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Courses and Conferences

EMBL Courses and Conferences are a major European platform for sharing and expanding research, knowledge and contacts through face-to-face and virtual interaction

Sponsor an event

As a non-profit organisation, EMBL’s exhibition prices reflect the real cost of your participation and are not tailored to make a profit. All the money acquired through sponsorship is used to cover event-related costs and helps us keep the registration fees as low as possible.

Five Reasons to Exhibit

Maximise your brand’s visibility with a cost-effective solution

The unique architecture of the conference venue makes the exhibitions an integral part of the conferences by bringing exhibitors and participants together just outside of the main lecture hall. Catering islands spread throughout the exhibition floor increase the traffic flow to your exhibition stand.

Meet your competitors and partners

Exhibiting at EMBL conferences allows you to position your company among the foremost organisations in the life science sector and gives you the opportunity to keep an eye on your competitors and critical industry trends.

Gain access to cutting-edge knowledge at conference sessions

Exhibitors have access to all conference sessions and can therefore benefit from the exceptional scientific programme. 

Build new partnerships

Poster sessions, coffee breaks and exclusive social events during the conferences provide unparalleled networking opportunities and facilitate dialogue between exhibitors and delegates.

Associate your company with the European flagship laboratory of the life sciences

As Europe’s leading basic research institute in molecular life sciences,  EMBL has a long-standing history of organising cutting-edge courses, workshops and scientific conferences. Our events cover an extensive range of topics, offering exceptional and balanced scientific programmes, reaching out to scientists from around the world.

Please contact us to discuss your needs and if you have any questions regarding our sponsorship schemes. Sponsorship is available for all conferences, as well as for selected courses upon request.

Media Partnerships

Interested in being a media partner of an EMBL Course or Conference?

EMBL Courses and Conferences are happy to enter into a media partnership with respected journals, websites and scientific societies on a non-monetary basis. This can be done on an event-by-event or annual basis. View event listing here.

What we can offer

Each media partnership is put together based on media options of equal value, and are subject to availability. Options EMBL Courses and Conferences may offer include:

  • Logo and URL on the conference sponsor website, listed as “Media Partners”
  • Acknowledgement as Media Partner in the conference abstract book
  • Acknowledgement as Media Partner on the sponsor banner at conference centre entrance
  • Logo on holding slide during coffee breaks
  • Flyer or journal display on registration counter
  • Flyer / journal insert in delegate bag
  • Displaying of poster (A3 size)
  • Advert in abstract book

What you can offer

  • Print advertisement in journal
  • Print and/or online event listing (including URL)
  • Flyer display at related conference / society headquarters
  • Online web banner
  • Newsletter listing/article on event
  • Banner in newsletter
  • eToc
  • Publishing of pre- and/or post-event report (print or online)
  • Conference flyers in delegate bags of relevant conference
  • Third party mailing

What we CAN’T provide

  • Conference specific banners on website
  • Company descriptions on website
  • List of contact details of delegates
  • Mailing to delegates on behalf of media partner

For more information or to propose a media partnership, please contact Assol Rustamova.

Terms and conditions

General Provisions

Please read the present Terms and Conditions carefully before registering to sponsor the EMBL  course and conference programme. By signing a Sponsorship Booking Form, you agree to be bound by these Terms and Conditions.  

Preamble

The European Molecular Biology Laboratory is an intergovernmental, non-profit organisation specialising in basic research in life sciences. The purpose of EMBL is to promote basic research in molecular biology, to train scientists, students and visitors at all levels, to offer services to scientists of member states, and to develop methods and instruments in the field of life sciences. The Laboratory has the responsibility towards its Member States to facilitate international co-operation in the area of life sciences by, inter alia, promotion of contacts between, and the interchange of, scientists, and dissemination of information. EMBL operates various training programmes and facilities at its locations throughout Europe as vehicles and cornerstones of its mission to promote advanced teaching and training. These programmes were established in pursuit of EMBL’s mission and, among other things, aim to connect interested organisations with the latest developments in life sciences.

Leveraging over 40 years of experience as the flagship laboratory for life sciences in Europe, the course and conference programme organized by the EMBL’s Courses and Conferences Office (“Programme”) aims both at providing unique education programme and promoting contacts and exchange of knowledge between scientists across the life science community. The Programme hosted on EMBL premises, or at selected venues, is organised entirely on a non-profit basis. In order to provide the largest range and highest possible quality of training events, whilst achieving the above goals, sponsorship funds are used to support the Programme.  

