Sponsoring and Symposium Manual
All You Need to Know: Symposia Sessions & Sponsorship Specs
Here you will find all the key information to help you prepare for your symposium session.
In case of any questions please feel free to contact us.
Sponsoring Manager
Sarah Berger
European Society of Pathology, Square de Meeûs 18, 1000 Brussels, Belgium
Symposium Manual
Important Symposium Information
When and where is the 37th European Congress of Pathology taking place?
The 37th European Congress of Pathology is taking place from 6 – 10 September at the Austria Center Vienna (ACV) located in Bruno-Kreisky-Platz 1 in 1220 Vienna, Austria.
Time Slots for Industry sponsored Symposia
Sunday, 6 Sept – Tuesday, 9 Sept 2025
- 07:15 – 08:15 Breakfast Satellite Symposia
- 13:00 – 14:30 Luncheon Satellite Symposia
- 19:30 – 20:30 Evening Satellite Symposia
Which benefits are included in the symposium package?
The symposoium package includes the following benefits:
- Provision of a room
- Supply of basic technical equipment in the room
- Publishing of meeting programme and inclusion of sponsor’s name in the final congress programme, on the congress website and in the congress app
- Industry Sponsored Symposia Sponsors may set up 1 roll-up-banner for their symposium at the Congress Venue on the day prior
to the symposium and take it down after the symposium (production and set-up at sponsor’s own
discretion and expense) - Sponsors may publish their own programme, abstracts and proceedings themselves
Final Symposium Agenda
Your final symposium agenda will be published in the official congress programme, on the website, and in the congress app.
Submission deadline: Please submit the final agenda, including the symposium title, speaker names, and presentation titles, by 16 June 2025.
Please note that any late submissions or changes received after this date can only be included in the online programme, congress website, and app, but not in the printed programme booklet.
Set Up and running hours
Set Up
All session rooms are equipped with theater-style seating, a stage including a head table, and a lectern. As the rooms are also used for scientific sessions, the stage setup cannot be changed. Due to the tight schedule, with sessions starting just 15 minutes after the lunch symposia, there is no time for rearranging seating or technical equipment.
Breakfast
Set up from 06:45 | Symposium needs to be finished on time as the next sessions start at 08:30, so 15 minutes later.
Luncheon
Set up from 12:00 | Symposium needs to be finished on time as the next sessions start at 14:45, so 15 minutes later.
Evening
Set up from 19:15 | Symposium needs to be finished on time.
Technical Equipment
The following technical equipment is included in the session rooms:
- Lectern and top table
- 1 Screen
- 1 Data projector
- 1 Notebook
- 1 Speaker Monitor
- PA system (incl. 1 table microphone on top table, 1 on lectern, 2 aisle microphones)
For further information on AV equipment or additional requirements please contact the ACV at xxx
For further information on IT equipment or additional requirements please contact Marcel Purps from ESTENSIS GmbH at mp@estensis.de.
Rehearsal
For the luncheon symposia sessions, the rehearsal will generally take place one hour before the actual session on the day of your symposium (12:00-13:00 CEST).
Rehearsal slots can be requested through Sarah Berger: s.berger@esp-pathology.org
Additional Information: A-Z
Advertisement: Print & Online
Final Congress Programme
- 1/1 page sponsor’s advert on page inside, four colours
- 1/1 page sponsor’s advert on page inside back cover, four colours
Artwork/graphic delivery deadline to s.berger@esp-pathology.org
Deadline: 3 July 2025
Pocket Programme
- with 2-page advertisement by sponsor, exclusive
Artwork/graphic delivery deadline to s.berger@esp-pathology.org
Deadline: 3 July 2025
Banner Placement - acknowledgement area
Increase your visibility as of 4 weeks prior to the congress by placing your banner including one link on the acknowledgement area of the website.
Artwork/graphic delivery deadline to s.berger@esp-pathology.org
Deadline: 25 July 2025
Banner Placement - satellite symposium schedule
Increase your visibility as of 4 weeks prior to the congress by placing your banner including one link on the satellite symposium schedule of the website.
Artwork/graphic delivery deadline to s.berger@esp-pathology.org
Deadline: 25 July 2025
Logo Placement
Place your company logo with a link to your website on the acknowledgement page for sponsors and exhibitors of the congress website.
