Industry Symposia Manual

The Portal enables Exhibitors and Supporters to:

• Submit Company logo and profile
• Order Lead retrieval (Badge scanners)
• Submit a list of individual names for badges based on the number of badges specified in your sponsorship contract
• Order extra exhibitor badges
• Submit booth drawing (applicable for “Space Only” booths)
• Submit lettering for Fascia sign (applicable for “Shell Scheme” booths)
• Submit other deliverables as per the sponsorship contract

Link to access the Portal https://exhibitorportal.kenes.com

Login details to access the Portal have been sent to the company representative who signed the contract.
Kindly keep the Exhibitor’s Portal link together with your login information on hand for future reference.

Notes:

• Each company received a single user account and a password. These credentials were sent to the primary contact listed in our system (usually the person who signed the contract). This individual is responsible for sharing the login information with any authorized team members or third parties who require access to the portal.
• The contract holder will be charged with any purchase made by their employee, stand builder, or agency, unless requested otherwise in writing.
• Access to all Portal services will be available only after submission of your company logo and profile.
• Please note that access to the portal allows the user to see information from previous transactions made by your company with Kenes Group.
• Only deliverables indicated in your contract should be submitted. Items that are not included in your contract will not be processed.

*Please take in mind the punctuality for starting and finishing times, as the time for each session is limited.

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

Important information:

• In order to support you in the best possible way, please share your plans and requirements with us. This information is invaluable for the success of your session. Please coordinate directly with the Industry Coordinator, Anna Toloeva at: [email protected]
• We recommend arriving early to set up the hall prior to the start of your session. A member of the Kenes Operational team will be available onsite should you need any assistance.
• Handouts are allowed to be distributed at the entrance to the Session Hall; however, it is NOT permitted to place material on the seats inside the hall.
• Printed tent cards placed on the head table are allowed and should be produced and provided by the supporter.
• We ask presenters to follow the time schedule precisely in order for the day’s events to run smoothly. The updated scientific program can be found on the MNF 2026 Meeting website

MNF 2026 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 MNF.

• Catering is exclusive to Kempinski Hotel Gold Coast City and should be ordered in advance.
• Food and drinks are allowed to be taken into the symposium halls.
• Supporters who wish to order any Catering for their symposium or any food and beverages for their meeting/hospitality room are welcome to do so directly with Kempinski Hotel Gold Coast City. Kindly contact favo[email protected] if you are interested.
  
• Deadline: Sunday, 13 September 2026
  Orders received after the deadline will incur rush fees, subject to item availability
  

• Catering setup: Catering can be placed either inside or outside the hall; however, due to short turnaround times between sessions, catering outside the hall is recommended. In such cases, sponsors are advised to include ropes and poles in their catering order to ensure smooth flow and better organization. Ropes and poles can be ordered together with the catering. Please let us know in advance your preferred Catering setup.

• If you are considering having catering during the symposium, please note that additional charges will be applied for cleaning the hall immediately following the session.
• Please take into consideration that lunch and refreshments will be served in the Exhibition Hall according to the Conference timetable (click here for the most up-to-date timetable).
• If you are planning to offer catering together with the symposium, it is recommended to indicate this in all publications (as long as it is in line with the supporter’s internal compliance policy).

Please click here to access the Floorplan of Kempinski Hotel Gold Coast City.

Hall Adlon 2

• LED screen on a riser, image of H4xW11 meters approx.
• Data/Video control system, including a seamless Data/Video switcher and all necessary cabling (opening picture-in-picture "windows" and adding titles of the speakers on the screen, etc. - see photo below).
• Video camera, to capture the face of the speaker at the lectern for live closed-circuit projection during presentations.
• 50” Confidence monitor in front of the head table, showing the same PowerPoint & Video images as projected in the large picture-in-picture “window” on the central screen.
• Countdown Timer monitor in front of the lectern, operated by the technicians at the AV Control desk.
• 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.
• Designed lectern with a Portrait 40" Plasma screen installed in each front, facing the audience, projecting a PPT with the name of the speaker (see sample photo below).
• Wireless PowerPoint advancer/clicker (we recommend using the cursor of the laptop computer as a pointer).
• 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), 5 wireless headset microphones 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.
• Colorful Lighting along the wall behind the screens and stage.
• 4 x AV technicians to operate the above-mentioned systems.

For demonstration only (taken in another Venue)

For Sponsors’ Symposia being held in this Hall, the company's “virtual” banner on the PIP Panoramic screen  and in front of the lectern will be projected.
Please contact the Audio-Visual Coordinator, Mr. Mike Perchig (e-mail: [email protected]), in order to design the images according to the required resolution.
The “virtual” banner can include the title of the Symposium and the name and logo of the Sponsor.

