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ESMO 2014

26 30 September 2014, Madrid

STAFF MANUAL

GENERAL INFORMATION
About ESMO

The European Society for Medical Oncology (ESMO) is the leading European professional organization, committed
to advancing the specialty of medical oncology and promoting a multidisciplinary approach to cancer treatment
and care.

Since its founding in 1975 as a non-profit organization, ESMOs mission has been to advance cancer care and cure.
We achieve this through fostering and disseminating good science that leads to better medicine and determines
best practice. In this way ESMO fulfills its goal to support oncology professionals in providing people with cancer
with the most effective treatments available and the high-quality care they deserve.

The ESMO community is a powerful alliance of more than 7,000 committed oncology professionals from over 120
countries. As a trusted organization with nearly 40 years of experience and over 500 expert committee Members.

Staff Manual
This staff manual include info for:
Staff manager, Hall managers, Runners, Bag Fill-in
Registration staff
Door checkers
Specific hostesses
Poster assistants
Other two manuals are available for specific areas:
Press Area
ESMO Booth

General notes for the on-site staff

1. The on-site staff during the congress reports to the Staff Manager, Hall Managers (designated by Barcel),
and to Alessia, Chantal and Valentina (ESMO Congress staff).

It is expected that everybody is flexible and can assist in any other task, on which instructions would be
given on the moment, when this is necessary to the best running of the congress.
Any kind of problems should be reported to the Staff Manager, and then to the ESMO Congress staff.

2. Whereas everybody will concentrate on the instructions given for his/her specific task, everybody must
have a general knowledge of the whole organisation and a good orientation in regard to the exact location
of the services, rooms and function areas of the congress.

3. The ESMO Congress is the major European congress in medical oncology. All participants are medical
specialists and come from countries world-wide, with different languages and cultures.
All the on-site staff has to be helpful, professional and have a kind approach. The participants must feel that
the staff is caring for them at all times.

4. Lunch breaks will have to be organised within the task team in order for the service to continue being
operating.
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5. Staff should not smoke nor chew gum in public. Cellular phones should not be disturbing the parti cipants
and other staff members.

6. A "Staff" badge will be provided to all staff.

Dressing code

ESMO Polo with black trousers, black leather shoes


o All the positions
o Hostess at the Melia
o Satellites, however if the pharma request a different uniform, it is accepted

Smart black cocktail dress (knee lengths)


o Opening Session, hostess for awards

Red dress
o Social activities, staff checking names

NO specific dress code


o Trainings
o Filling bags

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MEET THE ESMO STAFF MEMBERS
Name Picture Main task
Alessia Mora Congress & Meeting Director

Chantal Cornu Operations

Valentina Allevato Operations

Kate Kronig Programme

Sara Fontanella-Chiarani Programme

Simona Tettamanti Programme

Nicole Bullo Registration

Letizia Pizzino Registration

Serena Speroni ESMO Booth

Thomas Balasso Press

Jill Madden Newspaper

Katherine Fumasoli ESMO Members Lounge

Lone Kristoffersen ESMO Members Lounge

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CONGRESS FLOOR PLANS

Venue overview

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North Centre & Mezzanine Level

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STAFF MANAGER, HALL MANAGER, RUNNERS
Staff Manager

The Staff Manager is responsible for the detailed instructions. Chantal and Valentina are available at any time for
further explanations. The cooperation of the Staff Manager is indispensable.

From our previous experience, we discourage the replacement of staff assigned to a specific task during the
congress.

The Staff Manager supervises the functioning of the services and should refer to Chantal and Valentina when
necessary. The Staff Manager will receive a mobile phone from the Congress organizers.

Further responsibilities are described in the following pages.

Hall Manager

The Hall Managers report to the Staff Manager and are responsible for the detailed instructions of the staff
assigned to each hall.

The Hall Managers supervise the functioning of the services and should refer to Chantal or Valentina when
necessary. The Hall Managers will receive a mobile phone from the Congress organizers.

Further responsibilities are described in the following pages.

Runners

Due the nature of this tasks (boxes to be moved around the venue), boys are preferred to girls.
Specific tasks will be assigned onsite thorought the Congress period.
The runners will refer to Chantal and Valentina directly (including literature wall).

FILL-IN BAGS (17000 BAGS)


This activity will take place in the back of Barcelona Audiorium, from Monday 22/09 to Wednesday 24/09.
16000 Delegates bags
In each of this bag 1 copy of each publication has to be included. The list of the content will be available onsite.
Once the bags are filled in they have to be placed again in the big boxes (same quantity in each box) .
Exceptions: 500 bags
To be be filled in WITHOUT the 2 vouchers: 1x Abstract USB and 1x Posters USB
Speaker Centre
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1000 Delegate bags
To be fill-in WITHOUT pharma leaflets and WITH the different programme book and WITH the USB key
500 x Press : Press Area Retiro (not registered) + Registration Area (registered)
500 non-prescribers
Additional tasks:
On Wednesday 24/09 afternoon, once the fill-in bags procedure is over:
500 bags have to be brought for the Press as follow: 250x Registration Hall 2 250x Press Centre
500 bags without vouchers have to be brought at the Speakerscentre
The bag storage behind the bag delivery desk has to be filled
500 bags for non-prescribers to be kept separately behind the bag desk

It is responsibility of the staff to keep this area proper. Paper and plastic containers will be available for clean up.

