1. Description
2. Location
3. Access
4. Facilities
5. World Heart Federation Promotion
6. Materials
7. Staff
8. Catering
9. Set-up and dismantling
10. Cost and payment
11. Booking Allocation Procedure

1.    Description:
The Press Conference Room is the recommended venue for both official and industry press conferences and press briefings relevant to the congress proceedings. Industry officials are advised to hold Press Conferences on-site to facilitate matters for speakers and press attendees.

2.    Location:
The Press Conference Room is located next to the Press Centre.

3.    Access:
Entry to the Press Conference Room is restricted to press attendees and Industry press conference organisers (industry officials and their PR / event management representatives) during the booked periods.

4.    Facilities:
The Press Conference Room accommodates an audience of approximately 100 in theatre style set-up. The top table will be set up to allow for several speakers in a row, and this can be extended / adjusted according to needs.

Standard equipment in the room will include the following (or equivalent):  

• 1 speaker lectern with both cabled microphone and clip-on cable microphone
• Projection screen and sound system
• 1 computer (located at the back of room close to and operated by the technician, with remote control slide advancement for speakers)
• 1 laptop plug-in connection at the speaker lectern
• 1 LCD monitor on speaker lectern and 1 LCD monitor on speaker table to view projected presentations
• 4 cabled microphones at the speaker table
• 2 roving microphones in the room for questions from the audience (if simultaneous translation is being used, cabled microphones and stands will be provided to minimize interference)
• 1 Laser pointer

Staff:

• 1 full-time technician located at the back of the room
• 1 full-time member of staff to check badges and generally oversee proceedings

Further AV equipment can be ordered on request and at an additional cost. 

5.    World Heart Federation Promotion:
The World Heart Federation will promote the Industry Press Conferences and list the exhibitors / press conferences both on-site in the Press Centre and on-line via the World Heart Federation Virtual Press Office.

6.    Materials:
Clients may minimally decorate the Press Conference room, but should be advised that all periods of setting-up and dismantling must be booked and will be charged at the standard rental fee (and pro-rata for periods of less than an hour). Plans to dress the room should be forwarded to the World Heart Federation Press Office for approval. All press materials (press packs and posters) to be distributed within the Press Conference area must be sent in hard copy form for review by the World Heart Federation Press Office by 21 May 2010 at the latest. Signage / room dressing may not extend beyond the room itself.

7.    Staff:
A member of staff will be available throughout the congress period, overseeing the Press Centre. This member of staff will be responsible for answering press enquiries and the overseeing of the bookings and activities. This member of staff will not be responsible for Industry-related tasks such as photocopying or secretarial duties.

8.    Catering:
Industry press conference organisers requiring catering before, during or after their press conferences should contact the CNCC venue catering company directly and keep the World Heart Federation Press Office updated on all arrangements. Please note that time used for catering set-up and catering breaks within the room will be charged at the full room rental rate and the area is limited (e.g. small buffet capacity).

Catering contact person: Jason Zhao

Download the Press Catering Order Form >

9.    Set-up and dismantling:
Time required for set-up, room dressing, pre-conference briefings and dismantling will be charged at the full rental rate. The pre- and post-conference time quotas required should therefore be indicated on the booking request form.

10.    Cost and payment
Rental of the Industry Press Conference Room is charged USD 2,000 per half-hour or pro-rata thereof

The times required for set-up, pre-conference briefings and dismantling are also charged at the full rate and thus should be indicated on the booking request form. The World Heart Federation will endeavour to fulfill these as much as possible according to the other bookings and time restrictions. For peak hour bookings, please minimise your bookings to the shortest time required to ensure the room is available for other bookings.

Payment for the Press Conference Room should be conducted by credit card, the details of which should be indicated on the Booking Request Form. Any cancellations received after 1 June 2010 will be subject to a 100% cancellation charge. Space is limited so bookings will be handled according to the bookings allocation procedure outlined below.

Please use the appropriate Booking Request Form to formally apply for time slot(s) within the Press Conference Room. Approval of this request and confirmation of the booking will be sent to all applicants by the World Heart Federation Press Office. The approval notification should be brought to the Press Conference Room and presented to the member of staff in order to enable entry and set-up.

11. Booking Allocation Procedure:
Since only one PRess Conference Room is available on-site, bookings are competitive and thus are allocated according to the following points. The word of the Press Office is final regarding all booking allocations and no booking requests are official until confirmed in writing by the Press Office.

• Industry Press Conferences must not clash with the main World Heart Federation Press Conferences and will be held daily during the specified industry press times on the Congress (13.30-14.00; 15.30-16.00).
• If industry Press Conferences relate specifically to a scientific session / presentation within the congress programme, these must only be held after the session itself.
• If a World Heart Federation Press Conference is also to be held on the topic of the Industry Press Conference, the Industry Press Conference must take place after the World Heart Federation Press Conference.
• Booking priority is treated on a first-come, first-served basis. This relates to the time of the initial enquiry (e-mail receipt time) referring to the specific time requested.

The World Heart Federation Press Conferences will be confirmed in terms of topics and timings by end of March, therefore it is envisaged that no press conference timing requests can be formally confirmed until April 2010 at the earliest.

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