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
• Submit deliverables as per contract
• 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 Seoul. Information, pictures, location and rates are available on the hotel accommodation page:
click here or email us at aivanova@kenes.com

Please do not hesitate to contact me for further information or assistance.
We look forward to welcoming you in Seoul and wish you a successful Industry Session!

Action Item (Please refer to your signed contract)	Deadline	Contact Person
Staff Hotel Reservation	As soon as possible	Anna Ivanova aivanova@kenes.com or https://hotels.kenes.com/congress/WCN25
Payment of Invoice Balance	Must be received in full one week prior to the Congress	Pazit Hochmitz phochmitz@kenes.com
Symposium Final Program (for approval by Scientific Committee)	As soon as possible and no later than Tuesday, 02nd September	Aleksandra Sinapova  asinapova@kenes.com
Program book advert	Tuesday, 02nd September
Promotional E-mail Blast (Exclusive and Joint)	Tuesday, 16th September
Promotional Post E-mail Blast	Tuesday, 16th September
Text for Push Notifications	Tuesday, 16th September
Mobile app adverts	Tuesday, 16th September
K-Lead Retrieval System	Tuesday, 30th September	To reserve your Scanners, please refer to the on‐line Exhibitor’s Portal https://exhibitorportal.kenes.com/
Placing orders for Voting/ ’Ask the Speaker’ and other Technology Products and Services	As early as possible, preferably before Friday, 12th September	Olaya Espejo oespejo@kenes.com
Hostesses & Temporary Staff Hire		Coming soon
Catering Services	Monday, 22nd September *Please note that no orders will be taken after the deadline	GRAMERCY Juhyun Byun E-Mail: juhyun.byun@shinsegae.com Order form Click here
AV – scheduling Tech rehearsal, placing orders for extra AV for the Sponsored Symposia and AV for Meeting rooms ONSITE	Friday,19th September	Mike Perchig nest@nest-av.com
Shipping & Material Handling Services
Air freight (Seoul airport)	Please contact DSV	DSV Olimpia Rodrigalvarez – olimpia.rodrigalvarez@dsv.com Office: +34 954325842 Mobile +34 628930293 Lorena Perdomo – lorena.perdomo@dsv.com Office: +34 930260837 Mobile +34 627582484 For shipping instructions please click HERE
Road freight direct to the venue
Road freight via warehouse	DSV Solutions Ltd. 371-1, Tapsakgol-gil, Ilsandong-gu, Goyang-si Gyeonggi-do, 10245, Korea Attn : Roy Park Tel : +82 10 9978 3415 LCL 15 working days prior the event
Road freight or via Warehouse	Upon request

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

Important notes:

• Industry Symposia are not included in the main Congress CME/CPD credit.
• Please coordinate when you would like to set up the hall prior to the start of your Symposium with Aleksandra Sinapova. 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 WCN 2025 Website.

Speaker’s Expenses

WCN 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 Congress and have made prior travel arrangements independently.

Technical Rehearsal Onsite

We strongly recommend scheduling a technical rehearsal in the hall itself and testing the Presentations during that rehearsal (up to 20 min). 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.

Catering

• Catering is exclusive to GRAMERCY and should be ordered in advance. Supporters who wish to order food and beverages for their symposium or/and meeting room are welcome to do so directly with the venue:

GRAMERCY

Juhyun Byun

E-Mail: juhyun.byun@shinsegae.com

Order form Click here

• Food and drinks are allowed to be taken into the symposium halls. No buffet is allowed.
• Please foresee a break following the symposium of at least 30 minutes to clean the hall.
• Please note that an additional charge might be applied for cleaning the hall immediately following the
• 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 does not contradict the supporter’s internal compliance policy.

Coming soon.

Coming soon

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 1 hour before the start of the session.

Please note that Congress 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 Congress 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 Congress Audio Visual Coordinator, Mike Perchig at: nest@nest-av.com

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

• WCN 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 XXVII World Congress of Neurology (WCN 2025)”, which will take place in Seoul , 12-15 October 2025.

In addition, it is not permitted to use the WCN 2025 logo on any of the symposia materials.

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

Please click here in order to provide above requested information as soon as possible and no later than Tuesday, 02nd September  if you need any assistance please contact the Industry Coordinator: Aleksandra Sinapova at asinapova@kenes.com.