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REGISTRATION STAFF
Opening hours of the registration desks on site to the public:
Wednesday, 24/09 10:00-18:00 limted for big groups only
Thursday, 25/09 10:00-18:00 (groups registration only)
Friday, 26/09 8:00-18:00
Saturday, 27/09 7:30-17:30
Sunday, 28/09 7:30-17:30
Monday, 29/09 7:30-17:30
Tuesday, 30/09 7:30-13:00

Onsite training hours for staff

Date Time Area Position ESMO Coordinator


23.Sep 10:00-13:00 Registration desks- Hall 2 Self Registration & Certificates LP&NB
Onsite non ESMO Member credit
23.Sep 10:00-18:00 Registration desks- Hall 2 card LP&NB
23.Sep 10:00-18:00 Registration desks- Hall 2 Confirmation forgotten LP&NB
23.Sep 9:00-10:00 Registration desks- Hall 2 Bags & Transportation LP&NB
23.Sep 10:00-18:00 Registration desks- Hall 2 Onsite ESMO Members LP&NB
Scan & Go + Self Registration
23.Sep 9:00-10:00 Scan & Go - Hall 2 (check papers & toners) LP&NB
25.Sep 10:00-10:30 Registration desks- Hall 2 Speaker Desk KK

TASKS

REGISTRATION AREA Scan & GO

Scan & GO desks 14 desks

General note
Each pre-registered participant receives the registration confirmation by e-mail before the congress. The
confirmation includes the registration ID number, personalised barcode and name of the participant. The
participant's badge on site is printed only by scanning the confirmation with the barcode.

Only the Confirmation of registration including the barcode can be accepted. In case they will not have a
confirmation, they will have to go at the confirmation forgotten desk

The procedure should be:


1) The participant arrives at the Scan & Go desk and scans the barcode available on the Confirmation. The
confirmation does not have to be printed; the scanner can read the barcode directly from the smartphones
2) The badge will be printed. On the badge paper there are two vouchers: one to get the bag and one to get the
public transportation ticket. The lanyards will be distributed with the bag.
3) In case the badge will not be printed, the participant will have to go at the "support Scan & Go desks" located
in the onsite registration wing
4) In case of need, shows to the participant the "bag desk" and the "transportation ticket desk" where to
exchange the vouchers.
5) If on the badge paper is indicated a ribbon, the participant will have to collect it at the "bag desk"

The regular participants arriving at this desk have pre-paid the fee in advance and no payments are to be dealt
with here.

Attention: Sometimes the registration has not been paid and the badge will not be printed! In this case the staff
member invites the delegate to visit the "support Scan & Go desks " located in the onsite registration wing.

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Possible different scenarios
- The delegate has the confirmation, but the scanner does not print the badge. The delegate has to be sent
to the " support Scan & Go desks " for clarification. After having checked the ID card and looked-up in the
computer, the badge will be printed, unless if the participant is part of group. In this case the participant
will be redirected to the correct desk to collect his badge.
- The delegate has no confirmation and claims his badge: The delegate has to be directed to the
Confirmation forgotten desk

Exceptions
- Pre-registered journalists: should go at the Press desk
- Invited speakers: should go at the Speakers desk
- Group leaders: should go to the Group desk
- Exhibitors: should go to the exhibitors desk
- Private meetings and industry satellite badges: should go to the info deks

The staff will have to regularly check the tray of the printers; the badge paper has always to be available in the
printers.

6 hostesses foresee there:


1x beginning of the line to check that everybody has the barcode
1x end of the line to indicate free terminals
2x on the sides
2x across the scan&go structure to indicate the bags&transportation desk on support desk

On Tuesday 30/09, after 13.00 they should assist the ESMO staff for dismantling the material and prepare the
shipment back to Lugano.

REGISTRATION AREA

Speakers desk 1 desk

Invited speakers
The badge of the invited speakers is collected here (yellow ribbon)
The staff member checks if all information are correctly stated on the badge and then shows on the map the
Speaker how to reach the speakers centre on the mezzanine level where they will receive the delegate bag and
Congress related material. The speakers are our VIPs, therefore even more attention to details and politeness are
requested here.

Scientific committee
The badge of the scientific committee members is collected here (blue ribbon)
The staff member checks if all information are correctly stated on the badge and then shows how to reach the
speakers centre on the mezzanine level.

A voucher for Bag & Transportation ticket have to be given (these delegates do not collect their Congress related
material and bag at the Speaker centre).
The committee members are also our VIPs, therefore even more attention to details and politeness are requested
here.

