Marketing opportunities

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The Secretariat offers a number of marketing opportunities. Any extra activity you wish to carry out must comply with our guidelines regarding content and logo usage.

 

Marketing opportunities include:

Invitations (delegate bag insert)

The satellite sponsorship includes a satellite symposium invitation which will be included in the delegate bags: this should be no bigger than A4 in size (double-sided inserts are allowed).

 

The invitations must be approved by the Secretariat before they are printed and any proposed revisions should be submitted for approval. Please do not print invitations or advertisements before they have been approved. Use of the event / society logos is not permitted on any marketing materials unless previously approved.

 

Printed invitations will need to be sent directly to DHL at their warehouse in Birmingham by 28 February 2025 at the latest in order to be included in the delegate bags.  Invitations received after this time will not be included in the delegate bags.

 

A copy of the PDF needs to be uploaded on the portal per your tasks and deadlines date. Please contact the team (SfEBESconference@endocrinology.org) ahead of arranging printing to find out the quantity of invitations you should print.  

 

Please ensure that your packages are clearly labelled for the SfE BES 2025 Conference, and clearly show that they are DELGATE BAG INSERTS.

 

IMPORTANT: Guidelines for Promotional Emails

The content of your email will need to be approved in advance by the Secretariat and then uploaded into a format approved by you, so please allow at least twenty (20) working days for this.  

 

Email design

Sponsors have the option to supply a subject line. If they do not supply a subject line “SfE BES 2025: [Sponsor name] Satellite Symposium Invitation” will be used.

 

It is recommended that you consider the recipients’ mail box settings during the design of your email. Most email inboxes do not automatically download images. So ensure that key information such as your satellite title, time and location are included as text. We also encourage that sponsors do not supply the entire email’s content as an image for this reason.   

 

Please note that you will not be able to send attachments with the email.

 

Please include the following text at the foot of your email:

“Society for Endocrinology, Starling House, 1600 Bristol Parkway North, Bristol, BS34 8YU

+44 (0)1454 642240 | SfEBESconference@endocrinology.org

You are receiving this email because you signed up to the event mailing list, opted into industry news or at some point have worked with us. If you no longer wish to receive these emails, you can update your mailing preferences or Unsubscribe. Having trouble seeing this email? View it online.”

 

We will add the unsubscribe link to your email.

Please note that the Secretariat will not design or proof read your email but will we test or check any links that you might include and send a test email directly to you. The email will be forwarded to all registered delegates exactly as it is received.

 

Amendment of source code will not be possible and the responsibility for fixing any coding issues will rest solely with the sponsor.

 

Procedure for emails

Each sponsor should either:

• Provide the email as an html document with a folder containing any images to be embedded via the online portal task section. Please ensure all image names match the labels in the HTML.
• Alternatively, if you are unable to send HTML files and you would like us to build your satellite email for you, please download the template form and upload this via the online portal tasks section.

 

A JPEG or PDF should be provided of the email in its correct state as a reference for the source code loading process.

 

The deadlines for promotional email content have been set out to enable enough time for emails to be effectively tested and to ensure that the content of the emails do not break European advertising laws.

 

Please ensure that these dates are added to your calendars, as delays to these deadlines may limit/cease our ability to launch your email in accordance to our timelines.

 

If you are working with an external agency to produce these emails and are not in a position to make edits directly to the HTML of the emails (in the event of issues with the HTML or its content), please can the relevant agency employee’s contact details be passed to us before sending of the HTML.

 

Please clearly identify the person responsible for sign off of the final email.

 

Supplying the email HTML code

All emails need to be provided to us in the following file formats: .html or .txt

If the supplied email is not in this file type, we will be unable to launch the email.  Any delays in providing this file type may limit/cease our ability to launch your email to the necessary timelines.

The delegate list is property of the event organisers and as a result any unsubscribes are considered unsubscribes to this mailing list and will not be supplied to sponsors.

 

Images within the email

All relevant images must be supplied alongside the HTML code unless the images will be hosted on a domain that you have set up. If images are supplied to us, it is your responsibility to correctly label the images, for us to correctly build your email. 

Failure to do this will impede our ability to efficiently test your email and launch your email to the necessary timelines.

Should you have any questions, please email SfEBESconference@endocrinology.org

Our system is not able to support responsive emails and is unable to layer text over images.

 

Data and reporting 

We will handle all unsubscribes. Any recipient who unsubscribes from the email will be added to a suppression list, which will be applied to any future satellite email. Recipients have the option to re-subscribe to the email list.  

The secretariat will not supply the personal data of any recipient who receives or interacts with a sponsor’s email. Email open and click rates are available upon request.     

 

Programme Book/Online Programme

The full agenda including talk titles and speaker names will be included in the online programme, the event mobile website and the programme book which is distributed to all attendees at the start of the conference.

 

The Secretariat will update the online programme when we receive approved details. To get the session information in the programme book, full approved details will need to be provided by the print deadline (please contact the Meeting Organiser to confirm).

 

Onsite opportunities

• The sponsor can place one (1) sign/roller banner (maximum 1m width x 2m height) in the Registration area and one (1) sign outside of their symposium room on the day of the symposium. These items must be removed immediately following the conclusion of the symposium. Failure to remove may incur a charge for disposal.
• The sponsor may also include roller banners inside the room during the symposium but these must be removed immediately after the symposium.
• Signs may also be placed within the exhibition booth area assigned to the sponsor.
• Sponsors may distribute literature and invitations from their exhibition booth or on the literature tables specifically assigned for distribution of literature.
• Additional signs may not be placed inside or around the congress venue. The Secretariat has the right to remove additional signs without notice.
• No signage can be attached to the walls, pillars etc.

 

Other points to remember:

For purposes of clarity, we respectfully suggest that you include on your advertisements, invitations or mailings that the symposium is only open to healthcare professionals registered for the congress.

 

If required, it is the responsibility of the satellite symposium provider to provide participants with a record of participation.

 

Please note the event or society logos are not permitted to be used on any marketing materials.