- The link will be visible before the congress
- You may change the link twice, e. g. to promote your industry supported symposium shortly before the congress
Graphic delivery deadline to s.berger@esp-pathology.org
Format: company logo in png or jpg format; print quality, min. 72 dpi
Information Screen
During the congress, all kinds of congress related information will be shown in a fixed rotating schedule on several screens spread throughout the venue. This ranges from info on ongoing presentations to last minute programme changes. Place a slide with your corporate logo or banner in the info system.
- format: 16:9 PowerPoint slide
Artwork/graphic delivery deadline to s.berger@esp-pathology.org
Deadline: 4 August 2025
Badges
How many badges are included?
Within their symposium package, sponsors receive 3 badges* for the day of the symposium to organize the set-up of the symposium (inside the room).
Badges are only to be used by company employed symposium crew members and cannot be transferred to other persons. Moreover, the badges do not entitle the holder to receive a congress badge and access the scientific sessions. If you would like to attend the scientific sessions, please see chapter “Congress Registration”.
Not included: Congress registration for speakers (per speaker EUR 250 net amount for the day of your symposium). Please not that registration is subject to VAT, 20% Austrian VAT applies.
Very important: All faculty need to be on-site to hold their presentations, there is no virtual participation possible which feed into the live symposium.
* Premium, Major and Main Sponsors will get free badges according to their sponsorship level.
Pick Up of badges
Symposium Badges can be picked up either at the counter or at the Self-Printout Terminals in the registration area on the day of the symposium.
Congress Counter Opening hours
- Saturday 6 September 2025 16:00 – 20:00
- Sunday 7 September 2025 07:30 – 18:00
- Monday 8 September 2025 08:00 – 18:00
- Tuesday 9 September 2025 08:00 – 18:00
- Wednesday 10 September 2025 08:00 – 17:30
The registration counter for congress participants will be located at the entrance area of the Austria Center Vienna (ACV).
Congress Registration
Persons who would like to participate in the scientific programme can register at the official fees online.
Badge Scanning
Using Scan App with your own device
Scan names badges while using the congress App:
ESP offers the option to purchase a login token for the lead scanning app, ensuring secure real-time communication with our database.
Login Token Pricing:
- EUR 480 per token (valid for one device throughout the duration of the congress)
- For access on multiple devices, additional tokens can be purchased at EUR 360 each.
- Discounted package rates available:
- EUR 1,680 for 5 devices
- EUR 2,760 for 10 devices
App Features:
- After downloading the mobile app from the App Store or Google Play, users will be prompted to enter their login credentials.
- When scanning a delegate’s digital badge via the congress app, users receive the participant’s personal data as stored in our database.
- The app allows users to categorize scanned delegates, add notes, and generate a list of all scanned participants.
- A data export feature is also available.
If you would like to book the Scan App, please send an e-mail with the required number of login tokens to the ESP Events Team at congress@esp-pathology.org.
Branding & Decoration
On-site branding options
Optional Branding for Industry Symposia
It is possible to order branding for the lectern and/or the head table in the session room. These items can be selected individually according to your preferences.
On the topic of branding, you can contact Media Apparat GmbH:
Matthias Mayer mathias@mediaapparat.com
The team is happy to assist you with all your questions and also with printing. It is important that you inform the team about the date and the name of the session room for your symposium.
Your individual symposium branding will be placed in the session room near the AV control booth and will be ready for installation upon your arrival. While the setup is your responsibility, the on-site technician will be available to assist you if needed.
Following your session, the on-site technical team will take care of removing the branding – no action is required from your side.
Roll-ups for Industry Sponsored Satellite Symposia
Sponsors may set up 1 roll-up banner for their symposium and display these in front of the session room on the day prior to the symposium until after the symposium (production and set up by the sponsor).
Due to the large amount of industry symposia taking place during ECP 2025, we need to adhere to a schedule when to display industry symposia roll-ups to ensure that each sponsor gets equal time and opportunity.
Please note, that roll-ups need to be removed 15 minutes after the session ends.
Where can I order flowers?
Should you require flowers and / or plants, please access the webshop of our partner “Standout” via the below button.
Order Deadline: 8 August 2025; after this deadline a surcharge of 25% will be incurred.
Catering
Catering Partner
The exclusive caterer for events and exhibition at the Austria Center Vienna (ACV) is Motto Catering. Order can be placed via the Webshop online.
Should you have further questions regarding catering, please contact Astrid Poeckh at a.poeckh@mottogroup.at.
Order Deadline: 26 August 2025.
Catering Area
The catering/buffet for the lunch symposia will be placed in front of the respective session rooms. It can be clearly labeled to ensure that congress delegates are aware it is specifically prepared for the symposium audience.
