Invitation The International Comet Assay Workshops are a series of scientific conferences dealing with practical and theoretical aspects of the Comet Assay, aimed at both experienced and new users of this popular technique. The Workshop has always been rather informal. It began as a satellite to the 2nd International Conference on Environmental Mutagens in 1995. At that time, the Comet Assay community was small, and we mostly knew each other. Even now, following exponential growth in popularity of this assay, the workshop retains the feeling of an extended family, reunited every two years, with a healthy intake of new family members. We try to keep registration costs as low as possible to make it easier for less established researchers to attend, and as a matter of policy no-one has expenses refunded; there are no invited speakers. All are equal, and the newest recruits can readily share ideas with the old-timers. The first five meetings in this series were called simply 'Comet Assay Workshops'. 'International' was added in 2005. So far, all have been held in Europe, which perhaps reflects the fact that, while the Comet Assay has mixed North American/European parentage, more users of the assay are in Europe than anywhere else, and many innovations and new applications have come from Europe. The programme will include oral and poster presentations depicting the highlights of the past, the present and especially the future of the Comet Assay; discussing the latest advances in the development and application of the Comet Assay. Different applications are discussed, including: genotoxicity testing, human biomonitoring, DNA repair studies, environmental biomonitoring and clinical studies. The programme will also include an open discussion session to exchange thoughts about practical issues and the latest innovations. This will encourage the exchange of information between specialists from both the academic and industrial sectors. ICAW2017 will be joined with a hcomet meeting organised and supported by COST. We very much look forward to seeing you in Pamplona at the 12th International Comet Assay Workshop hosted by the University of Navarra. Page 3
Table of contents 1 Committee members... 5 2 Key statistics... 6 3 Programme at a glance... 8 4 Venue and facilities... 10 5 Social programme... 13 6 Sponsorship opportunities and return packages... 14 7 General information for sponsors... 20 Page 4
1 Committee members Co-chairs of ICAW 2017 Dr. Amaya Azqueta Dr. Sabine Langie Dr. Bertrand Pourrut University of Navarra VITO ISA Lille Please contact Sabine Langie (icaw2017@gmail.com, +32 14 33 51 36) for sponsor related questions. Local organising committee Amaya Azqueta, congress chair Sabine Langie, congress chair Bertrand Pourrut, congress chair Ariane Vettorazzi Damián Muruzábal Gambarte José Manuel Enciso Gadea Scientific committee Amaya Azqueta (Spain) Nursen Basaran (Turkey) Elisa Boutet (France) Kristine Bjerve Gutzkow (Norway) Gudrun Koppen (Belgium) Carina Ladeira (Portugal) Sabine Langie (Belgium) Mirta Milic (Croatia) Anita Mukherjee (India) Peter Møller (Denmark) Bertrand Pourrut (France) Mahara Valverde (Mexico) Ariane Vettorazzi (Spain) Page 5
2 Key statistics Number and origin of participants Participants to the 8 th ICAW 2009 in Italy Participants to the 9 th ICAW 2011 in Turkey Page 6
Participants to the 10 th ICAW 2013 in Portugal Participants to the 11 th ICAW 2015 in Antwerp Number of scientific presentations 2009 2011 2013 2015 Oral presentations 23 26 30 25 Posters 48 60 45 46 Page 7
3 Programme at a glance What can you expect? The participation of internationally renowned speakers. Attendance of over 100 participants, with industrial partners, policy makers and academics play a prominent role throughout the entire programme. Satellite meeting: ICAW2017 will be preceded by hcomet-cost management committee meeting to be held on Monday 28th of August. Attendance to a practical discussion session, where sponsors get the opportunity to join the scientific discussions. Extensive opportunities for networking. A Spanish inspired social programme and a unique dinner concept. A selection of keynote speakers from previous conferences Raymond Tice Chief, Biomolecular Screening National Institute of Environmental Health Sciences, North Carolina, USA Dr. Hajime Kojima Director of The Japanese Center for the Validation of Alternative Methods (JaCVAM) Prof. Andrew Collins University of Oslo Head of hcomet-cost project steering committee Prof. Günter Speit Ulm University Institute of Human Genetics Ulm, Germany William Barfield Huntingdon Life Sciences, Huntingdon Kerstin Reisinger Henkel AG & Co KGaA, Germany Cosmetics Europe Genotoxicity Task Force Page 8