Hall Adlon 1 and Hall Adlon 3

• LED screen on a riser, image of H2.5xW4 meters approx.
• 42” Confidence monitor in front of the head table, showing the same PowerPoint image as projected on the main screen.
• Countdown Timer monitor in front of the lectern, operated by the technicians at the AV Control desk.
• 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).
• 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), 5 wireless headset microphones 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 Capitol

• Central set of 3000 a.l. Projector / H1.7 x W3 meters front Projection screen.
• 2 x Delay 65” monitors halfway along the lateral walls, showing the same PowerPoint image as projected on the main screen
• 24” Confidence monitor on the head table, showing the same PowerPoint image as projected on the main screen.
• Countdown Timer monitor in front of the lectern, operated by the technicians at the AV Control desk.
• 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).
• 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), 5 wireless headset microphones and connection to sound from computers (mini PL plug) at the lectern.
• Lighting system, illuminating the lectern and the head table.
• 2 x AV technicians to operate the above-mentioned systems.

Hall Stafford

• Central set of 3000 a.l. Projector / H1.4 x W2.2 meters front Projection screen.
• 2 x Delay 65” monitors halfway along the lateral walls, showing the same PowerPoint image as projected on the main screen
• 24” Confidence monitor on the head table, showing the same PowerPoint image as projected on the main screen.
• Countdown Timer monitor in front of the lectern, operated by the technicians at the AV Control desk.
• 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).
• 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), 5 wireless headset microphones and connection to sound from computers (mini PL plug) at the lectern.
• Lighting system, illuminating the lectern and the head table.
• 2 x AV technicians to operate the above-mentioned systems.

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: [email protected]. A 20-minute technical rehearsal is offered free of charge; however, additional charges may apply, depending on hall availability, rehearsal requirements, and overtime of the technicians.

This section includes guidelines that will assist you in preparing promotional items related to your industry sessions; however, kindly refer only to the relevant items in accordance with your sponsorship agreement. 

 1. Mobile App Push Notification

For supporters entitled to a push notification as per their signed contract, kindly submit the text Monday, 31 August, 2026 to [email protected]  according to the guidelines below: 

• Message Title – Maximum 40 characters including spaces
• Message body - Maximum 140 characters including spaces
• Preferred date and exact local time, please coordinate with your industry coordinators
• *Note that the final schedule will be determined closer to the meeting, 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 [email protected] 

Deadline: Monday, 31 August, 2026

File format: PNG or JPG (up to 800 kb)

Size: 780px x 1688px  

We recommend avoiding using small text, so the advert can 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 a zip folder and send us everything with the subject line to Anna Toloeva at [email protected] at least 2 working weeks before your scheduled date for send out of your mailshot.

4. Post Meeting Email Blast - Exclusive

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

Please send the required file(s) to the Industry Coordinator, Anna Toloeva, at [email protected] and along with the subject line, no later than 2 working weeks before your scheduled date for send out of your mailshot.

The exact launch date of the joint e-mail blast will be advised closer to the Annual Meeting. 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 meeting Mailshots:

• 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 “MNF 2026 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.

Session supporters have the option to create signage promoting their symposium according to the guidelines below.
The session signage is optional and should be produced by the supporter.
Please make sure to follow the guidelines specified at the beginning of this section.

Session Hall Signage

1. Self-Standing Sign at the Entrance

• 1 x free-standing vertical sign can be placed at the entrance of the session hall 15 minutes prior to the session's published start time. Maximum dimensions: 85cm wide x 200cm high.

2. Stage Banners

• 1 x free-standing vertical sign to be placed on/next to the stage. Maximum dimensions: 150cm wide x 250cm high.
• 1 x horizontal sign placed in front the head table facing audience. For more information, please refer to Section: Session Halls Onsite.

Signage in the Exhibition Area

Self-Standing Sign
The Supporter is entitled to place 1 x free standing vertical sign (85cm wide x 200cm high) advertising the Session 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 Industry Coordinator and Exhibition Manager regarding exact time and location.

Wi-Fi

MNF 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 Industry Coordinator Anna Toloeva at [email protected].

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 a private Wi‐Fi network at the booths or meeting rooms is not allowed.
• The Venue and the Organizers reserve the right to discontinue any activity that interferes with the hall Wi‐Fi coverage.

If you have any questions related to the dedicated internet lines, please contact the Industry Coordinator Anna Toloeva at [email protected].

Meeting Rooms / Hospitality Rooms / Side-Events Policy

To protect the integrity of the event programme, companies may not organise meetings or activities that compete with official sessions.

• No scientific symposia, lectures, educational events, or “meet-the-expert” style sessions may take place outside the event venue during the event dates.
• All industry sessions must take place within the event venue and must be formally booked through the Sales Team.
• Closed meetings and social events (invitation-only) are permitted only during outside the official blackout hours and must not clash with the event programme or Opening Ceremony.
• Internal staff meetings are permitted; however, if attended by event participants, they are also subject to the blackout policy and may not take place during programme hours.

The Society expects all partners to respect these guidelines so delegates can fully engage with the official event content.