The Sponsor (as defined below) is interested to provide support to EMBL in its mission to connect international scientists and organizations. It wishes to support EMBL as a platform for research exchange and education of professionals in the field of life sciences by contributing financially to the Programme as further set out in these Terms and Conditions.

General provisions

“Sponsor” means any natural or legal person (“Person”) identified in the Sponsorship Booking Form (the template of which is attached in Appendix 1 hereto) and appointed by EMBL according to the procedure below.

Any Person willing to become a Sponsor and contribute financially to the Programme must complete and sign the Sponsorship Booking Form. The Signed Sponsorship Booking Form shall be sent to the EMBL’s Courses and Conferences Office.

By accepting signed the Sponsorship Booking Form, EMBL appoints the Person concerned as a Sponsor and grants it the benefits provided for herein. Most notably, the Sponsor will be named as a “sponsor” of the Programme’s event specified in this Sponsorship Booking Form (“Event”).

Once accepted by EMBL, the Sponsorship Booking Form, together with these Terms and Conditions, shall constitute a binding agreement between EMBL and the Sponsor (“Agreement”). In the event of any conflict between these Terms and Conditions and the Sponsorship Booking Form, these Terms and Conditions shall prevail.

Obligations of the Sponsor

The Sponsor agrees to contribute financially to the Programme in the amount specified in the Sponsorship Booking Form (“Sponsorship Funds”).

Unless otherwise expressly agreed between the parties, the Sponsorship Funds payable by the Sponsor shall constitute the Sponsor’s entire payment liability to EMBL.

The Sponsor undertakes to make all payments within thirty (30) days from receipt of the payment request from EMBL to a bank account specified in the Sponsorship Booking Form.

Use and administration of the Sponsorship Funds

EMBL has the right to use the Sponsor’s Sponsorship Funds to support any of the Programme’s events, i.e. any course or conference in the Programme.

EMBL will administer the Sponsorship Funds based on its own accounting and financial rules and regulations, and EMBL standard practices.

Obligations of EMBL

EMBL shall be solely responsible for planning, hosting, organising, and execution of the Programme and the Event in accordance with EMBL’s standard practices and within its external training programme, and for obtaining all the necessary approvals to do so.

EMBL will acknowledge the Sponsor’s role in a visible and suitable way at the Event, most notably, by using the Sponsor’s logo, but without including a weblink to the Sponsor’s webpage. The Sponsor will be named as a “sponsor” on the sponsorship webpage of the Event, on the ‘holding slides’ and in the abstract book for this Event, if applicable.

Sponsor’s logo

The Sponsor shall grant EMBL a non-exclusive, non-transferable, non-sublicensable right to use its logo during the term of the Agreement as defined below in Term. Logo shall be submitted to EMBL together with the Sponsorship Booking Form.

Payment request

The payment request will be issued after the Sponsorship Booking Form has been received and accepted.

Payment is to be made within 30 days from the payment request date.

The payment request for such sponsorships will be handled directly by EMBL   All monies are payable in Euro. Any bank fees incurred must be paid by the Sponsor.

Term

The Agreement shall be effective from the date of EMBL’s acceptance of the Sponsorship Booking Form and shall remain in force until either: 1) the end of the Event, or 2) receipt of the Sponsorship Funds from the Sponsor, whichever is the latest.

Termination

Sponsor’s withdrawal: Once the Agreement is effective, and/or the payment request issued and paid, no payments will be refunded in the event of the Sponsor’s withdrawal.

Termination for cause: If the Sponsor breaches any of its obligations, including a failure to make a payment of the Sponsorship Funds within 30 days from the payment request date, the Agreement may be terminated by EMBL (along with the Sponsor’s participation in the Event) upon written notice of termination. This will be without:

  • any obligation on EMBL’s part to refund any payments previously made by the Sponsor;
  • releasing the Sponsor from its obligation to make the payment of the Sponsorship Funds;
  • releasing the Sponsor from any liability arising as a result of or in connection with the breach.

Cancellation of the Event: Should the Event be cancelled, the Sponsor will be entitled to either:

  • request to be named as a “sponsor” of another event from the Programme. Any such a request must first be agreed in writing by EMBL;
  • withdraw from the Agreement. In such case, EMBL will reimburse the Sponsor its Sponsorship Funds.

