Welcome to the sponsor manual!
We hope you find this page helpful. If anything is missing or if you have any questions, please don’t hesitate to reach out — we’re here to support you.
⚠️ This manual was sent out to main contacts as listed on the booking form. Main contacts are responsible for sharing this resource with the wider congress team.
Venue
The Kuala Lumpur Convention Centre venue address is Kuala Lumpur, 50088 Kuala Lumpur, Wilayah Persekutuan Kuala Lumpur, Malaysia.
Strategically situated within the “city within a city” KLCC precinct, the Centre overlooks the iconic Petronas Twin Towers and the 50-acre KLCC Park, offering a stunning backdrop for WCN’27.
Congress dates
The main dates are April 1-4, 2027.
April 1: Courses and special sessions run from 8:30–13:00 and 13:45–15:45. The opening plenary will take place from 16:00 to 17:30. Exhibition opens at 16:00, followed by the welcome reception from 18:00 to 19:30.
April 2-3: Sessions and the exhibition will be open and running throughout the day.
April 4: Sessions take place in the morning. Exhibition hall is closed.
Accommodation
The Kuala Lumpur Convention Centre (KLCC) is supported by a cluster of three premium hotels, Grand Hyatt, Mandarin Oriental and Traders Hotel, offering over 2,200 rooms with the range from 5 star to 3 star within immediate walking distance.
For secure and congress-approved bookings, please use the official WCN’27 accommodation portal. This is the only accommodation booking platform officially endorsed by WCN’27.
In Malaysia, hotel guests may be subject to the following taxes and charges:
- Tourism Tax (TTx): RM10 per room per night. Generally applies to foreign tourists (non-Malaysian citizens).
- Sales and Service Tax (SST): Hotels typically charge 8% Service Tax on accommodation and certain hotel services. The tax is usually included as a separate line item on the hotel bill.
Here are the participating hotels:
- Grand Hyatt Kuala Lumpur
- Traders Hotel Kuala Lumpur
- Mandarin Oriental, Kuala Lumpur
- Novotel Kuala Lumpur City Centre
- Ascott Kuala Lumpur
- ibis Kuala Lumpur City Centre
- Crowne Plaza Kuala Lumpur City Centre
- Pullman Kuala Lumpur City Centre Hotel & Residences
- Holiday Inn Express Kuala Lumpur City Centre
In line with ISN sustainability efforts, all hotels listed above operate eco-conscious practices.
Mark the date – FAQ help sessions
The ISN team will host two online FAQ Hour sessions for industry supporters to ask questions and receive key information from congress organizers:
- December 10 from 14:00-15:00 CET for general information
- January 20 from 15:00-16:00 CET for last minute questions
Attendees are encouraged to review materials and prepare questions in advance. Sessions will be recorded and shared in the manual. Invitations will be sent to main contacts in October.
Airport & airlines
The congress venue is accessible via two main terminal options at the Kuala Lumpur International Airport.
KLIA Terminal 1 (T1) serves as the main hub for full-service national and international carriers, offering closest initial arrival for premium flights. It provides fast access to central Kuala Lumpur and the Kuala Lumpur Convention Centre (KLCC) venue via the non-stop KLIA Ekspres train to KL Sentral, followed by a direct LRT line connection, as well as airport taxi and e-hailing services. It is recognized for its comprehensive passenger amenities and modern international facilities.
KLIA Terminal 2 (T2), located within the same airport complex, primarily serves regional low-cost carriers and budget airlines. While it shares the same high-speed rail and road connections to the city center as Terminal 1, transit times through the terminal are slightly longer due to its extensive, integrated shopping mall layout, which requires longer walking distances to boarding gates for international travelers.
International Connectivity
Malaysia is well connected globally via Kuala Lumpur International Airport (KLIA), the country’s main gateway, offering direct access to over 140 international destinations through 70+ airlines.
Autogates for immigration clearance in KLIA
Effective 1 June 2024, visitors from 63 countries and regions entering Malaysia will be eligible to utilise the autogates for immigration clearance.
