ESMO 2023 Satellite Symposia - Services Order Form Header Image

ESMO 2023 INDUSTRY SATELLITE SYMPOSIA 
SERVICES ORDER FORM

Submission deadline: 23 August 2023

All companies holding a Satellite Symposium during ESMO Congress 2023 are kindly requested to submit this form to confirm the required services for their session. 

The services summarised in this form are the following:

On-site included services:
  • Speaker Centre usage
  • How to manage the PPT on-site

Online included services:
  • Questions & Comments moderation
  • Live Q&A + Live Q&A moderation

Extra services:
  • Evaluation
  • Lead retrieval
  • Polling

IMPORTANT: All important information is available on the ESMO 2023 Industry Satellite Symposia Technical Manual. 

(* mandatory field)

SATELLITE SYMPOSIUM GENERAL INFORMATION

Date*
Contact Person*

ON-SITE INCLUDED SERVICES

Listed in this section are the on-site services included in the satellite symposium:

- Speaker Centre usage
- Presentation management options

Detailed information is available in the ESMO 2023 Industry Satellite Symposia Technical Manual.

SPEAKER CENTRE AND VIRTUAL CONGRESS PLATFORM BACKEND USAGE

For logistical reasons and to grant a smooth process, companies organising a satellite symposium must upload their presentation either via the Virtual Congress Platform (VCP) backend by the 10 October, or on-site at the Speaker Centre from the 19 October. 
Further information is available in chapter 3 of the ESMO 2023 Industry Satellite Symposia Technical Manual.

Kindly note that only the company/agency designated representative will be granted access to the Speaker Centre to upload all satellites presentations. This person must be duly registered on the list and will need to identify with first and last name upon arrival at the Speaker Centre. 
Should there be any change in the designated representative, please inform satellites@esmo.org as soon as possible.

IMPORTANT NOTE: kindly be reminded that it is not possible to upload a unique show file for the entire Satellite Symposium. Companies must prepare and upload one ppt per each lecture.

Please confirm the designated representative for the Speaker Centre:*
Kindly indicate prefix

PRESENTATION MANAGEMENT OPTIONS

Companies are kindly requested to indicate how they want their Satellites' presentations to be managed in the auditorium.

The two options are:

  • Presentations run from the lectern where the speakers will be able to manage them directly
  • Presentations run from the technical table, managed by the Company directly via a screen located near M Events technician

Further information is available in chapter 2.3 of the ESMO 2023 Industry Satellite Symposia Technical Manual.

On-site, kindly confirm who is managing the PPT:*

Important: In such case, there will be a dedicated screen located in the auditorium from which only one person from the Company, assisted from a M Events technician, will be able to control the slides of the presentation. Kindly be reminded that it is not allowed to process any changes on the PPT from such screen.

ONLINE INCLUDED SERVICES

Listed in this section are the online services included in the Satellite Symposium:

- Questions & Comments function on the virtual page
- Live Q&A function and moderation during the live streaming

Detailed information is available in the ESMO 2023 Industry Satellite Symposia Technical Manual.

QUESTIONS & COMMENTS MODERATION

Each satellite symposium will be given the possibility to have on their virtual space a dedicated Questions & Comments functionality allowing for a more engaging experience with participants, who can post and reply comments of other attendees. 
Via the backend, a dedicated moderator can activate/deactivate this function for their satellite, reply and delete comments, when necessary.

Further information is available in chapter 5.5 of the ESMO 2023 Industry Satellite Symposia Technical Manual.

Questions & Comments Moderator Name*

LIVE Q&A FUNCTION

The ESMO 2023 attendees can send questions via the “Questions & Answers” function, which is included (no extra cost) in the Satellite Symposium and is available during the Live Streaming only.

On-site delegates will be able to connect to the Live Q&A function in real-time by scanning with their own device the general QR code available in the session auditorium. Questions will not be displayed on the screen in the auditorium, however, delegate can connect to the Live Q&A function, via the QR code.
Online delegates will access the Live Q&A via the Virtual Congress Platform.

Further information is available in chapter 6.3 (Live Q&A function) and chapter 6.5 (QR code) of the ESMO 2023 Industry Satellite Symposia Technical Manual.

Live Q&A function (included):*

LIVE Q&A MODERATION

Companies that have confirmed the Live Q&A function will have the opportunity to moderate, via a dedicated link (sent on the 16 October 2023), the incoming questions from the participants, both online and on-site.

Further information is available in chapter 6.4 of the ESMO 2023 Industry Satellite Symposia Technical Manual.

Live Q&A moderation?*
Contact Details for Q&A Moderation (only one person):*

EXTRA FEATURES

Both live streaming and on-demand pages can be customised with extra dedicated features:


Further detailed information is available in the ESMO 2023 Industry Satellite Symposia Technical Manual.

EVALUATION

By default, the evaluation form will be applied to both satellite symposium on-demand and live streaming.

On-site delegates will be able to fill in the evaluation form by scanning with their own device the QR code available in the session auditorium. Delegates need to search the session and select the dedicated section "Evaluation".
Online delegates will access the evaluation form via the Virtual Congress Platform.

Further information is available in chapter 7.1 of the ESMO 2023 Industry Satellite Symposia Technical Manual.