Press desk 1 desk

Please refer to the Press manual.

Groups desks 2 desks

The Group Desk is covered by the ESMO staff.

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Payment queries / Invoices desk 1 desk

This desk will take care of all the payment, invoice and VAT queries (Desk covered by ESMO Staff).

On-site registration desks 8 desks


(2 onsite desks cash - 4 onsite desks credit card 2 ESMO Members onsite desks)

A further training will be given on Tuesday 23 September.

General note
We expect 1000 on-site registrations, most of which will be done on Thursday 25/09, Friday 26/09 and Saturday
27/09.

The desks are equiped with a computer network.


At these desks you will have the following tasks:
- Enters the data of the participant (he will have to fill in a registration form) and handles the payment (b y cash /
credti card
- Print of the badge, prepares the lanyard, one bag voucher and one transportation voucher.

Each hostess at each desk is responsible for the finances of the desk and will sign a form (which will be provided
in electronic format onsite) in the morning of each day certfying the funds received. Each new registration and
name change is to be listed with registration number (given by the database), participant's family name, way of
payment, and amount paid (by credit card or cash or bank draft). At the end of the day, the finances will be closed
with the support of this form.

Afterwards, when the form is completed and the amount correct, the staff member controls the amount and
brings it to the Financial Manager, for a double check. The form is then kept by the Financial Manager.

Procedure for the on-site registration


The new participant will stop by the standing tables in the corridor close to the on-site desks and fill in the on-site
form and then proceeds to one of the desks according to the payment type selected.
The staff at the desks receives the form and makes sure that the form is completely filled in and readable. For
further details please refer to the On site Registration Manual (which will be provided onsite)

The staff member starts the payment that can be accepted in:

- Cash
The rate is pre-printed on the on-site registration form.

- Credit card
Visa, Eurocard/Mastercard and AmericanExpress are accepted; other credit cards are not accepted.
The charge to the credit cards will be processed with a special machine (further instructions will be given
during the training on Tuesday 23 September afternoon).
When the data are entered, the hostess prints the badge (from a local printer).
The badge paper has 2 sections:

1. The upper section with the vouchers is to be thrown away. The 2 vouchers must be given separately
from the piles available on each desk.
2. The lower section is the badge

The staff has to give the badge, the lanyard and the vouchers to the participant; you will also have to explain
where is the "bag and transportation" desk and show where are located the sessions rooms.

All the documents relating to a transaction have to be kept together (form and credit card receipt).

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Additional task as of Monday, 29 September
The participants coming for the Certificate of attendance have to be redirected to the Internet kiosks where they
will be able to go on esmo.org and fill in the Congress Evaluation Form and print their own certificate.

Certificate of attendance may also be printed up to four weeks after the close of the Congress via the ESMO Web
site, congress section, therefore it is important to retain the delegate badge for this purpose.

Pre-registered with no confirmation 1 desk

A further training will be given on Tuesday 23 September.

This desk serves the participants who arrive without the original Confirmation of registration.

The staff at the desk will ask the participant for an identification document (passport, identity card). Afterwards,
the staff will look up in the computer according to the name (= name on the ID document). Special attention is to
be given to multiple family names as sometimes these people use one name instead of another. However, the
first name, city, country must correspond. The staff must feel comfortable with the fact that the person in front of
the desk and the one in the computer are very likely to be the same. After checking in the computer that the
person is registered, print the badge and give all the congress material to the participant (lanyards, 2 vouchers
and badge). In case it is indicated, also additional ribbons.
The staff must avoid in all circumstances to give the registration material to a person whom they doubt is entitled
to receive it. If any doubts arise, Nicole or Letizia is to be contacted.

Possible scenarios
Individual participants without a confirmation
- If the participant appears to be a regular individual registration, the staff member prints the badge and
gives all the registration material.
- If the person appears in the system, but the registration is still unpaid, the participant will have to settle
the payment (only credit card is accepted). Afterwards, the staff member prints the badge and gives all
the registration material
- If the person in front of the desk does not seem to be registered (not found) even though the several
names were tried, and even though the different spellings were also tried, the staff member has to inform
the person that according to the system, he/she does not seem to be pre -registered. This person must
then be directed to the Self-registration desks or to the On-site registration desks for a new registration,
after having filled in the registration form.

Group leader
- In any case all group leaders must be directed to the Group desks

Group members
- If the badge has been already printed, the participant is to be directed to the Group desks. If the badge is
not printed, the staff member checks if the group registration has been finalized, prints the badge and
gives all the registration material.

Invited Speaker
- The invited speaker is always to be directed to the Invited speakers desk.

Press
- The press is always to be directed to the press desk

If the person is sure that he/she was pre-registered, the staff has to contact Nicole or Letizia for clarifications.