Passport and visas
If you plan to attend WCN’27 in Malaysia, please check your visa requirements early and start the application process as soon as possible.
You will not need a visa to enter Malaysia if your country or territory is on the visa exemption list for short-term stays. Most international visitors are granted visa-free entry for a period of 90, 30, or 14 days depending on nationality. Consult the official website of the Department of Immigration Malaysia or your local Malaysian Embassy/Consulate for up-to-date visa requirements and to view the list of countries that do not need a visa.
Important: Malaysia Digital Arrival Card (MDAC)
All foreign citizens traveling to Malaysia are required to complete and submit the online Malaysia Digital Arrival Card (MDAC) within three (3) days prior to their arrival. This is a mandatory pre-arrival registration system separate from visa requirements.
- eVisa / Short-Term Social Visit Pass: Is compulsory for 31 specific nationalities, and it applies only for entry into Malaysia for social visit purposes, such as tourism, family visits, or short business trips. Other nationalities or purposes of entry (such as employment, study, etc.) may require under Visa with Reference (VDR). This applies if your main purpose for travel is to attend meetings, seminars, or the congress, and your stay in Malaysia is within the period of the official event. Most eligible nationalities can apply easily via the official Malaysia eVisa portal.
- Regular Tourist Visa: If you plan to extend your stay for leisure beyond the congress dates, please check if your entry conditions change or contact your local Malaysian Embassy or Consulate for guidance.
Confirm your specific entry and visa requirements by consulting the official Department of Immigration Malaysia website.
Important reminder:
Visa processing times vary significantly by country. Please apply as early as possible. WCN organizers will support your application with documents only; they cannot influence embassy or immigration decisions.
Social media
The official congress hashtag is #ISNWCN.
Follow WCN on ISN’s official social media channels and engage with us on:
Follow us on social media
Media pack
We have assembled a collection of frequently used promotional congress visuals in multiple formats and sizes as a media pack to support your messaging.
We encourage you to share your congress participation on social media. Feel free to modify the visuals for your purposes, provided you adhere to the guidelines. For proper usage of the WCN’27 promotional materials, please refer to the guidelines linked below. Please note that the WCN logo should never be used with product advertising but only to advertise your presence at the congress.
In Malaysia there is one primary associated plug type, Type G. Plug type G is the plug which has three rectangular pins in a triangular pattern. Outlets with three rectangular pins (Type G) are the standard found throughout the country. Malaysia operates on a 240V supply voltage and 50Hz.
The official language in Malaysia is Bahasa Malaysia (Malay).
While Malay is the national language, English is widely recognized as a second language and is extensively spoken throughout Kuala Lumpur. It is commonly used in business, hotels, major tourist attractions, department stores, and local restaurants. Signs, menus, and public transportation guides across the city, including around the Kuala Lumpur Convention Centre (KLCC) area, are predominantly available in English, making navigation straightforward for international visitors.
The official currency in Malaysia is the Malaysian Ringgit (MYR), often indicated as RM.
Upon arrival, you can exchange foreign currencies for Malaysian Ringgits at the airport’s currency exchange counters. It’s advisable to carry some cash, as smaller vendors, local transport, and traditional markets may not accept credit cards.
ATMs that accept international cards are widely available across Kuala Lumpur, including inside major shopping malls, like Suria KLCC (located near the Kuala Lumpur Convention Centre (KLCC) and transit stations, operating 24 hours a day. However, availability can vary by specific machine and location, so it’s advisable to check beforehand.
Banks in Malaysia typically operate from 09:15 to 16:30, Monday to Thursday, and from 09:15 to 16:00 on Fridays. They are closed on weekends and public holidays.
Preferred Payment Methods in Kuala Lumpur
- International credit and debit cards (Visa, Mastercard, and American Express) are widely accepted at hotels, restaurants, shopping malls, and tourist attractions.
- Contactless and mobile (QR code) payments are commonly available at most establishments.
- Digital banking and e-wallet services are widely used, providing a seamless and secure payment experience for international delegates.