Cancellation of the Event due to force majeure: Should the Event be cancelled by any cause not within the reasonable control of EMBL including but not limited to force majeure, EMBL shall be under no obligation to refund all or part of the Sponsor’s Sponsorship Funds. The Sponsor will be entitled to request to be named as a “sponsor” of another event from the Programme. Any such a request must first be agreed in writing by EMBL.

Liability and indemnity

  1. The Sponsor is liable for all damages to persons, material and property caused by it, its representatives, agents, guests or any third party in relation to the Event.
  2. The Sponsor keeps EMBL indemnified against all claims for damages, which may occur in relation to the Event. In particular, the Sponsor shall indemnify EMBL from and against any third party claims made against EMBL for actual or alleged infringement of a third party Intellectual Property Rights arising out of or in connection with EMBL’s use of the Sponsor’s logo, as well as from and against all other reasonable professional costs and expenses incurred by EMBL in relation to the third party claim.
  3. EMBL is not liable for any delayed or lost packages, or property of the Sponsor, which are delivered to or collected from the EMBL premises, or any other venue where the Event is held.
  4. EMBL is not liable for any items brought onto EMBL premises, or any other venue where the Event is held, by the Sponsor, its employees, suppliers or other third parties.
  5. EMBL will not be in any way liable for any loss or disappearance, by theft or otherwise, of any objects, items, goods or materials, whether personal or commercial property of the Sponsor.

Confidentiality

  1. The parties shall inform each other of any circumstances that may be essential for the conduct of the Event.
  2. The parties undertake to keep confidential the content of the Agreement. Neither party shall be entitled to disclose any contractual detail to any third party, unless it has obtained the written agreement of the other party.

Miscellaneous

  1. The Sponsor and EMBL declare that sponsorship is in no way associated with any business or sales activities between them, and in particular, that EMBL is by no means obligated to prescribe, recommend or purchase any goods from the Sponsor.
  2. The Agreement constitutes the entire agreement of the parties.
  3. The Agreement shall not be transferred to another company/person without prior written consent of EMBL.
  4. If any provision(s) from these Terms and Conditions should be illegal or unenforceable in any respect, the legality and enforceability of the remaining provisions contained in these Terms and Conditions shall not be affected and the parties shall make efforts in good faith to replace any invalid or unenforceable provision with a valid and enforceable one so that the objectives of the Terms and Conditions may be maintained.
  5. Pursuant to EMBL’s status as an Intergovernmental Organisation, these Terms and Conditions shall be interpreted in accordance with their true meaning and effect and independently of any national or local law. Solely insofar as these Terms and Conditions are silent, ambiguous or unclear, then, in those circumstances only and solely in respect of those circumstances and not in respect of the Agreement as a whole, reference shall be made to the substantive law of the host State of the respective EMBL Site (i.e. German substantive law if the Event takes place at EMBL Heidelberg or EMBL Hamburg, Spanish substantive law if it takes place at EMBL Barcelona etc.). Any disputes under the Agreement shall, to the extent possible, be settled amicably. That failing, any such dispute shall be submitted to final and binding arbitration under the Rules of Arbitration of the International Chamber of Commerce for expedited procedures by one or more arbitrators appointed in accordance with the said Rules and without recourse to the ordinary courts of law (place of arbitration shall be EMBL’s respective site, namely: Heidelberg if the Event takes place in Germany, Grenoble if the Event takes place in France, Rome if the Event takes place in Italy, Barcelona if the Event takes place in Spain, and Cambridge if the Event takes place in the UK).
  6. Nothing in these Terms and Conditions, nor any document or activity under or in relation thereto, shall be deemed or interpreted as a waiver, express or implied, of any privileges or immunities accorded to EMBL by its constituent documents or international law, or as the acceptance by EMBL of the jurisdiction of (i) the courts of any country, including in case of injunctive relief sought, or (ii) any national regulatory authority.

SPONSORSHIP BOOKING FORM (Appendix 1 to EMBL General Terms and Conditions for Sponsorships)

FAQ

Sponsorship options

I have booked flyers in delegate bag / notepads and pens in delegate bag / lanyards / journals on registration counter. When and where do I need to send these?

Any sponsorship items should be sent to the following address two weeks prior to the event:

Company Name (Event name – sponsored item)
c/o
Assol Rustamova
Course and Conference Office
ATC Warenannahme
Meyerhofstr. 1
69117 Heidelberg
Germany

Where should I deliver freight?