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Scan & Go Support (back up desks) 2 desks

A further training will be given on Tuesday 23 September

The staff at this desk will have to assist particiants having problems at the Scan & Go desks (they have the
confirmation but the scanner does not print the badge).
The staff at the desk will ask the participant for an identification document (passport, identity card). Afterwards,
the staff will look up in the computer according to the name (= name on the ID document). Special at tention is to
be given to multiple family names as sometimes these people use one name instead of another. However, the
first name, city, country must correspond. The staff must feel comfortable with the fact that the person in front of
the desk and the one in the computer are very likely to be the same. After checking in the computer that the
person is registered, print the badge and give all the congress material to the participant (lanyards, vouchers and
badge).
The staff must avoid in all circumstances to give the registration material to a person whom they doubt is entitled
to receive it. If any doubts arise, Nicole or Letizia is to be contacted.

Possible scenarios

Individual participants with confirmation but the scanner does not print the badge
- If the registration appears to be regularly paid, the badge has to be printed and given to the delegate,
together with the lanyard, transportation and bag vouchers.
- If the person appears in the system, but the registration is still unpaid, the participant will have to settle
the payment (only credit card is accepted). Afterwards, the staff member prints the badge and gives all
the registration material
- If the participant results to be part of a group, the staff member has to check if the badge has been
already printed. If yes, the participant has to be redirected to the Group Desks. If the badge is not printed,
the staff member checks if the group registration has been finalized, prints the badge and gives all the
registration material.

Group leader
- In any case all group leaders must be directed to the Group desks

Invited Speaker
- The invited speaker is always to be directed to the Invited speakers desk.

Press
- The press is always to be directed to the press desk

If the person is sure that he/she was pre-registered, the staff has to contact Nicole or Letizia for clarifications.

ESMO Membership services 4 desks

Instructions will be given directly onsite during the training on Wednesday, 24 September by Lone Kristoffersen &
Katharine Fumasoli.

Self registration assistant 3 desks

A further training will be given on Tuesday 23 September.

On Thursday 25/09, Friday 26/09 and Saturday 27/09, part of the Internet kiosks will be used for self-registration.
Participants that are not pre-registered can avoid the queue at the onsite registration desk, by processing the
registration themselves.
These desks only allow payments by credit card (VISA, MasterCard or AmericanExpress).
The delegates registering will have the transportation and bag vouchers on the badge paper.

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The staff member must make sure that the badge paper is available in the printers and must be able to assist
during the procedure. In case the participants will have problems with the payment, the staff will have to help
them (a credit card machine will be made available)
The staff member must also show the relevant desks where to collect the material. Lanyards will be delivered at
the bag desks.

Print certificate assistant

From Monday, 29 September, participants will be able to print their certificate of attendance at the Internet
kiosks in the registration area.
In order to print the certificates, the participants will have to go on esmo.org and fill in the Congress Evalutation
form online.
The staff member must make sure that the certificate paper is available in the printers and must be able to assist
during the procedure.
Certificate of attendance may also be printed up to four weeks after the close of the Congress via the ESMO
website; therefore it is important to retain the delegate badge for this purpose.

Hand out bags & transportation 4 desks (Bags & Transportation tickets desks)
(staff needed also on Wednesday 24/9) - Preferably boys instead of girls for this task!

The bags will be stored behind the hand out bags desk. The storage in the registration area has to be kept
controlled and refilled constantly.

Individual bag collection


The staff at the Congress bags desk give one bag in return of one bag voucher. In no circumstances will the staff
give out a bag if no voucher is given in return.
The staff will receive a voucher for each bag and transportation ticket, they need to count them so that at each
moment it is possible to know how many bags are left.

IMPORTANT: we will have two different bags, more details will follows onsite.

o Orange stripe with black text o ESMO Nurse


o Patient Advocate
Bags without pharma leaflets o Student

o Black ribbon o Press

On Monday 29/09 afternoon, the staff will refer to the Staff Manager and Valentina to receive instructions for the
bags that are still there.

Bulk collection for groups


Boxes of bags are collected by group leaders in bulk, especially on Wednesday 24/09 and Thursday 25/09. The
boxes with bags will be prepared in advance when finished with the filling-in. The boxes should contain different
colours.
The staff has to help the group leaders in taking the bags away and have trolleys available for this.

The bags collected in bulk by group leaders will have to be from the FAIREXX Trailer parked outside the
Registration area - Hall 2 and a staff will help the group leader to collect the bags.

Instructions for the pick-up of group badges on 24/09 and 25/09

The bags collected in bulk by group leaders will have to be taken only from the outside parked Fairexx
Trailer and a staff will help the group leader to collect the bags.

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Transportation tickets
Transportation tickets are given in return of the correspondent vouchers. In no circumstances will the staff give
out a transportation pass if no voucher is given in return. Transportation tickets can not be sold.