- Cash payments remain accepted, particularly at smaller retailers and local markets.
Expect the daytime high temperatures in Kuala Lumpur to be around 33°C (91°F) and nighttime lows near 24°C (75°F) in the beginning of April. On average, the city receives about 6.5 hours of sunshine per day during this period, with a characteristic equatorial climate that brings warm conditions and occasional afternoon tropical rains.
The congress venue is easily accessible and conveniently located near Malaysia’s primary international gateway. You can find the information on how to travel to the Kuala Lumpur Convention Centre (KLCC) on the KLCC venue website. Google Maps and the MyRapid PULSE app can help you map out your journey.
Public transport in Kuala Lumpur includes an extensive network of light rail transit, mass rapid transit, monorails, buses, and e-hailing taxis. The city is served by several major rail lines operated by Rapid KL, including the LRT Kelana Jaya Line (which has a dedicated underground station at KLCC), the MRT Putrajaya Line (serving the nearby Persiaran KLCC station), and the KL Monorail line.
One of the best ways to explore the city is by using the integrated LRT and MRT lines. The rail system efficiently connects key parts of the city, including central business districts, major shopping areas, and tourist attractions. Combined with frequent and reliable transit services, Kuala Lumpur’s public transport system is convenient and straightforward to navigate.
MyCity Pass – unlimited daily travel pass for international delegates offering unlimited rides on Rapid KL LRT, MRT, Monorail, BRT, Rapid KL bus and MRT feeder bus services in Klang Valley for 1 day or 3 days. Price: RM10 (≈ USD 2.10+ for 1 day); RM25 (≈ USD 5.40+ for 3 days)
Train & Buses
Kuala Lumpur’s public transportation system strives to provide accessibility and convenience for commuters, connecting LRT, MRT, Monorail, KTM Komuter, ERL and buses. Price: MYR0.80 to MYR10.00 (approximately USD 0.21 to USD 2.75). The operating hours are from 06:00 until 23:00. While buses play a major role in Malaysia’s public transport system, especially in Kuala Lumpur. They are the cheapest and quickest mode of transportation in the country.
E-Hailing Transportation
Grab is the dominant ride-hailing service in Malaysia, similar to Uber in other countries. Fares from the airport to the city centre can range from a flat rate of MYR65.00 (approx. USD16–17), or about MYR4.00 (USD1.00) within the city centre. For more information, visit grab.com
Quick overview of badges
Full congress
Access
This provides access to scientific program sessions, courses*, all industry symposia and the exhibition & posters area. If exhibiting, this includes extended access to the exhibition.
Display
First name and surname + country
Fees for additional tickets
$550 until January 13, 2027
$750 until March 3, 2027
Symposium-only pass
Access
This only provides access to one specific symposium room only during symposium and rehearsal slot. These accesses are intended for use only by the company or for speakers who may not wish to register to the full congress to give their presentation.
Display
Company name + symposium slot
Fees for additional tickets
It is not possible to purchase additional passes.
Exhibitor
Access
This provides access to the exhibition hall during the official opening hours and the extended access. It does not provide access to sessions or courses.
Display
Company name + country
Fees for additional tickets
$90 until March 25 (online)
$100 on-site
*more information about the courses below.
Deadlines
We encourage you to finalize your registration prior to your arrival in Kuala Lumpur. Please see below the key deadlines for the groups.
Full congress:
- Until March 3, 2027: Purchase additional tickets at the special reduced group rate.
- By March 10, 2027: Submit the names of your group members in the registration portal. After this date, all empty tickets will be cancelled (no refunds will be processed).
- March 25, 2027: Online registration closes (temporarily). After this date, additional badges can be purchased on-site at a higher fee.
- March 31, 2027: Group badge pick-up appointments.
Exhibitor:
- By March 25, 2027: Purchase additional exhibitor badges at $90. After this date the online registration closes. Additional exhibitor badges can be purchased on-site at a higher fee of $100.
- March 31, 2027: Group badge pick-up appointments (afternoon).
