The Congress is held annually end of November/beginning of December, preferably starting the first weekend of December

Congress history and future congresses:

• 2001 Rome (Italy)
• 2002 Hamburg (Germany)
• 2003 Istanbul (Turkey)
• 2004 London (UK)
• 2005 Copenhagen (Denmark)
• 2006 Vienna (Austria)
• 2007 Lisbon (Portugal)
• 2008 Brussels (Belgium, together with the World Congress)
• 2009 Lyon (France)
• 2010 Malaga (Spain)
• 2011 Milano (Italy)
• 2012 Amsterdam (The Netherlands)
• 2014 Istanbul (Turkey)

Years open for bid: End of January / Beginning of February 2015

Please note that the congress dates have been moved from end of the year 2014 to the beginning of next year. Earliest date in the following year is the last week in January or beginning of February 2015.

The congress officially opens on a Thursday noon, with pre-meetings of National Affiliated Societies starting on Thursday morning, and closes on Sunday at 1PM.

The congress usually attracts approx. 1.200 – 1.400  scientists

Congress Venue
Following space will have to be allocated at the congress center. Do not submit a proposal unless all space is available on a first-option basis:

•  1 Auditorium for max. 800 delegates
• 1 Auditorium for max. 500 delegates
• 1 Auditoriums for max. 300 delegates
• 3 smaller meeting rooms for 50 to 70 delegates
• 1 Congress Office
• 1 Association Office
• 1 Registration Counter
• 500 m2 exhibition space net for exhibition plus additional space for the poster exhibition with approx. 250 posters and the catering (lunch and coffee breaks)
• The auditoria need to be sound proofed.

Exhibition requirements
Please note, that the exhibition area shall be located close to the meeting rooms to make it easier for participants to visit the exhibition and to offer attractive exhibition space to the industry.

The poster exhibition shall be placed within/near the exhibition area and the catering if possible within the exhibition to attract more visitors and to increase the communication.

The catering shall be coffee and tea in the morning and afternoon and finger food/sandwich style buffet with water during lunches on  two different stations.

Time schedule for the exhibition
Set-up on Wednesday and Thursday, each day 08.00 - 20.00 h Exhibitions will take place from Friday to Sunday. (Friday and Saturday full day, Sunday half day)
Dismantling on Sunday, 13.00 – 22.00 h.
 
Please indicate all prices by using the attached spread sheet.

Audiovisual Requirements in the meeting rooms
Each lecture hall needs to be equipped with basic technical equipment:

• Podium (on small stage, if applicable) with 1 table and 2 chairs (exception: Auditorium: 2 tables, 4 chairs)1 lectern with fixed microphone and 1 tie clip or similar
• 1 screen
• 1 lectern with fixed microphone and 1 tie clip or similar
• 1 data projector according to the room size
• 1 table microphone per podium table
• 1 wireless microphones (2 in Auditorium)
• adequate number of aisle microphones
• Laser pointer

Please quote the costs for technicians (sound, light, video/data projection) in lecture halls and technical equipment if not already included. Please use the attached spreadsheet to indicate all costs by room, by item and by day.

IT / Telecommunication
Please quote

• Wireless LAN
• V-LAN / In-house network
• Phone lines
• Internet connections

Mandatory Costs / Staff (if applicable)
Please quote additional costs that need to be considered, such as

• Electricity/power supplies
• Waste disposal
• Mandatory cleaning staff (listed per day and person)
• Mandatory first aid staff (listed by day and person).
• Staff for various other positions, if applicable/necessary
• Others

Catering Requirement
Please provide an offer based on the following requirements:

• Coffee break: only coffee and tea, no water or biscuits
• Lunch break: e.g. 1 slice of pizza, 1 sandwich, 1 glass of water / bottle 033 l per person, or similar
• Welcome Reception: fingerfood, wine, softs, water for 1,5 hours

Social Events
There are two major social events during the congress:

• Opening ceremony for approx. 700 participants and a get-together for approx. 700 participants afterwards at the congress centre
• Presidential dinner on Saturday evening for approx. 100 guests

  
The space for the opening ceremony and get-together shall be blocked at the congress venue. During the bid procedure no pre-bookings etc. need to be made for the presidential dinner, however, you may include suggestions of possible locations.

Please provide a hotel room capacity of approximately 1.200 hotels rooms with the following allocation:

• 60 % of the rooms in 4-star hotels
• 25 % of the rooms in 3-star hotels
• 15 % of the rooms in deluxe / 5-star hotels

 
Please state the average price for a single room in each category with the indication whether breakfast is included.