All material required for booth set-ups should be sent to:

Company Name (Event name – sponsored item)
c/o
Assol Rustamova
Course and Conference Office
ATC Warenannahme
Meyerhofstr. 1
69117 Heidelberg
Germany

Where does the industry exhibition take place?

The main sponsoring exhibition takes place in the inner circle of the foyer, and in the five outer niches. All coffee breaks and lunches take place in the Auditorium Foyer.

Sponsoring Exhibition_web

To view the exhibition area online, please visit the EMBL Advanced Training Centre Panorama Tour.

When should I set up the exhibition?

All booths must be set up prior to the start of the event registration. The exact details will be sent to you in the exhibitor manual four weeks prior to the event.

We would like to sponsor a poster prize. What prize should we provide?

Poster prizes should be to the value of approximately €300. Common prizes include journal subscriptions, gift vouchers, electronic items. Alternatively it is possible to cover the conference registration fee and/or travel costs of the winner.

The conference finishes on the weekend. When should the material be shipped?

If the conference ends on a weekend, the break-down of the booth can either take place on the last day of the conference – in which case the material will be kept in the storeroom until the next workday – or on the following Monday. Please inform the Sponsorship Team of your break-down and shipping arrangements.

I have booked an exhibition space. What is included in this option?

We will provide exhibition space only. There won’t be any shell scheme or fascia, so please bring your roll-up banner(s).Your exhibition space will be equipped with the following:

1 table (1.7 m x 0.75 m) or 2 small tables (1.20 m x 0.40 m) for a 3 m² exhibition space
1 bistro table
2 chairs
1 electrical socket
1 waste paper basket
full catering during the conference hours
access to all lectures and social events during the conference

Can I use the EMBL logo to promote our participation in an event?

Please note that it is not permitted to use the EMBL logo on any company related material or advertising. Should you wish to promote your participation in an event, please contact the Sponsorship Team, who can provide you with the event banner for this purpose.

Registration

Do I need to register for the conference as a sponsor?

Yes. As EMBL conferences are organised using an event management programme, sponsors are required to register to ensure they are taken into account in the organization of all logistical matters, e.g. badge printing, abstract book production, catering. You will receive the sponsorship registration link from the Sponsorship Team approximately four weeks before the event.

Should extra representatives pay online or will they be sent an invoice?

Extra representatives attending as sponsors are required to register online, however do not need to pay online. The sponsoring company will be sent an invoice for the registration amount of all representatives either shortly before or after the event. The sponsoring company is obliged to inform the Sponsorship Team how many representatives it plans to send to the event when it submits its sponsorship option form.

We plan to swap representatives over during the event. Do we need to pay for the registration for two company representatives?

In theory this is possible for no extra cost, provided only one representative is on site at a time. This must be arranged with the Sponsorship Team prior to the event. Both representatives are required to register as sponsors. The first representative must return his badge to the registration counter upon leaving the event.

Why should I create a login/account to register for a meeting at EMBL?

The creation of an account is needed in order to register for one of EMBL’s events. You only need to create this account once and you can use it to register for all EMBL events.

Please make sure you use a valid e-mail address. We assume no responsibility if communications cannot be sent to you due to a faulty e-mail address. Please note that the data you entered will appear on your name badge, receipt, abstract book etc. as you insert it. Please do not use only uppercase or lowercase for your name, institute. (e.g. JOHN DOE; john doe)

How can I change the password for my account?

You can change your password and update any information that may change such as name, address, department etc. by checking the ‘Edit my account’ checkbox when you enter your account

Why have I not received a registration confirmation e-mail?

After completing your registration you should always receive a confirmation e-mail. If this is not the case, please contact the Course and Conference Office.

What do I need to do if I want to cancel my registration?

As soon as you know that you will not be able to take part in the meeting please inform the Sponsorship Team. Your registration will be deleted. The company representative taking your place will need to register online. Please also check our sponsorship Terms and Conditions for the sponsorship cancellation policy.

I have already registered for this conference. Can I make changes to my registration information?

You can change or update any information that may change such as password, name, address, department etc. by checking the ‘Edit my account’ checkbox when you enter your account.

Abstracts

Is it possible to submit an abstract?

Yes, it is possible to submit an abstract as a sponsor, however the abstract is subject to the same review process as abstracts submitted by scientific participants.

What should I do if I want to submit an abstract?

You can submit your abstract online only after registration.

If you wish to submit an abstract as a sponsor, please contact the Sponsorship Team, who will then send you the relevant link.