Complimentary registrations
Based on the items included in your package, your organization may qualify for complimentary badges, as detailed below.
Exhibitor badges for companies with:
- 9m² booth → 2 exhibitor badges included
- Up to 18m² booth → 3 exhibitor badges included
- Up to 27m² booth → 6 exhibitor badges included
- Up to 36m² booth → 8 exhibitor badges included
- Above 45m2 → 10 exhibitor badges included
- Spotlight Stage session → 2 exhibitor badges
Full-congress:
- Platinum supporters → 5 full-congress badges
- Gold supporters → 4 full-congress badges
- Silver supporters → 3 full-congress badges
Symposium only:
- Per symposium booked → Five (5) passes are provided for each symposium booked. If you have two symposia booked, you will receive 10.
Additional badges
Exhibitor badges → It is possible to purchase additional exhibitor badges for your team. The price is $90 online before March 25, or $100 on-site.
It is possible to add full congress badges to your group: $550 until March 3. We’re happy to extend the group fee to all sponsors regardless of their registration group size. This is a preferential fee and should only be used for staff members.
Courses
Courses take place on April 1, 2027. Your full congress badge includes courses (except for the Interventional Nephrology course which requires separate registration and can be purchased for 165 USD, and the Masterclass in Glomerular Diseases course, which requires a separate registration and can be purchased for 150 USD).
How can I view and make changes to registrations?
Organizations can efficiently oversee their registration group through the congress registration portal. Here, you can:
- View your current complimentary badges
- Order additional paid badges
- Provide names for full-congress badges
- Review and download invoices
You will receive a link to the registration portal from [email protected] once your registration group has been created. Please note that if you log into the registration portal before receiving this email you will not see anything – please wait for the email before logging into your account.
How do I access the registration portal?
Your registration group will be automatically created shortly after the registration team processes your booking form.
When you submitted this form, you appointed a primary contact person responsible for managing the congress registration tasks. Please note that:
- The registration group leader and main company contact can be different people.
- The group leader will receive all communications related to your group registration. It will be the group leader responsibility to share information with the group members, ensure the correct registration of the group members and distribute the badges.
- Please ensure that you use the created industry group for all registration of your company staff. This registration group is exclusively for your staff. If you would like to invite non-staff members, please create a separate registration group.
Registration groups will be created as of end October. Please follow the instructions provided by email from [email protected].
When can I collect our badges?
You must collect your badges as a group. It is not possible to collect individually. The group leaders will be contacted in March to schedule a time/date for the collection. Group leaders must provide ID proof when collecting.
We kindly ask that group leaders distribute badges away from the registration area in order to avoid crowding.
Crowd management and overcrowding
For safety reasons the organizer will monitor the number of people coming into the exhibition hall and might limit access in case of overcrowding.
Questions
Should you have any questions about registration, please contact directly the registration team at [email protected] indicating your registration number (if already received) or your company name.
Overview of the process
- Step 1 (between now – January): Decide on your program. Invite and confirm availability of your speakers and moderators.
- Step 2 (December 11): Receive login credentials to access online submission portal.
- Step 3 (no later than January 15, 2027): Submit program for approval.
- Step 4 (after January 25, 2027): Feedback on your program will be provided. You will receive an email to inform you that your program is fully approved, or to share any feedback from the review. In most cases, adjustments are not usually requested.
- Step 5 (starting February): The promotional phase will commence. ISN will upload your program to the website and initiate email and social media communications to promote your session.
How to submit your program in January
Submission is made on the congress online portal and must be complete by January 15. Ensure to check the availability of your speakers before submitting your program. Please do not send information by email/excel.
On December 11, main contacts will receive login details to access the congress portal and submit their session program. Credentials will be sent from [email protected], please add this email to your safe sender list to ensure you receive them without any issues.
Only one set of credentials will be issued per company so please ensure that you share with relevant colleagues within your organization. Each symposium slot must be submitted as a separate entry.
Please note, any submissions received after the deadline will not receive feedback until late February and will not be included in planned promotions.