Distribution of lanyards and Ribbons


Individual pre-registered participants will have the bag and transportation vouchers printed on the badge paper.
To those persons it also necessary to give a lanyard.
In special cases participants will have a ribbons name indicated on the badge paper; in this case you will have to
stick the ribbon on the badge (please check badge control page and more details will follows onsite)

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DOOR CHECKERS
General Information

The badge controller should pay particular attention to who has a badge with a colored stripe printed on the
badge and/or a ribbon.

Two type of badges:

Stripe

Ribbon

Access Badge Description


All areas o NO stripe on badge o NON ESMO Member - Congress participant
o Green stripe with white text o ESMO Member Congress participant

Public areas o Grey stripe with black text o Exhibition visitor or exhibitor
Exhibiton o Industry symposium
Industry Satellite symposia
Private meetings

NO access to congress sessions


Public areas o Pink stripe with black text o Private Meetings
Private meetings

NO access to exhibition, Industry


Satellite, congress sessions
Public areas o Violet stripe with black text o Daily fees
Scientific sessions (from light to dark)
Access only for the specific day
(from Saturday to Tuesday)
NO allowed to enter in the
exhibition and Industry Satellite
o Orange stripe with black text o ESMO Nurse
o Patient Advocate
o Student

o Black ribbon o Press

Other types of ribbons who allows people to go in all areas:

- Poster Presenter: Peach ribbon


- Oral Presenter: Light green ribbon
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- Poster Presenter: Light blue ribbon
- Editor: Forest green ribbon
- ESMO Committee Member: Blue ribbon
- ESMO: Navy ribbon
- ESMO Staff: Violet ribbon

Definitions

Congress sessions:
Hall 4: Pamplona, Velencia & Barcelona auditoria
Hall 6: Madrid auditorium
Hall 10: Granada, Cordoba, Sevilla auditoria
North Centre: Alicante, Bilbao, Salamanca, San Sebastian, Oviedo, Palma, Malaga

Private meetings:
Private meetings will take place in different rooms located in the North centre on the mezzanine during the
congress; all type of badges are fine to attend these meetings.

The organisers expect that nobody whose badge is not unauthorised (or not original badges) enter the congress
sessions and exhibition hall without being stopped by the guards when trying to do so.

These persons have to be kindly re-directed to the Registration Info desk for clarifications.

Note the door checkers at the entrances to the exhibition


Only ESMO Staff, exhibitors or people with a special voucher can enter the exhibition one hour before the official
opening hours and leave at 18.00.
All other participants have to respect the official exhibition timing.

TASKS

Door checker SESSION AUDITORIA

One of the door checkers in each hall is the responsible for the hall and reports to Chantal and Valentina in case
of problems.
For lunch breaks, the hostesses will leave the halls in shifts, meaning that the hall is always staffed.
The door checker is responsible also to scan the badge of each participant. The door checker will be provided with
a badge scanner and chargers. It is important to scan fast and not create queues!!
During each session, the responsible door checker of the hall will note the approximate number of participants in
the room (at the middle of the session). The responsible hostess will note the approximate number of participants
on the appropriate form (Form 1) which will be given back to the Staff Manager at the end of the last session of
the congress in that hall.
For reference, the full capacities of the main halls are:
o Madrid 4500
o Barcelona 2000
o Sevilla 1500
o Granada 1000
o Cordoba 1000
o Pamplona 600
o Valencia 600
o Alicante 480
o Bilbao 400
o Salamanca 400
o San Sebastian 220
o Palma 160
o Malaga 100

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Door checker - OVERFLOW
The responsible door checker of the auditoria is responsible to contact the Hall Manager when the auditoria
reaches the full capacity (no more seats available). The Hall Manager will then contact the central ACS technicians
(Mr. Sammy phone number: 67053). The central ACS technicians will contact the overflow technicians in order
to open the overflow screens.
One door checker for each auditoria will receive a mobile phone from the Congress organizers.

Door checker Auditoria Hall 4: Barcelona, Valencia, Pamplona Overflow Toledo


When these rooms are full and there are no more free seats, the door checker will inform the Hall Manager who
has to get in touch with the ACS technicians in order to open the overflow room screens and re -direct people to
the correct overflow area. Specific sign posting will be made available.

Door checker Auditoria Hall 10: Granada, Cordoba, Sevilla Overflow Jerez
When these rooms are full and there are no more free seats, the door checker will inform the Hall Manager who
have to get in touch with the ACS technicians in order to open the overflow room screens and re -direct people to
the correct overflow area. Specific sign posting will be made available.

Door checker North Centre: Alicante, Bilbao, Salamanca, San Sebastian, Palma Overflow Oviedo
When these rooms are full and there are no more free seats, the door checker will inform the Hall Manager who
have to get in touch with the ACS technicians in order to open the overflow room screens and re -direct people to
the correct overflow area. Specific sign posting will be made available.

A message has to be sent to Kate, Sara, Chantal, Valentina & Alessia to inform about auditoria in overflow (SMS).