Guidelines to follow when creating your promotional items and content:

• When creating adverts for mobile app, program book and mailshots is allowed to promote product, symposia, or company promotion. Only when promoting symposia please add the following text inside: This session is not included in main Congress CME/CPD credit
• When creating adverts for External and Internal lobby flags in the virtual platform is allowed to promote symposia or company promotion. Only when promoting symposia please add the following text inside: This session is not included in main Congress CME/CPD credit

1.Mobile App Push Notification

For supporters entitled to a push notification as per their signed contract, kindly submit the text by Tuesday,16th September to asinapova@kenes.com  according to below guidelines: 

• Message Title – Maximum 40 characters including spaces
• Message body – Maximum 140 characters including spaces
• Preferred date and exact local time, please with your industry coordinator
• *Note the final schedule will be determined closer to the conference, considering other push notifications.
• Push notifications will be sent out during breaks in order not to disturb the participants who are inside the halls.

 2.Mobile App Advert

For Supporters sponsoring the App please send via email to and asinapova@kenes.com by Tuesday, 16th September.

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

Kindly  be advised that the advertisement is presented as a static image; therefore please ensure your design does not include any clickable URLs. Also, for optimal readability on mobile devices, we suggest avoiding small text.

3. Promotional Email Blast – Exclusive and Post

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 Aleksandra Sinapova at asinapova@kenes.com  no later than Tuesday, 16th September.

4. 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)

Please send the required file(s) to the Industry Coordinator: Aleksandra Sinapova at asinapova@kenes.com  and no later than Tuesday, 16th September.

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.

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 WCN logo.
• The event’s banner will be added to the webmail’s header by Kenes.
• The “From” field will be “WCN 2025 Supporters”.
• 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.

Symposium supporters have the option to create signage promoting their symposium according to the guidelines below. 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: 150cm wide x 250cm high.

Banner placed in front of the head table facing audience. (Details are coming soon).

• Digital Lectern in the Plenary Hall

There will be a designed “digital” lectern in the Plenary Hall (Hall A). (Please refer to Section 4: Symposia Session Halls Onsite).

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

Free Wi-Fi will be available at the Congress venue. Please be aware that public Wi-Fi capacity is limited. Therefore, it is restricted to email and web browsing activity. Should you require Wi-Fi or an internet line for your meeting room, please let us know in advance and we will send you a quote.

Please approach asinapova@kenes.com

Meeting Rooms / Hospitality Rooms

Supporters interested in renting a meeting room during WCN 2025 Congress should contact Industry Liaison & Sales, Sherwin Gentle at: sgentle@kenes.com

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 COEX and should be ordered advance. Supporters who wish to order food and beverages for their symposium and/or meeting room are welcome to do so directly with the venue:

COEX:

E-Mail: juhyun.byun@shinsegae.com

Order form Click here

For your information, refreshments (included in the registration fee) will be served in the  exhibition area as per times scheduled in the scientific program.

Hostesses & Temporary Staff Hire

Coming soon

Lead Retrieval systems are a helpful tool for receiving participants’ contact information when they visit your booth. Information obtained by the lead retrieval system enables Exhibitors to enhance their database by securing valuable leads for further marketing and communication.

We are pleased to offer you the “K-Lead” Application. Exhibitors can download the “K-Lead” app onto their own smart phone or tablet and transform their device into an instant, easy lead retrieval system and capture participants’ full contact information with a quick scan of their badge.

Advantages of the K-Lead application:

• Seamless Integration: Download directly to your device; no extra hardware needed!
• Effortless Scanning: Quickly scan attendee badges to capture leads.
• Customizable Notes: Add personal comments to each lead for better follow-up.
• “Quick Scan” Function: Ability to quickly scan delegates as they enter the symposium hall.
• Instant Access: Get real-time lead information for immediate engagement.
• Universal Compatibility: Download from the Apple Store or Google Play using “Kenes K-Lead App.

Cost per unit: 750 USD (excluding 4% credit card charges fees, excluding VAT if applicable).

Device is NOT included!

Deadline: FTuesday, 30th September

Onsite rate of 850 USD will be applied for order received after above deadline.

Unlock the Power of K-Lead Plus:

• Automated Follow-up Emails: Immediately after scanning, send personalized emails to every lead. Make every connection count without lifting a finger!
• Tailored Email Customization: Craft the perfect message with customizable subject lines, email content, and signatures. Attach PDFs to add a polished, personal touch that stands out.
• Timely Engagement: Say goodbye to the hassle of manual follow-ups. K-Lead Plus handles it by sending tailored emails right after each scan, keeping your brand top of mind.
• Trackable Insights: Monitor how your emails perform with engagement metrics. Learn what works and refine your strategies for maximum impact, ensuring you’re always improving.
• Compatibility: K-Lead Plus requires at least one K-Lead license purchased.