Information required for submission
The online submission portal will request the following details.
Session information
- Date
- Time
- Room
- Session type
- Theme (please refer to picture below)
- Session title (max 130 characters incl. spaces)
- Session description (max 600 characters incl. spaces)
Chair(s)
- First name
- Last name
- Country
- Gender
Speaker(s)
- Presentation title
- Length of talk
- First name
- Last name
- Country
- Gender
We kindly ask that, in line with the ISN Position Statement on Diversity, industry sessions are diverse from a gender, ethnicity and cultural perspective.
Themes
The entire congress scientific program is organized around four key themes. In your submission, please select the key theme that best aligns with the focus of your industry session:
More information about the review
-
ISN HQ – to verify that there are no scheduling conflicts or duplicate speaker bookings and to check that ISN and WCN working group members are only involved in 2 symposia per ISN policy.
-
WCN Congress Organizing Committee (COC) – to assess scientific quality and avoid duplication with the main congress program.
Changing your program after approval
We understand that last-minute changes may occur. Changes fall into 2 categories:
- Spelling, wording: these can be submitted in the online portal until February 28. They will be implemented by the team during the first week of March
- Topic, speaker, program: changes like ill require an additional round of approval by the Congress Organizing Committee (COC). Please contact the ISN team promptly and before editing your submission on the portal
What is included in the package?
Please see below a list of the aspects included in each symposium booking:
- Rental of the room and standard set up
- Standard AV equipment and technician support
- Display of your program flyer in the symposia e-book online
- Display of your program flyer on digital screens in exhibition hall (symposia station)
- Use of the speaker preparation room
- Use of congress logo on invitations and promotional documents
- Session recorded and made available with open-access on-demand for 12 months
- Five (5) symposium-only passes to access your symposium
- Catering is included for lunch symposia
- Live translation available in 60+ languages
What is not included
- Faculty registration
- Faculty travel
- Faculty hotel
Please note that ISN does not handle or arrange registration, accommodation, or travel for speakers participating in industry sessions.
It is the responsibility of companies to ensure that their moderators and speakers are properly covered for accommodation, travel and registration for the congress. Each company is allocated five symposium-only passes for employees or speakers who prefer not to register fully for the congress but wish to present.
WCN Faculty Members
WCN Faculty members involved in any industry session become ineligible for the WCN faculty travel policy. ISN will not reimburse flights or accommodation for faculty if they are involved in an industry session. We therefore kindly ask you to clarify this with your faculty and to put necessary arrangements in place with at minimum two nights accommodation and travel.
How is the room set-up?
This will be available in November, please check back.
Technicians will be present in the room, but no temporary staff is available and must be booked separately if needed. Due to a strict schedule, equipment and AV cannot be adapted or alternative equipment hired. Additionally, adding personal branding to session room chairs is not permitted.
Schedule
You may find the most up-to-date schedule here.
Breakfast slots: 08:00 – 09:00
Lunch slots: 12:45 – 13:45
Afternoon slots: 17:30 – 18:30
The slots are 60 minutes long. We recommend a structure of 45 minutes of presentations followed by 10-15 minutes of Q&A.
Access to the room
Companies can access the symposium room 15 minutes prior for setup, with technical staff available only during that time. Adherence to assigned start and end times is mandatory, with no extensions permitted. The room must be vacated and cleaned up immediately after the symposium ends. Please note that although we ask WCN faculty to maintain the schedule, sessions can sometimes run late. We appreciate your understanding. It is possible to book a longer rehearsal; please refer to ‘Add-ons’ section.
Catering
Lunch slot (12:45-13:45) → Catering is included in the package and arranged by ISN. Boxed lunches will be distributed to delegates entering your symposium room. This service starts 15-minutes prior to the assigned session time. Vegetarian and vegan options are provided automatically.
Breakfast and afternoon slots → Catering is not included in the package. It can be booked on additionally through Kuala Lumpur Convention Centre. Menus and booking details will be shared here in November, please check back.