Door checker - SPEAKER CENTRE


The entrance to this area is restricted to:
Invited Speakers (Yellow ribbon)
Oral Presenters (Light green ribbon)
Local & Scientific Committee Members (red ribbon)
Executive board (navy ribbon)
Honorary members (navy ribbon)
ESMO Staff Members (violet ribbon)
Delegates listed in the given excel file
Anybody who needs to upload a presentation (satellite symposia)
Other people needs to be accompanied by an ESMO Staff or Exectuive board member.
In case of doubt please refer to Lewis Rowett or Simona Tettamanti

Door checker - PRESS CENTRE


The entrance to this area is restricted to journalists (black ribbon) and ESMO Staff.
In case of doubt please refer to Thomas Balasso.

Door checker - ESMO Members lounge


The entrance to this area is restricted to ESMO Members (Badge with written ESMO Member on the green stripe),
Invited Speakers and ESMO Staff.
In case of doubt please refer to Lone Kristoffersen.

Door checker - Meet the Investigator Studio


This room is booked to different companies during the event. The staff member has to identify the responsible
person (the one that booked the slot) and follow the instructions to assist. Delegates wearing a Industry Satellite
badge are allowed to enter in Malaga auditorium. However for those session invitation is requested (meeting
upon invitation only).

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HOSTESSES
SESSION AUDITORIA
It is important that the hostesses in the halls have one Programme book each. Their roles:
Identify the Chairs of the sessions and introduce herself/himself. They have to assure the Chairs that in case
of problem they will be there.
The hostess has to seat near the stage.
They should help the speakers in case of problem and should be in contact with the technicians in case one
presentation does not start, is not there,
Help with the countdown system (instructions to be given by ACS onsite)
Between one session and the other the hostess should change the water for the speakers.

In case of problem, please call Kate or Sara, or ask a technician to do so.

FLYING INFO POINTS


It is important that these hostesses have one programme book each. They will be the reference point for all
queries from the delegates. They must know very well the venue and be able to quickly fi nd answers in the
programme book.
All the information will be given onsite during the training.
In case of problems refer to Chantal or Valentina.

HAND-OUT TARGETED PROMOTIONAL MATERIAL


Specific ESMO promotional material will be distributed to target audience outside relevant sessions. A detailed
list of session and material to be handed out will be distributed onsite .
Well before the session start, the hostess will pick up the correct material from the Registration back office and
will place it outside the room.
At the exit of the session, the hostess will hand out the material to the participants and after the session she will
put away the remaining material in the Registration back office.

OVERFLOW AREAS

Toledo auditorium (Hall 4)


This staff member will be at the entrance of the overflow room and will have a table with the headsets. When the
Auditoria in Hall 4 goes in overflow, participants will be directed to this room to follow the session on screens.
The staff member must deliver to each participant entering this room a headset. When the participants exit the
room, the staff member must make sure that the headsets are collected.
Participants cannot enter in the sessions without collecting a headset.
During the calm period the staff member must clean and prepare the headsets for the next use. Further
instructions, based on the type of headset, will be given onsite.
They have to help people for directions and take care of signoposting needs.
Signoposting changes: a board will be available with specific signs of the different rooms to be placed on
the totem depending on the overflow needs.

Jerez auditorium (Hall 10)


This staff member will be at the entrance of the overflow room and will have a table with the headsets. When the
Auditoria in Hall 10 goes in overflow participants will be directed to this room to follow the session on screens.
The staff member must deliver to each participant entering this room a headset. When the participants exit the
room, the staff member must make sure that the headsets are collected.
Participants cannot enter in the sessions without collecting a headset.
During the calm period the staff member must clean and prepare the headsets for the next use. Further
instructions, based on the type of headset, will be given onsite.
They have to help people for directions and take care of signoposting needs.
Signoposting changes: a board will be available with specific signs of the different rooms to be placed on
the totem depending on the overflow needs.

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Oviedo auditorium (North Centre)
This staff member will be at the entrance of the overflow room and will have a table with the headsets. When the
Auditoria in the North Centre goes in overflow participants will be directed to this room to follow the session on
screens.
The staff member must deliver to each participant entering this room a headset. When the participants exit the
room, the staff member must make sure that the headsets are collected.
Participants cannot enter in the sessions without collecting a headset.
During the calm period the staff member must clean and prepare the headsets for the next use. Further
instructions, based on the type of headset, will be given onsite.
They have to help people for directions and take care of signoposting needs.
Signoposting changes: a board will be available with specific signs of the different rooms to be placed on
the totem depending on the overflow needs.