Cost for K-Lead Plus: 800 USD

Key Notes for K-Lead and K-Lead Plus:

• Device Not Included: The application must be installed on your personal or company device (tablet/smartphone).
• Reliable Data: Participant badge barcodes carry contact details as provided by registrants or their agencies. Note: Group registration may contain generalized information.
• Content Responsibility: Information content is managed by the registrant or their agency, not Kenes Group or the Organizing Committee.
• Easy Reservation: Secure your Wireless Barcode Reader in the Exhibitor’s Portal https://exhibitorportal.kenes.com.
• GDPR Compliance: We’ve updated our privacy policy in compliance with GDPR. Your personal data won’t be shared without consent. Presenting your badge for scanning implies consent to share your details.
• By purchasing the K-Lead and the K-Lead Plus, Exhibitors and Sponsors agree to Data Processing Agreement.

How to order K-Lead and K-Lead Plus? -> Please access the Exhibitor’s Portal   https://exhibitorportal.kenes.com 

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!

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 Friday, 12th September. Orders received after the deadline will incur rush fees.

DSV Fairs & Events Spain has been nominated as the official freight & onsite handling contractor for this congress.

For safety, insurance, and efficiency reasons, DSV are the sole official contractor to handle cargo inside the venue.

DSV offers the following services:

Customs clearance, delivery to the stand, freight forwarding, manpower & trolleys for un-loading/loading during build-up and dismantling, storage of empty crates, transportation to and from the Exhibition Hall and onsite supervision.

Deliveries and Shipments

If you need to deliver materials for your session, please coordinate with DSV, the official on-site logistics provider appointed by Kenes Group. All in/out shipments for this congress must be handled exclusively by DSV.

Important!!!

Courier:
Courier companies (FedEx, UPS, DHL, etc.) cannot do the customs clearance of shipments for events or exhibitions as they need an importer with local country tax ID. Please avoid sending cargo with them.
We do NOT recommend shipping materials such as brochures, flyers, bag inserts, lanyards, and small gifts via international courier due to customs regulations and entry restrictions of such items. We suggest producing these materials locally in Buenos Aires if possible.

In case you send goods through courier companies get in touch with DSV in advance to ensure a viability and a smooth clearance.
Please contact DSV for tailor made instructions.

Any deliveries made directly to the venue without going through DSV, will be at the exhibitor’s own risk. If goods do not arrive on time or are mislaid, the organizers and DSV will not take any responsibility.

Exhibitors who choose to proceed with direct deliveries must strictly adhere to the following guidelines:

Direct deliveries to the venue be coordinated in advance with DSV. Contact person: Olimpia Rodrigalvarez E-mail: olimpia.rodrigalvarez@dsv.com and Lorena Perdomo – lorena.perdomo@dsv.com

• All deliveries must have a special label attached. These labels can be obtained from DSV.
• Please be advised that neither the organiser nor the venue can accept deliveries on an exhibitor’s behalf and arrangements must be made for a booth/company representative to be available when deliveries are made.
• As a courtesy to the delegates and your fellow exhibitors, deliveries or the removal of any equipment to/from booth must be made 30 minutes before or after exhibition opening hours.

DSV

Olimpia Rodrigalvarez – olimpia.rodrigalvarez@dsv.com

Office: +34 954325842

Mobile +34 628930293

Lorena Perdomo – lorena.perdomo@dsv.com

Office: +34 930260837

Mobile +34 627582484

For shipping instructions please click HERE

Kenes Contacts:

Congress Organiser

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

Hotel Sales Manager

Anna Ivanova
E-mail: aivanova@kenes.com

Industry Coordinator

Aleksandra Sinapova                                                                                                                       

Tel: +41 22 908 0488 Ext: 217 | E-mail: asinapova@kenes.com           

Audio Visual Coordinator

Mike Perchig                                                              

E-mail: nest@nest-av.com

Industry Liaison & Sales

Sherwin Gentle

Tel: +31 (0)6 1091 8186

Email: sgentle@kenes.com

Registration Specialist

Niya Dimchevska

Email: reg_wcn25@kenes.com

Product Marketing Coordinator                            

Olaya Espejo          

E-mail: oespejo@kenes.com

---

Contractors:

GRAMERCY

Juhyun Byun
E-Mail : juhyun.byun@shinsegae.com
Order form Click here

Onsite Logistic Agent, Material Handing & Customs Clearance Agent

DSV

Olimpia Rodrigalvarez – olimpia.rodrigalvarez@dsv.com

Office: +34 954325842

Mobile +34 628930293

Lorena Perdomo – lorena.perdomo@dsv.com

Office: +34 930260837

Mobile +34 627582484

Hostesses & Temporary Staff Hire

Coming soon