Language and translations
The official congress language is English, but presentations in other languages are allowed if slides are in English and clearly indicated in promotional materials. An English transcript will be shown live on session screen. Additionally, the ISN offers live AI translation for sessions in over 60 languages. To ensure accuracy, we ask you submit a list of key terms relevant to your session e.g. trial names, molecules, doctors, medical terms etc. via email by mid-February 2027. For any questions, contact [email protected].
Recording
All symposia are recorded and made available with open-access on-demand on the ISN Academy for a period of 12 months. If you wish to conduct compliance checks before the upload, please notify us in advance.
Companies may request a copy of the recording for internal use only. Companies are not allowed to post or share recordings outside of their organization. Requests should be emailed to [email protected] after the congress.
Please kindly note that if you do not use slides during your session, it will not be recorded.
Faculty
A maximum of five faculty members (speakers and moderators) is allowed per symposium.
Slides
Companies are responsible for ensuring presentation slides are uploaded in the Speaker Preview Room. The SPP is located on level 3 in Club Suite 4. Slides must be uploaded at least three hours prior to start of session – either by instructing speakers to do so, or by collecting all slides and uploading them on behalf of speakers. If the latter, please ensure that each presentation is saved as a separate file on your USB stick, rather than merging them into one file. Presentation slides should be stored on a USB memory stick. Technicians will be available in the room to provide assistance.
Managing presentations from personal laptops directly in the session rooms is prohibited. When slides are uploaded in the Speaker Preview Room, owner grants ISN the necessary consent to display the slides during the congress and upload them to the ISN Academy.
The Speaker Preview Room is accessible:
- March 31: 14:00-19:00
- April 1: 07:30-18:30
- April 2: 07:30-18:30
- April 3: 07:30-18:30
- April 4: 07:30-13:00
Due to a very strict schedule the intermission slides will be ISN/WCN looping only.
All presentations are held in Microsoft PowerPoint on a PC running with Windows. Please note that the congress computers in the session rooms are being supplied with Microsoft Office 2019 or higher. If you are using other software than Microsoft PowerPoint on a PC running Windows (example: OpenOffice, PowerPoint for Mac, Keynote) please make sure your presentation is converted to Microsoft PowerPoint for Windows PCs. Please give your file name an extension ‘.PPT’ .PPTX’. Technical instructions:
- 16:9 (wide screen) ratio
- Preferred page setup is landscape orientation
- Use high-contrast colors: light text on dark background or vice versa
- It is not recommended to use time-controlled transitions
- Recommended to use a font size of minimum 28
- If including videos in your presentation, please make sure to check that they work in the speaker preview room at least 2 hours prior to your session
- The lighter (in size) your PowerPoint presentation is the easier to handle
- If you are using a company-specific font please ensure that you bring the font files with you on the USB stick
(If your security protocols do not allow you to use a USB stick to upload the presentations, it is possible to send them via an email address provided by the technical team in the SPP room – kindly specify the date, time and room in your email)
Important information for Mac users
In order to use a Mac presentation on a PC-compatible computer, please note that you need to prepare it according to the instructions below, before bringing it to the speaker preview room.
- Use a common font, such as Arial, Times New Roman, Verdana, etc. (special fonts might be changed to a default font on a PowerPoint-based PC).
- Insert pictures as JPG and PNG files (and not TIF, or PICT – these images will not be visible on a PowerPoint-based PC).
- Use a common movie format, such as AVI, MPG, and WMV. MOV files from QuickTime will not be visible on a PowerPoint-based PC
Promoting your symposium
Industry symposia are commercially-supported educational activities held during WCN. Therefore, the sponsoring company needs to ensure that all publications referring to their symposium mention: ‘Official WCN’27 sponsored session‘ to avoid any confusion with the official WCN’27 program.
Symposia promotional materials must comply with ISN’s advertising policy and should not show specific product/services information, photo, graphics or brand names. Companies may refer to pipelines, disease state awareness campaigns and/or invite delegates to visit your booth for more information about specific treatments. All promotional materials must be reviewed by the ISN HQ.