Provisional programme Time/Day 08:30 09:00 09:30 10:00 Monday Tuesday Wednesday Thursday 28-Aug 29-Aug 30-Aug 31-Aug Registration & welcome coffee hcomet COST committee meeting Registration ICAW Session 1 ICAW Session 3 ICAW Session 5 10:30 coffee break coffee break coffee break coffee break 11:00 11:30 12:00 12:30 Update hcomet-cost work groups ICAW Session 2 Open discussion session based on case studies ICAW Session 6 13:00 Lunch Lunch Lunch Lunch 13:30 13h - 14h 13h - 14h 13h - 14h 13h - 14h 14:00 Pitch presentations Women in Update hcomet-cost 14:30 before poster session Poster science speed work groups session 2 dating 15:00 15:30 coffee / Registration 16:00 Dividing tasks 16:30 Wrap-up 17:00 17:30 18:00 18:30 19:00 19:30 20:00 - - - - 00:30 Poster session 1 while coffee is served Social programme 17:30h-20h coffee break ICAW Session 4 Social programme 18:30h-20h Conference dinner & disco 20h-00:30h Page 9
4 Venue and facilities University of Navarra. C/Irunlarrea 1, 39001 Pamplona. The University of Navarra (www.unav.es), established in 1952, has 4 campuses in Spain (Pamplona, San Sebastian, Madrid and Barcelona) one in New York and one in Munich. It has 17 faculties and schools, 16 institutes, 11 research centres and 9 associated centres. It currently has 11,181 undergraduate students, 1,821 master students and 880 doctoral students. It is the 5th Spanish University in the QS World University Ranking and has been considered the best private University in Spain during the last five years (by the wellrecognized annual ranking score published by ELMUNDO newspaper). The University has 195 agreements with International Universities and belongs to the European University Quality Consortia and other important Frameworks. Within the University s health sector are the University Hospital of Navarra, the Applied Medical Research Centre and the Nutrition Research Centre. The School of Pharmacy and Nutrition opened in 1964. Since then, more than 7,000 students have passed through its classrooms; it currently has more than 650 undergraduate students, plus 85 master and 70 doctoral students. It has two main areas of research: Medicines and Health, and Food and Health. It has more than 80 international agreements with universities, health institutions and research centres in America, Europe and Asia. Page 10
Floor plan Page 11
Pictures of the venue 1 st floor: Assembly hall Poster/sponsors hall Ground floor: Page 12
5 Social programme Social programme is not final yet, but following options are being explored. Tuesday, August 29, 2017 Visit to vineyard and winery OTAZU; http://www.otazu.com/ Wednesday, August 30, 2017 Discovering Pamplona during a guided walk followed by the dinner Dinner will be at El Colegio restaurant. A very well-known restaurant placed in the centre of the city. It is a fancy place located in a splendid classical building. The El Colegio restaurant offers excellent with a touch of innovative cuisine. (http://www.elcolegiocongresosyrestaurante.com/restaurante/) Page 13
6 Sponsorship opportunities and return packages Companies may decide to become one of the main sponsors through renting an exhibition space or sponsoring a conference item. Other sponsorship opportunities by which companies may contribute to the success of ICAW2017 will also be appreciated. The Congress will offer unparalleled opportunities to both commercial and noncommercial organisations to showcase their products. Delegates will include researchers, scientists, industrial partners and policy makers. There will be two floors connected by an atrium. On the 1 st floor will be the cafeteria for lunch/coffee, the Assembly Hall where presentations will take place and open space for posters and exhibition stands. On the ground floor there will be more space for posters and exhibition stands. Sponsoring of the ICAW2017 event will provide you the following benefits: - Increase your customer contacts, business opportunities and standing in your technological and scientific field; - Instant national and international exposure at this international event; - Exposure to a wide range of other professionals; - Contribute to development and production of innovative methods in industry and government; - Draw attention of decision makers to your company and its possibilities and solutions, regarding sustainability; - Invite your customers to an inspiring workshop and associated social and scientific program; Exhibition opportunities at the 12 th ICAW are as follows: Exhibition package EURO 1 500 Unmanned stand EURO 750 See details below. Additional sponsor possibilities, customized to your specific needs: Additional individual conference sponsor options provide an attractive option throughout the duration of the conference. Additional sponsors will be mentioned as Sponsors in all conference documentation and on ICAW2017 website. All further details and additional benefits can be discussed by sending an e-mail to the Conference co-ordination team icaw2017@gmail.com after which we will contact you. Page 14