Congress App
ECP 2025 Vienna Congress App
ECP 2025 Congress App
Stay up to date on the go! The official ECP 2025 App will be available for iOS and Android.
Access the full scientific and industry programme, exhibitor list, floorplan, and key congress info – all in one place.
App Push Notification
Push Notification: Message text with action buttons
Sponsors can host a dedicated push notification message that can be distributed to all delegates that appears within the bell icon (i.e. “Don´t miss Symposium A at 13:00 CEST”).
- Headline and text (max. 300 characters)
Artwork/graphic delivery deadline to s.berger@esp-pathology.org
Deadline: 31 July 2025
Place your company logo
Boost Your Visibility
Include your logo and a link to your website to stand out!
- company logo in 500px x 500 px
Artwork/graphic delivery deadline to s.berger@esp-pathology.org
Deadline: 31 July 2025
Hostesses
Where can I order hostess services?
Should you require hostesses, please access the webpage of our partner “Easy Staff” via the below button.
Should you have further questions regarding hostesses, please contact Lisa Kuhnen at l.kuhnen@easystaff.com
Order Deadline: 26 August 2025.
Hotel
Who is the official housing agency, and how can I book my accommodation?
The official housing agency for ECP 2025 is MONDIAL CONGRESS & EVENTS, which offers a wide range of hotel accommodation for both groups and individuals.
MONDIAL CONGRESS & EVENTS has secured various hotel allotments, catering to all preferences and budgets, including options close to the congress venue Austria Center Vienna (ACV), in the city center, or with good access by public transportation.
To make a reservation, please visit: Hotel Accommodation – 37th European Congress of Pathology.
For Group Reservations:
If you are requesting accommodation for 9 persons or more, please send your request to: ecp.housing@mondial-congress.com.
For large allotment requests, please submit your requirements as soon as possible. Availability is limited, and offers will be sent based on availability. Rooms will be allocated on a first-come, first-served basis.
Logistics: Offical Carrier
Who is the official logistics contractor for the 37th ECP?
DHL Trade Fairs & Events UK Limited has been appointed as the official logistics contractor for this event. As such, it is the only company providing:
- Handling
- Storage
- Customs clearance
There will be a strict handling schedule in place to ensure that all goods are handled to or from stands within a set time frame. Exhibitors and stand builders will need to apply to DHL for unloading slots prior to the event.
Important: Delays will occur for anyone attempting to deliver without a timeslot.
Where can I find the contact details of DHL Trade Fairs & Events UK Limited?
The contact details for the main representative at DHL Trade Fairs & Events UK Limited is listed below:
Contact Person: Mrs. Lucy Ireland
Address:
Unit 17 & 9,
2nd Exhibition Avenue,
N.E.C. Birmingham,
B40 1 PJ, United Kingdom
Phone: +44 7866 312 970
Fax: +44 121 782 4680
Email: lucy@dhl-exh.com
Recording & Streaming
Live Stream
The live stream will be accessible on the congress website. During the live stream, virtual viewers can ask questions.
On-demand Webcast
On-demand webcast for your own records
We will record your symposium and will provide the recording after the congress.
In additon provision on the congress website for 12 months
It is possible to host the on-demand webcast for one year. You can choose between various options to make the on-demand webcast available. You can place it on your company website or we will make it available on the congress website.
Speakers’ Preview Room – Presentation Upload
Where can I upload the presentations?
The Speakers’ Preview Room is located on Level 0, in Room 0.11+0.12.
Please contact the technical staff on site to upload your presentation. Upload is possible starting one day before your session and must be completed no later than three hours prior to the presentation.
Social activities industry
Black Out Times during ECP 2025 Vienna
Industry Activities outside the Congress Venue
Industry meetings are to be held only at the congress venue where a number of meeting rooms are available. Virtual meetings and meetings outside the congress venue cannot be accepted during blackout times. This rule has been established to avoid attendees missing the scientific programme of the congress.
Furthermore, the company has to assure not to conduct any social or other activity that coincide with the scientific programme within the official congress hours (incl. the hours of industry symposia) and which would take people away from the congress venue. Transportation to such activities starting after the official congress hours must not be organised at times coinciding with the official congress hours.
Please be aware of the ECP blackout times:
- Saturday, 6 September 16:00 – 20:00
- Sunday, 7 September 08:00 – 19:30
- Monday, 8 September 08:00 – 21:00
- Tuesday, 9 September 08:00 – 17:00