Description →
Companies should provide a brochure flyer that promotes your session. It will be placed in the:
1. Symposia program online e-book
2. Looped on the digital screen in the exhibition hall (‘symposia station’) promoting all symposia.
This is all organized by ISN and included in your package.
Specifications →
- Size: A4 (210mm W x 297mm H)
- Orientation: Vertical/Portrait
- Format: PDF
- Color mode: RGB
Deadline →
February 15, 2027 via email to [email protected]
Description →
Companies should provide high-resolution square pictures of their faculty for listing in the app and scientific program.
This is all organized by ISN and included in your package.
Specifications →
- Size: 1200×1200 px
- Format: JPEG
Deadline →
February 15, 2027 via email to [email protected]
Description →
In the congress app, which is available to all delegates, symposia sessions will be listed (see image below). All companies have the option to provide a banner image for their session page. This is optional; if no banner is provided, the page will default to the WCN branding, similar to the other scientific sessions.
This is all organized by ISN and included in your package.
Specifications →
- Size: 1200 W x 600 H px
- Orientation: Landscape
- Format: JPEG
- Color mode: RGB
Deadline →
February 15, 2027 via email to [email protected]
All symposia organized at WCN will be listed on the following platforms:
- Congress Website (starting February): Title, time/date, faculty, and presentations
- Social Media (scheduled for March): A collective post featuring the titles, date/time, and company logo, linking to the congress website page with full details
- Email (scheduled for March): A collective post featuring the titles, date/time, and company logo, linking to the congress website page with full details
- Pocket Program (on-site): Title and time/date
- Slides (on-site): Title and time/dates
This process is automated by ISN and is included in your package. No additional information is required from you for this.
Companies are authorized to bring one (1) self-standing roll up banner to be placed outside the symposium room. Companies are requested to place the roll up banner themselves 30 minutes before the symposium and dismantle immediately after the symposium ends. The specifications of the banner should be no larger than standard 85cm W x 2m H roll-up banner.
Add-ons
We suggest booking additional advertising to effectively promote your industry session for maximum delegate attendance. Below are some selected options for your consideration:
- Congress Website – Leaderboard – Registration Individual Delegate Page Fee: $7,500 Ref code: #CWRD
- Congress Website – Leaderboard – Registration Main Landing Page Fee: $7,500 Ref code: #CWRM
- Congress Email Fee: $5,000 Ref code: #CE
- Push Notification Fee: $7,500 Ref code: #PN
- Digital Visibility Fee: $18,000 Ref code: #DV
For more information on each, and to view the full selection of advertising options, please consult the industry prospectus or speak with your ISN contact.
Brand Your Room
All lecterns will have WCN branding by default. It is possible to customize the lectern with your own company branding. Each symposium room will be provided with one (1) speaker lectern. Please place your order via the booking form before February 15, 2026.
The specifications are: 1080×1920 pxl. The file should be submitted in PDF format. Please leave 1/3 empty space at the top of your artwork; this is where the speaker’s name will be projected by the congress AV team.
Fee: $750 USD
Lead Retrieval
This service includes access to scanning for 5 simultaneous devices, two mobiles and two clip-ons for faster scanning. It is possible to book temporary staff for help for an additional fee, please check the relevant accordion. The service provider will create a separate account on the congress platform, dedicated to scanning to avoid sharing personal information with any temporary staff. This account can be shared amongst team members on any devices connected to internet (5 simultaneous logins maximum) but for convenience, we’ll provide two phones with clip-ons for faster scanning.
During the registration process, delegates opt in to share registration information when they allow their badge to be scanned. We handle all shared data in full compliance with GDPR regulations.
How it works
- Provide us with the email address under which to set up the access
- Service provider to send out login credentials for your dedicated scanning account
- Scan the delegates badges.
- To view your list in real time, all scanned leads will appear under My Scanned Leads on the dashboard. You can download the list as an Excel (.xls) file.
