Satellite Symposium Manual for Endocrine Academy 2025
Marketing opportunities
The SfE 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.
Please note the Endocrine Academy, Clinical Update and Endocrine Nurse Update logos are not permitted to be used on any marketing materials.
Invitations (flyer seat drop)
The satellite sponsorship includes a satellite symposium invitation which will be done as a seat drop the morning of your satellite, this should be no more than 1 page and no bigger than A5 in size (double-sided inserts are allowed).
The invitations must be approved by the SfE 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 by SfE. Use of the Endocrine Academy 2025 logo is not permitted on any marketing materials unless previously approved.
If your satellite symposia is on the Monday we recommend you deliver these to us. If you would like to bring them yourself you must contact the events team to arrange this in advance so we can arrange collecting the invitations the evening before from yourself to ensure there is enough time to distribute these out for the seat drop before registration opens on the day.
If you are delivering items, please ensure that delivery is made to the conference secretariat no later than Friday 24th October 2025 at the following address:
FAO Events Team
DELEGATE BAG INSERT EA2025
Bioscientifica Ltd,
Starling House,
1600 Bristol Parkway North,
Bristol,
BS32 4JT
Copy of the PDF needs to be submitted for approval on the portal by Thursday 2nd October 2025. Please contact the team on [email protected] ahead of arranging printing to find out the quantity of invitations you should print.
Promotional Emails
The content of your email will need to be approved in advance by the SfE 2024 Secretariat and then uploaded into a format approved by you before 9th October 2025.
Email design
Sponsors have the option to supply a subject line. If they do not supply a subject line “Endocrine Academy 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 | [email protected]
You are receiving this email because you signed up to the Endocrine Academy events 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 SfE Secretariat will not design or proof read your email but will we test or check any links that you might include and send a text 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 provide the email as an html document with a folder containing any images to be embedded to [email protected] for the attention of India Timmermans. Please ensure all image names match the labels in the HTML.
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 Endocrine Academy 2024 delegate list is property of SfE 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 [email protected]
Our system is not able to support responsive emails and is unable to layer text over images.
Data and reporting
SfE 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 Endocrine Academy 2025 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 and the programme book which is distributed to all attendees at the start of the conference.
SfE 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 deadlines please contact Shannon Hunt ([email protected]) to confirm any queries.
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.
- Additional signs may not be placed inside or around the congress venue. The Endocrine Academy 2025 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, the SfE respectfully suggests that you include on your advertisements, invitations or mailings that the symposium is only open to healthcare professionals registered for Endocrine Academy 2024.
If required, it is the responsibility of the satellite symposium provider to provide participants with a record of participation.
Please note the Endocrine Academy, Clinical Update and Endocrine Nurse Update logos are not permitted to be used on any marketing materials.