When submitting your abstract you can also apply for an oral or poster presentation. A selection process will take place with the results announced 2-3 weeks after the abstract submission deadline.

Please note:
Browsers:
 Our system only supports Internet Explorer and Mozilla Firefox

Abstract length: The maximum limit of 2000 characters (ca. 200 words) refers to manually typed text (spaces included).

Co-authors: Please enter your co-authors correctly via the system by adding accounts with their institution and DO NOT copy-paste them into the body of the abstract text, as they will not be indexed in the abstract book.

Text only: Please note that the abstract book will show a text-only version of your abstract, so all style commands will be stripped once submitted. If you copy-paste the text, hidden formatting might still be included and you will be informed that your text exceeds the limit of 2000 characters. We recommend either:

  1. saving your text as text only in your editor or Email programme, OR
  2. copy-pasting it into Notepad and then onto the website.

Some web browsers do not accept abstracts close to the 2000 character count.

Symbols: If you have special symbols in your text make sure you are using Unicode characters, otherwise these will not be recognised by the tool.

Abstract availability: Please be aware that all abstracts may be made available digitally to all delegates shortly before the meeting.

Workshop

Is it possible to run a workshop as part of the scientific programme?

Gold and Silver sponsors have the opportunity to run workshops prior to the registration of the event. If you are interested in running a workshop in connection with an event, please contact the Sponsorship Team.

How much does it cost to run a workshop?

Pre-conference workshops are part of the conference Gold and Silver sponsorship packages. The following rooms are available in the Advanced Training Centre:

  • 2 Flex Labs (capacity 49 each – can also be joined together as one room)
  • 2 Courtyard rooms (capacity 50 each – can also be joined together as one room)
  • 2 Helix meeting rooms (capacity 30 each)
  • 1 Computer Training Lab (capacity 36)

Please contact the Sponsorship Team for availability and prices.

Travel

How can I get to the Advanced Training Centre, Heidelberg?

Please click here for information on how to reach Heidelberg by plane, train, and car.

Where should I book a hotel?

ISG Hotel is the nearest hotel to EMBL (5 min. driving, 20 min. walk through the woods), however there are a range of hotels located in Heidelberg which are also favoured by sponsors. Please click here for further information or check map for other hotels.

How do I find the Advanced Training Centre?

The Advanced Training Centre (ATC) is located on the EMBL Campus in Heidelberg, Meyerhofstraße 1, 69117 Heidelberg, Germany.

EMBL_campus_small

How do I find my way around the ATC?

The registration desk is situated at the main entrance of the ATC – please feel free to ask for directions. Signs and building plans can be found throughout the ATC. A floorplan can be found here.

Is wireless internet available in the ATC?

W-LAN is available within the EMBL campus – please use the ‘ATC Guest’ access that does not require a password. In order to use the LAN network for your presentations, your laptop must be registered by our EMBL IT service. Please inform us in advance if this is required.

I will arrive by car. Are there car-parking facilities at EMBL?

Free car parking is available at EMBL. Please park in the parking lot “P1” on the left hand side as you arrive in Meyerhofstraße.

Payment

Can I pay online?

As a sponsor you are not required to pay online. The company will be sent an invoice from EMBL for all costs including registration costs of company representatives. All company representatives attending the event are however required to register online (see also “Do I need to register for the conference as a sponsor?”).

Do the sponsorship option prices include sales tax?

An additional 19% VAT is applicable to all sponsorship prices. All monies are payable in Euro.

Trouble-shooting: Errors during registration

"The page you requested could not be displayed because one of the URL parameters was invalid or the requested page does not exist or a system failure occurred."

If the link does not work, your e-mail settings (plain text) are cutting the link. Just check in your e-mail that your link is written in only one line, if some letters/numbers are written on another line you need to type those in the browser after the first line of the link.

"You cannot login with this account because the account has no contacts."

If you are unable to find the answer to your question, please contact the EMBL Course & Conference Office and we will be happy to answer it.

Exhibitors share their experience and the value they gained from exhibiting at the EMBO|EMBL Symposium “Seeing is Believing -Imaging the Processes of Life” dated 6-10 October 2015.

Assol Rustamova
EMBL Course and Conference Office
European Molecular Biology Laboratory Heidelberg
Meyerhofstraße 1
69117 Heidelberg
Germany
Tel: +49 6221 387 8790
Fax: +49 6221 387 8158
Send email

Past events sponsors

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