Additional orders for Meeting Rooms / Hospitality Rooms / Side-Events Policy

Supporters interested in renting a meeting room during MNF26 should contact Industry Liaison & Sales, Mr. Cristobal Bozdogan at c[email protected]:

Supporters, who have rented a meeting room: please contact the Industry Coordinator Anna Toloeva, at [email protected] with your preferred setup for the room and how many participants are expected.

• AV is not included in the price and can be ordered from the Conference AV coordinator.
  • Contact: Mike Perchig
  • E-mail:  [email protected]
  • Kindly specify the name of the Sponsor/Exhibitor when approaching and cc the Industry Coordinator [email protected].
  • Deadline for AV orders: Friday, 5th June, 2026
• F&B is not included in the price and can be ordered directly from the exclusive Catering Agent.
  • Kempinski Hotel Gold Coast City

  • Favour Chimezie, Email: [email protected]

  • Kindly specify the name of the Sponsor/Exhibitor, room and dates when approaching the caterer and cc the Industry Coordinator [email protected].
• Meeting room setup changes: Please inform of the set-up you desire for the meeting room no later than Monday, 30 August, 2026.

Waste Disposal

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

Symposium Badges

Each symposium organizer is entitled to up to 10 Symposium badges, which allow access to their Industry Session only. These badges will not display individual names.
Symposium badges will be prepared upon request only and can be collected at the Registration desk 2 hours prior to the start of your Industry session. Symposium Badges need to be returned to the Registration desk after the session has ended.

K-Lead (Badge Scanning) 

K-Lead is 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 smartphone 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 EUR (excluding 4% credit card charges, fees, and VAT if applicable).

Device is NOT included!

Deadline: Thursday, 10 August, 2026

Onsite rate of 850 EUR will be applied for orders received after the 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: 350 EUR

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

API Integration

Do you want to use your own scanning device or app? Need real-time API integration?
We’re excited to introduce our new API-sharing service that seamlessly integrates delegate data from our events directly into your CRM. No more manual data entry—just instant, secure, and accurate lead transfer.

How it works:
 Instant API Access – Scan delegate badges using your own app and retrieve full attendee details.
 Real-Time Sync – Automatically update your CRM.
 CRM Compatibility – Integrates with major CRM systems like Salesforce, HubSpot, and Microsoft Dynamics.
 Data Accuracy – Ensure accurate, up-to-date delegate info, reducing manual entry errors.
 Custom Mapping – Adapt data fields to fit your CRM’s structure.
 Secure & Compliant – Advanced encryption ensures data protection.
 Analytics & Reporting – Gain insights on leads and engagement.

Benefits of this solution?
 Saves time by eliminating manual entry
 Enhances lead accuracy and efficiency
 Integrates effortlessly with your existing tools
To get a quote and place your order, please reach out to the Exhibition Manager E-mail: [email protected]

Cost:
License per event: €1800 invoiced before the event

API calls: invoiced after the event, based on the number of calls (scans) made:
– Up to 200 calls – calculated by €4 per call
– Up to 500 calls – calculated by €3 per call
– From 500 calls and up – calculated €2 per call

Deadline: Thursday, 10 August, 2026

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:

• 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 interactive product solutions are offered exclusively by Kenes Group.

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

Please submit your order by Monday, 31 August, 2026. Orders received after the deadline will incur rush fees.

Delivery & Logistic Services

For security, insurance, and efficiency reasons, DSV is the exclusive agent nominated by the organizer for move-in and move-out handling of empties for the conference.
Exhibitors and booth builders are free to deliver their goods or to pick their goods up from outside the venue. Those who use their own facilities up to the venue are requested to coordinate their time schedule and unloading of their cargo into the venue with DSV.

Freight Handling & Customs Clearance Agent

DSV

Email: [email protected]

Name: Olimpia Rodrigalvarez

Mobile: +34 628930293

Office: +34 954325842

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

Conference website:
https://mnfconference.org/

Venue:
Kempinski Hotel Gold Coast City, Accra, Ghana
Ministries PMB, 66 Gamel Abdul Nasser Avenue, Accra, PMB 66, Ghana
kempinski.com/en/hotel-gold-coast-city

Kenes Group Contacts: 

Exhibition Manager

Anna Toloeva

Email: [email protected]

Sponsorship and Exhibition Sales

Cristobal Bozdogan

Email: [email protected]

 Hotel Accommodation

Milena Nedyalkova

 Email: mnedyalkovakenes.com

https://hotels.kenes.com/congress/MNF26

Registration

Anna Jopek

Email: [email protected]

Audio Visual Coordinator
Mike Perchig
E-mail: [email protected]

Product Marketing Coordinator
Alix Mckee
Kenes Group
E-mail: [email protected]

————————————————————————————-

Official Contractors:

Catering

Kempinski Hotel Gold Coast City

Favour Chimezie

Email: [email protected]

Official Contractors:

Freight Handling & Customs Clearance Agent

DSV

Email: [email protected]

Name: Olimpia Rodrigalvarez

Mobile: +34 628930293

Office: +34 954325842