Exhibition opportunities Exhibition Package EUR 1 500 excl. VAT An excellent cost-effective package that ensures your company name is predominantly displayed throughout the entire ICAW2017 event through the following benefits: - Acknowledgement as a Main Sponsor including the sponsor s logo in the conference guide and on the ICAW 2017 website (incl. a link to the sponsor s company website); - Exhibition space in or close to the reception, catering room and poster presenting area (see floor plan). Specific exhibition space can be reserved on a first-come first-served basis; - 1 free conference registration for guests or company staff to ICAW2017, including conference dinner and social programme. Extra delegate passes can be purchased through regular registration, if needed; - Company leaflet in delegate pack* or information note on the USB keys that are handed out to all participants instead of an abstract book*; - Participation to discussion forums and brainstorming sessions; - Company logo on audio-visual slides before and after the plenary sessions. *We decided on an eco-friendly approach by reducing the paper load and omitting conference bags. Instead, each participant will be given a delegate map including a conference guide (summarizing the programme but not including abstracts), a note pad plus pen, and sponsor leaflets (if desired). In addition, each delegate will receive a lanyard containing a USB key that contains the full programme with abstracts and a name badge containing name tag and pocket programme. Exhibition space: - Each exhibitor will receive a table and 2 chairs; - At least 2 electricity outlets are provided per space; - All of the exhibition spaces are at least 2m in wide; - Location and wide of the spaces can be negotiated; Page 15
Unmanned Exhibition Space EUR 750 excl. VAT In case you are unable to attend, but still want to promote your company during our international meeting, we give you the opportunity to advertise your service/products at an unmanned stand. Benefits include: - Acknowledgement as a Sponsor including the sponsor s logo in the conference guide and on the ICAW2017 website; - Exhibition space (table size) is located close to the reception and catering room; - Company logo on audio-visual slides before and after the plenary sessions. Page 16
Additional sponsor possibilities Additional sponsor possibilities provide an attractive opportunity to increase your visibility throughout the duration of the conference. Lanyards/badge cords with USB keys EUR 1 000 excl. VAT The USB key is part of the lanyard, which will be distributed to each delegate and will contain the abstracts of all accepted scientific presentations and the program. The badge cord attached to the name badge is a highly visible item worn by every delegate. The sponsor will have its logo/name on the cord and the USB key. Benefits: - High visibility value: Sponsor logo on the lanyard; - Acknowledgement as a Sponsor including the sponsor s logo in the conference guide and on the ICAW2017 website; - Unmanned exhibition stand; - Company logo on audio-visual slides before and after the plenary and parallel organized sessions as well as in the conference guide; - Company leaflet in delegate pack or information note on the USB keys that are handed out to all participants instead of an abstract book. Drinks at Conference Dinner EUR 500 excl. VAT Spain, and in particular Navarra, is known for his good wines and food. At the conference dinner there will be the opportunity to enjoy these spirits while networking with other industrial partners and scientists. Dinner will be held at a fancy restaurant located in a beautiful classical building and placed in the city centre; the El Colegio restaurant. It offers disco dancing till 12:30. To avoid participants having to bring cash to this social event, we our aiming to provide prepaid drink voucher. A good opportunity to have high visibility of your company at the conference. Benefits: - High visibility value: Sponsor will be acknowledged with company logo at the entrance of the dinner; - Possibility to use sponsor s napkins and other company branded catering material; - Acknowledgement as a Sponsor including the sponsor s logo in the conference guide and on the ICAW2015 website; - Unmanned exhibition stand; - Company logo on audio-visual slides before and after the plenary and parallel organized sessions as well as in the conference guide; - Company leaflet in delegate pack or information note on the USB keys that are handed out to all participants instead of an abstract book. Page 17
Visit to vineyard and winery EUR 500 excl. VAT Spain, and in particular Navarra, is the producer of some very good wines. The visit to the vineyard (OTAZU; http://www.otazu.com/) will include a guided visit and the opportunity to taste 2 wines, cheese and a type of jam. For your information, the Master Chef of China is doing its final in this vineyard! Transport by bus will be provided. A social event like this will allow networking and scientific discussion in an informal atmosphere. A good opportunity to have high visibility of your company at the conference. Benefits: - High visibility value: Sponsor will be acknowledged with company logo at the entrance of the winery and on the bus; - Possibility to use sponsor s napkins and other company branded catering material; - Acknowledgement as a Sponsor including the sponsor s logo in the conference guide and on