Evaluation (extra at own expense):*
Please select the preferred evaluation form type:*
if the evaluation form is the same for both the satellite symposium on-demand and live streaming, the form will be charged only once

Important note: for evaluation forms created by M Events, please send the evaluation queries to industry@m-events.com by 4 October 2023.

Important note: for existing evaluation forms, please send the link to industry@m-events.com by 4 October 2023.

LEAD RETRIEVAL

By default, the lead retrieval feature will be activated for both satellite symposium on-demand and live streaming.

This feature allows the sponsoring companies to collect information regarding the online attendance to their session.

Further information is available in chapter 7.2 of the ESMO 2023 Industry Satellite Symposia Technical Manual.

Lead Retrieval (extra at own expense):*

POLLING SYSTEM

The polling feature can be used to access the knowledge of the on-site and online audience and to stimulate engagement and interaction. This feature is available only during the live streaming of the satellite symposium.

On-site delegates will be able to connect to the live polling system in real-time by scanning with their own device either: the general QR code available in the session auditorium OR the dedicated QR code displayed on the polling slides will automatically redirect the delegates to the polling function of the session and allow them to vote
Online delegates will access the polling via the Virtual Congress Platform.

Kindly be reminded that if a presentation includes polling, it is not allowed to jump back and forth between slides. The polling feature is integrated into the dedicated polling slide within your presentation and would be restarted if re-opened.
Please note that the polling feature is provided by M Events only, external solutions or providers are not accepted.

Further information is available in chapter 7.3 of the ESMO 2023 Industry Satellite Symposia Technical Manual.

Polling system (extra at own expense):*

Important note: the polling questions have to be provided to M Events by 4 October 2023.

INVOICING DETAILS

Contact Person for invoicing:*
Kindly indicate prefix
Invoicing Address:*
Use your mouse or finger to draw your signature above

Important Information:
All prices of the additional online services provided by M Events are subject to German VAT: 19%. For an intra-Community supply of services, the tax liability is based on the European VAT Directive of the recipient (via reverse-charge procedure) and the prices are calculated without VAT, as long as the tax ID is provided.
If the customer requires a PO number to be shown on the invoice, it must be indicated with the order. Later invoice changes due to missing information will be charged with a handling fee of € 25.

Payment Conditions:
100% and 10 days after receipt of invoice. If payments are delayed, M Events has no obligation to deliver the services. Payment by wire transfer only. 

Invoice:
The official invoice will be sent by M Events (industry@m-events.com) within 10 working days.  

POST LIVE STREAMING PRODUCTION

Satellite webcast on-demand on the VCP
Until 8 November 2023, all satellite symposia will be automatically uploaded (without editing/review) onto the Virtual Congress Platform (VCP) within 12 hours after the end of the session to grant visibility to the satellite symposia. 

Recording file delivery to company
The satellite recording will be delivered as a raw unique file in .mp4 format to all companies within 24 hours after the live-streamed satellite. The exported file will be shared with the company representative via cloud folder by M Events.

Post-congress hosting on OncologyPRO or ESMO website
From 9 November, the official sessions and satellite symposia will also be added to OncologyPRO or ESMO Website, where permission is granted.
OncologyPRO Sponsors will benefit from a promotional email that will be sent to the participants in November 2023. To benefit from this unique opportunity, OncologyPRO Sponsors must send their edited files (in single lectures) to ESMO by 6 November at the latest.

If the sponsoring company does not want its satellite webcast to be on-demand on the Virtual Congress Platform or uploaded on OncologyPRO/esmo.org, please notify ESMO in this form here below by 23 August 2023.
Please be reminded that requests received via email or after the deadline cannot be accepted.

All detailed information is available in chapter 8 of the ESMO 2023 Industry Satellite Symposia Technical Manual.

Would you like to have your satellite webcast content on-demand on the VCP? (No editing applicable)*
On a similar note, after the VCP closure, would you like to have your satellite webcast uploaded on OncologyPRO/esmo.org? (Limited editing applicable)*
However, after the VCP closure, would you like to have your satellite webcast uploaded on OncologyPRO/esmo.org?*
Would you like to review and/or edit your satellite webcast content before the upload on OncologyPRO/esmo.org? (Limited editing applicable)*
Would you like the editing to be done by M Events or via an external supplier?*

Important note: kindly be reminded that Companies must upload the edited files, divided in single lectures, into a dedicated link which will be shared with each company in due time, by 6 November and notify ESMO via email to esmo2023.resources@esmo.org.
In order to grant a smooth process please upload ALL the single lectures in bulk.

Important note: After 6 November, edited files will still be accepted BUT:
• OncologyPRO Sponsors will not benefit from the promotional email
• Edited files will be uploaded onto OncologyPRO/Esmo.org on a weekly basis only

Important note: Companies must upload the edited files, divided in single lectures, into a dedicated link which will be shared with each company in due time, by 6 November and notify ESMO via email to esmo2023.resources@esmo.org.
In order to grant a smooth process please upload ALL the single lectures in bulk.
Kindly consider that M Events editing will take up to 2 working days.

Important note: After 6 November, edited files will still be accepted BUT:
• OncologyPRO Sponsors will not benefit from the promotional email
• Edited files will be uploaded onto OncologyPRO/Esmo.org on a weekly basis only

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