Also indicate the distance to the congress venue either by walking or public transportation.

Please make use of the attached spreadsheet to provide all requested information.

1. Only Societies formally affiliated to ESSM may host the Annual Scientific Congress
2. The host Society shall be chosen by the Annual Business Meeting two years in advance of the scheduled Congress
3. Potential applicants are strongly advised to seek the advice and the assistance of the President and EC, and of the Society’s professional congress organiser before making an application
4. The call for bids will be announced on time on the ESSM website www.essm.org
5. Applications should be received latest by 30 June 2012 in the year that the application is to be considered (3 years ahead).
6. Only applications with an existing congress venue at the time of the application can be accepted.
7. Applicants are strongly advised to present the content of the bid book as required in item no. 5 of this document.

Applications shall be sent electronically and also by mail with one copy each to the ESSM secretariat and to our core professional congress organiser at below addresses. Only ESSM national affiliated societies in good standing (who also have paid their membership fees) are eligible to apply to:

ESSM Secretariat
Daniela Pajola
c/o AIM CONGRESS - AIM Group
Via Ripamonti 129
20141 Milan • Italy

Telephone: +39 02 56601 625
Telefax: +39-027-0048 577
E-Mail: admin[at]essm.org

Core Professional Congress Organiser
CPO HANSER SERVICE
Hanser & Co GmbH
P.O. Box 12 21
22882 Barsbüttel • Germany

Telephone: +49 40 670 88 20
Fax: +49 40 670 32 83
E-Mail: essm[at]cpo-hanser.de

The receipt will be acknowledged in writing.

The choice of venues will be made, amongst others, based upon the following selection criter

• Suitability of meeting rooms
• Good accessibility of the city and the congress venue
• Availability of hotels within walking distance and no more than 30 minutes distance by public transportation
• Cost aspects, i.e. competitive and feasible prices compared to previous ESSM Congresses with a maximum higher difference of 20 % to previous ESSM congresses.

8.   Any requests from ESSM or our core professional congress organiser to the applicant for additional information will be made within 28 days of receipt of the application.
9.  If it is clear from the initial application that the criteria in the technical and logistical specification cannot be met, the applicant will be informed by one month after respective deadline. pplications should be received latest by 30 June 2012 in the year that the application is to be considered (3 years ahead).
10. If the initial application is satisfactory, a representative of ESSM and our core professional congress organiser will communicate with the applicant or their representative and review their application in detail; this may involve a site visit to the proposed venue.
11. If, subsequent to this meeting, an application does not meet our technical specification, the applicant will be informed as soon as possible and no later than 15th October2012.
12. If the applicant is dissatisfied with a decision made regarding their application, they will have the right of appeal to the full Executive Committee; an appeal should be submitted as soon as possible and no later than 31st October 2012. The appeal will be considered and decided within fourteen days, and a written response will be provided to the applicant; in this case, the decision of the Executive Committee will be final.
13. There is the opportunity for national affiliated societies to influence policy on the selection of Congress venues through their EC representative, the Chairman of the NAS Advisory Board; this is currently Prof. Jens Sonksen; individual members may influence policy through propositions to the Annual Business Meeting.
14. The ESSM board makes a pre-selection of the bidding cities according to the above mentioned criteria.
15. The selected applicants will receive an invitation to present their bids to the ESSM General Assembly which is held during the annual ESSM congress. All ESSM members are allowed to participate in the vote.

Any requests from ESSM or our core professional congress organiser to the applicant for additional information will be made within 28 days of receipt of the application.

1. description of the host organisation
2. proposed dates booked on 1st option
3. detailed description of the congress venue
4. hotel room capacity for approx. 1.000 rooms in 3 to 5-star category with prices and reasonable distance to the congress venue
5. detailed cost calculation of the congress venue including cost for technical equipment, AV, mandatory staff costs and catering, as per attached spreadsheet.
6. overview of the

• the host city and its international flight connections
• infrastructure, public transportation, distance from congress venue to hotels (please indicate transfer time), leisure attractions, climate
• visa restrictions and visa requirements especially for EU participants
• security aspects
• information about any possible restrictions for the pharma industry to present their products/to exhibit or to invite delegates

        
We kindly ask to present the venue in a detailed written report based on the on the above numbered items 1 to 6.