ESMO PRESS CENTRE NORTH CENTRE


Please refer to the Press Staff Manual.
Information will be given onsite on 23/09 afternoon by the ESMO Staff responsible for the Press Centre.
Reference person: Thomas Balasso

ESMO MEMBERS LOUNGE HALL 10


Information will be given onsite on 24/09 and 25/09 by the ESMO Staff responsible for the ESMO Members
lounge.
Reference person: Lone Kristoffersen

ESMO BOOTH HALL 8


Please refer to the ESMO Booth Staff Manual.
Information will be given onsite on 25/09 afternoon by the ESMO Staff responsible for the ESMO Booth.
Reference person: Serena Speroni

HANDOUT CONGRESS NEWSPAPERS


On Saturday, Sunday, Monday and Tuesday morning the congress newspaper will be distributed to all
participants.
Further instructions will be given onsite on 26/09.
A steaward has to stay at the main entrance, Saturday, Sunday, Monday and Tuesday form 07:20 to 11:00. He has
to recover the newspaper from the bags storage and put them in the newspaper distribution (TO CHECK CC)
Reference person: Jill Madden

MEET INVESTIGATOR STUDIO MALAGA AUDITORIUM


From Saturday 29/09 to Tuesday 02/10 this room is booked to different companies. At the end of each session,
during the 30 minutes break, the hostesses have to assure that everybody leaves the room and eventually need
to help removing the catering trolley before the other company enters the hall.
For these sessions the companies have the possibility to brand the lectern; at the end of each session the
hostesses have to check that on the lectern there is the official Congress panel.
Saturday, 27 September 2014
09:30-10:00 Amgen
10:00-10:30 Amgen
10:30-11:00 Pierre Fabre
15:30-16:00 Pierre Fabre
Sunday, 28 September 2014
08:30-09:00 Boehringer Ingelheim
09:00-09:30 Boehringer Ingelheim
11:00-11:30 Amgen
11:30-12:00 Amgen
14:30-15:00 Oncogenex Pharmaceuticals
15:30-16:00 Pierre Fabre
Monday, 29 September 2014
10:30-11:00 Pierre Fabre
11:30-12:00 Amgen
12:00-12:30 Amgen
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INDUSTRY SATELLITES
Friday 26/09 to Monday 29/09 support for the industry. Pharma representatives will give specific instructions.

FRIDAY, 26 SEPTEMBER 2014

Time Company Location Hostess times

14:00-17:30 Roche Sevilla 13:00 - 18:00


14:00-16:00 Pfizer Pamplona 13:00 - 16:30
14:00-16:00 GSK Bilbao 13:00 - 16:30
14:00-16:00 Prime Oncology/Roche Oviedo 13:00 - 16:30
14:00-16:30 Sanofi Cordoba 13:00 - 17:00
14.00-17.00 Pfizer Valencia 13:00 - 17:30
14:00-18:00 Novartis Barcelona 13:00 - 18:30
15:00-17:00 Janssen Granada 14:00 - 17:30
15:00-17:00 Teva Alicante 14:00 - 17:30
15:00-17:00 Helsinn Healthcare San Sebastian 14:00 - 17:30
17:00-19:00 Pfizer Bilbao 16:00 - 19:30
17:00-19:00 Bayer Oviedo 16:00 - 19:30
18:00-20:00 Roche Sevilla 17:00 - 20:30
17:00-20.00 Novartis Pamplona 16:00 - 20:30
17:30-20:00 Lilly Cordoba 16:30 - 20:30
18:00-20:00 BMS Granada 17:00 - 20:30
18:00-20:00 Sanofi Valencia 17:00 - 20:30
18:00-20:00 Celgene Alicante 17:00 - 20:30
18:00-20:00 Millenium Takeda San Sebastian 17:00 - 20:30

SATURDAY, 27 SEPTEMBER 2014

Time Company Location Hostess times

18.00:20:00 Merck Serono Sevilla 17:00 - 20:30


18:00-20.00 Boehringer Ingelheim Granada 17:00 - 20:30
18:00-20:00 BMS Cordoba 17:00 - 20:30
18:00-20:00 Astellas Valencia 17:00 - 20:30
18:00-20.00 Bayer Alicante 17:00 - 20:30
18:00-20:00 Roche Salamanca 17:00 - 20:30
18:00-20:00 Research to Practice San Sebastian 17:00 - 20:30

SUNDAY, 28 SEPTEMBER 2014

Time Company Location Hostess times

18:00-20:00 BMS Sevilla 17:00 - 20:30


18:00-20:00 Bayer Granada 17:00 - 20:30
18:00-20:00 Boehringer Ingelheim Cordoba 17:00 - 20:30
18:00-20:00 Lilly Valencia 17:00 - 20:30
18:00-20:00 GSK Alicante 17:00 - 20:30
18:00-20:00 AstraZeneca Salamanca 17:00 - 20:30
18:00-20:00 MSD San Sebastian 17:00 - 20:30
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MONDAY, 29 SEPTEMBER 2014

Time Company Location Hostess times

18:00-20:00 Roche Sevilla 17:00 - 20:30


18:00-20:00 AstraZeneca Granada 17:00 - 20:30
18:00-20:00 MSD Cordoba 17:00 - 20:30
18:00-20:00 Celgene Valencia 17:00 - 20:30
18:00-20:00 Merck Serono Alicante 17:00 - 20:30
18:00-20:00 Research To Practice Salamanca 17:00 - 20:30
18:00-20:00 GSK Sebastian 17:00 - 20:30

OPENING SESSION, FIRDAY 26/09, MADRID AUDITORIUM

During the session 4 awards will be assigned.

