building 2F, Imabashi, Chuo-ku, Osaka, , Japan Tel: Fax: kbccc2018@convention.co.jp 13

15 KBCCC 2018 Application Form for Joint Exhibitions To: Congress Secretariat of KBCCC2018 FAX: Deadline April 4 (Wed), 2018 Date: / / / Contact Name Company Name Address Tel Type Fax Please indicate your preference and/or the number of booth(s) required. (8% tax is included in the price.) Booth rental 1.6 m2 (W1.8m D0.9m H2.4m) 324,000 Book sales display 1.08 m2 (W1.8m D0.9m) 21,600 Total If Space rental is required, please indicate the desired frame size. (Ex: 2 2, 2 4, etc.) X X boot h(s) table (s) Booth Exhibits Electrical Other notes Congress Secretariat Japan Convention Services, Inc., Kansai Branch Keihanshin Yodoyabashi Building 2F, Imabashi, Chuo-ku, Osaka, , Japan Tel: Fax: kbccc2018@convention.co.jp 14