the ICAW2015 website; - Unmanned exhibition stand; - Company logo on audio-visual slides before and after the plenary and parallel organized sessions as well as in the conference guide; - Company leaflet in delegate pack or information note on the USB keys that are handed out to all participants instead of an abstract book. Internet corner EUR 300 excl. VAT Staying connected at all times is becoming more and more important for attendees. Complimentary WiFi access is extremely attractive and you can gain profile throughout the congress venue by sponsoring this item. Delegates will be given a card with a user name, password, and sponsor messaging to access the internet from their laptops. In addition there will be a dedicated internet corner close to the registration desk with 2 laptops for all to use, where the sponsor can display promotional materials. Benefits: - High visibility value: Sponsor logo as screensaver; - All delegates will receive a card with sponsor messaging; - Inclusion in the list of Sponsors on the ICAW2017 website and in the conference guide; - Company logo on audio-visual slides before and after the plenary and parallel organized sessions as well as in the conference guide; Page 18
Conference guide EUR 150 excl. VAT As part of the delegate map each participant will be given a conference guide, which is an A5 seized booklet summarizing the conference programme and containing all necessary information of the meeting. The sponsor will be given the back page of the conference guide for advertisement. Benefits: - High visibility value: Sponsor advertisement on conference guide; - Inclusion in the list of Sponsors on the ICAW2017 website and in the conference guide; - Company logo on audio-visual slides before and after the plenary and parallel organized sessions as well as in the conference guide; Pocket programme EUR 150 excl. VAT The pocket programme is a useful quick and easy reference guide for all conference delegates. Contained within the name badge holder, provided to each delegate at registration, the pocket programme contains information about times and session for the numerous topics. The sponsor will be given the outside back page of the pocket programme for advertisement. Benefits: - High visibility value: Sponsor advertisement on pocket programme; - Inclusion in the list of Sponsors on the ICAW2017 website and in the conference guide; - Company logo on audio-visual slides before and after the plenary and parallel organized sessions as well as in the conference guide; Badge holders EUR 150 excl. VAT Provided to each delegate at registration, the badge holder, which has to be worn throughout the duration of the meeting, contains delegate s name tag and the pocket programme. The sponsor will have its name and logo on the back of the badge holder. Benefits: - High visibility value; - Inclusion in the list of Sponsors on the ICAW2017 website and in the conference guide; - Company logo on audio-visual slides before and after the plenary and parallel organized sessions as well as in the conference guide; Small contributions Companies who like to donate a smaller amount to support the ICAW2017 event, will be acknowledged via: - Inclusion in the list of Sponsors on the ICAW2017 website and in the conference guide; - Company logo on audio-visual slides before and after the plenary and parallel organized sessions as well as in the conference guide. Page 19
7 General information for sponsors Contact If you are interested in becoming a sponsor of the ICAW2017 event, please contact the Conference coordination team: Amaya Azqueta Sabine Langie Bertrand Pourrut icaw2017@gmail.com; Tel. +32 14 33 51 36 (Sabine Langie), Tel. +34 94 84 25 600; ext. 806343 (Amaya Azqueta) A sponsorship contract will be concluded with the sponsorship prospectus by the Conference co-ordination team on behalf of the Organizing Committee. All sponsors will be treated equally on a first come, first served basis. The contract must be countersigned and returned within two weeks from the day of proposal in order to be valid for the ICAW2017 event. Sponsors are not allowed to stage their own events parallel to the conference events without consulting the Conference Secretariat. Terms of payment 30 % of the contracted amount at contract signing; 70 % of the contracted amount before July 15 th 2017. Refund and cancellation for sponsorship contracts The items are refundable minus a 10% charge when the cancellation is made within one month of the order and before the 15 th of March 2017. For items cancelled after the 15 th of March 2017 and before 1 st of April 2017, 50% of the total amount value of the order will be refunded. For items cancelled after the 1 st of April 2017, there will be no refund granted. If the items have been sourced from external suppliers and a contract signed, the costs incurred plus the corresponding charge (based on the above dates) will be charged to the sponsor. All prices are indicated in EUR and exclude VAT. All cancellations must be made in writing to the Congress coordination team. Page 20