On the stage there will be a hostess that gives the statue to the ESMO President or Chair, who will hand it out to
the recipients. The hostss should assist the recipient with the award during his lecture.

PRESIDENTIAL ROOM

This areas is reserved for our VIPs, therefore even more attention to details and politeness are requested here.
The hostess will receive pictures of the people allowed to enter in this area.

At the end of the day (around 17:00-18:00) check with the ESMO President, Prof. Rolf Stahel, if he leaves for the
day.

She needs to have the contact details of the private driver, the catering, the technicians ans of the following
ESMO Staff: Alessia, Geraldine, Gracemarie, Keith, Chantal and Valentina.

BUS ASSISTANCE

To help ESMO guests get in and get out the bus services.

Further instructions will be given onsite.

DINNERS ASSISTANCE

Further instructions will be given onsite.

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POSTER ASSISTANTS
POSTER AREA HALL 8

Poster sessions are organized in the poster area on Saturday 27/09, Sunday 28/09 and Monday 29/09.

The previous evening the hostesses have to place the labels with the poster numbers and 4 pieces of double sided
tape on the boards according to the plan of the poster that will be provided onsite by the ESMO staff.
In case of problems, please contact the Staff Manager (from Barcel). They also have to place the categories at
the beginning/end of each poster line.

The poster presenter will come to the area to hang up their scientific study reported on a single large paper or
several smaller papers. The presenters are informed about the board number (the same as their abstract number)
and that they have to use the double-sided tape to hang up their papers in early morning. However, help from the
hostesses might be required.
To help presenters find their poster number, please use the program book that the hostess should receive.

The presenters should hang their posters between 08:30 and 09:00.

During the lunch break, the presenters must be in front of their posters for discussion with the other participants.

At the end of each day the poster presenters should take down their own material at the following time:
Saturday 27/9, Sunday 28/9 and Monday 29/09 16:30-17:00 at 17:00 assistants remove the poster*

Posters still on the board at this time* will be removed by the assistants who will do their best not to break or
damage the material.
The posters (all materials belonging to one board together) will be kept behind the assistants table using the
poster number to mark the material.
The assistants will make sure that should the poster presenter want to trace his/her poster, he/she will be able to
get all his/her material. (Keep together with an elastic, for instance, with the poster number well visible).

A desk is available in the E-poster area to accommodate the assistants with the stationary material to assist the
poster presenters hanging up the posters.
Stationary material must never be left unattended, or the poster presenters will take it.

Best posters (on Saturday 27/09, Sunday 28/09 and Monday 29/09)

Before the start of the poster display sessions, the hostesses should give one Best Poster Award rosette per
category to the corresponding Chair (see list in the program book). The assistants should ask the Chairs to inform
them about the number of the best poster per category. In case the Chair doesnt inform the assistant it is
his/her role to identify it. These numbers should be give n to Sara Fontanella-Chiarani or Kate Kronig.

Once the Best Poster Award rosette is assigned, the hostesses will be requested to put a specific label at the
bottom of the poster board.

POSTER DISCUSSION SESSIONS (IN SPECIFIC AUDITORIA)

19 (6+7+6) poster symposia are organised on Saturday 27/9, Sunday 28/9 and Monday 29/09 in the following
auditoria:
Granada, Cordoba, Pamplona, Valenica, Alicante, Bilbao, Salamanca and San Sebastian
Previous evening: Poster assistants hang-up the poster numbers according to the instructions that will be given
onsite and leave tape. The morning after area to be checked again!
03:30-09:30 assist poster presenter to display their poster
16:30-17:00 poster presenter should remove the poster
17:00-17:30 staff removes posters (to be given to assistants in the poster area to be kept w ith
the others, with poster number visible)

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FORM 1

REPORT FROM THE RESPONSIBLE STAFF MEMBER (name: ...............................) IN HALL ...........................
The responsible hostess has to mark the approximate attendance to each session at three times
(10' after start, middle, 10' before the end of the session).

Example:

Session title Session Approximate attendance (time: No. participants)


starting at hrs ending at hrs middle
Supportive care 9:00 10:30 300

NOW REPORT:

Saturday, 27 September:

Session title Session Approximate attendance (time: No. participants)


starting at hrs ending at hrs middle

Sunday, 28 September:

Session title Session Approximate attendance (time: No. participants)


starting at hrs ending at hrs middle

Monday, 29 September:

Session title Session Approximate attendance (time: No. participants)


starting at hrs ending at hrs middle

Tuesday, 30 September:

Session title Session Approximate attendance (time: No. participants)


starting at hrs ending at hrs middle

When no further sessions are going to be held in your auditorium/room, return this form to the Info desk.

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