Fee: $1,000 USD
Booking deadline: January 31, 2027
While ISN allows livestreaming, in-person chairs and speakers are highly recommended. Contact [email protected] if any speakers need streaming.
It is possible to add on the option of livestreaming industry symposia to an online audience. Following conditions apply:
- Open-access for HCPs
- Congress registration not required
- To access viewers must provide:
- name
- country
- confirmation of HCP status
Companies choosing this paid option will have their symposium streamed from the venue to a webpage on www.theisn.org/wcn via Vimeo. Companies receive a URL link for communications, also available on the congress website with industry symposia programs.
ISN generate viewer reports for companies, including total and unique views and country breakdowns, delivered after the symposium. The booking deadline is January 15, 2027.
Fee: $7,000 USD
As standard, microphones on stands will be available in each room for Q&A. Depending on your preferences, we are sharing below some additional Q&A options. All adaptions must be booked and organized no later than January 15, 2027. Requests must be emailed to [email protected]. For any non-standard options, we strongly recommend companies organize a rehearsal slot for practice to ensure smooth running during the day.
- Handheld mics: It is possible to order handheld mics, if preferred. You may wish to also organize temporary staff to manage the mics as there are no staff in the room by default.
- Online Q&A: Companies may provide ISN with all details of their chosen Q&A system (QR code, link…) to be embedded in their sessions’ screen.
- Polling devices: Companies may rent polling devices with ISN.
- Evaluation forms: ISN can support with sending evaluation forms to all delegates.
Companies have the option to reserve rehearsal slots for their sessions. Rehearsals offer valuable benefits, including the opportunity to:
- Visit the room ahead of time
- Review the technical setup
- Ask questions to the technical team
- Test any non-standard AV systems
- Conduct a brief run-through of presentations and slides with your faculty
During the rehearsal, a technician and an ISN staff member will be present in the room. If companies wish to have faculty attend, they are responsible for extending the invitations. Please note that a limited number of rehearsal slots will be available on Friday, April 2 and Saturday, April 3, allocated on a first-come, first-served basis.
If you have booked this service, we will reach out directly with your allocated slot. The booking deadline is January 15, 2027. Check availabilities with [email protected].
Please note that if you are a platinum level supporter you have one (1) complimentary rehearsal slot in your package – please read ‘Platinum, gold and silver’ section of this manual for more details.
Fee: $1,500 USD
Temporary staff are available to hire to provide support during your industry symposium including assisting with delegate flow, basic session coordination, badge scanning and other operational requirements.
Staff will be proficient in English and wear business formal attire. Staff will be working 8 hours with one hour lunch break.
Companies are responsible for managing the necessary access for temporary staff they hire. All staff inside the room must wear a valid badge.
Additional guidelines for promoting staff: A maximum number of two (2) guiding staff are allowed in the congress center to direct people to your industry session by holding signs, starting from 60-minutes prior to your assigned session. They must stay in the main areas or at your booth (with valid badge) but must not distribute in any congress session.
MYR 500 per person; per day (8 Working Hours)
Download your exhibitor checklist!
Exhibition hours
Thursday, April 1 16:00 – 20:00 (Standby requested from 15:30)
Friday, April 2 10:00 – 19:00
Saturday, April 3 10:00 – 19:00
Sunday, April 4 Closed
Location
Exhibition halls 1 & 2 are located on the ground floor in the east wing of the Kuala Lumpur Convention Centre.
Schedule overview
Exhibitors or contractors who fail to complete their booth within the allotted setup or dismantling time will incur hourly penalty, payable on-site to the Official Contractor via QR payment or credit card.
Please note that air conditioning will not be provided during the build-up and tear down periods.
Details of the phases
Permitted activities:
This phase is dedicated to the construction of custom-built booths. It includes the assembly of the structure and fundamental setup. All necessary building materials must be delivered to the site to construct the booth framework.
Once booth plans have been received and reviewed, a detailed carrying-in schedule for exhibitors will be prepared by exhibition management. This schedule is designed to all contractors and any required machinery can move in smoothly without too much congestion. The final schedule will be will be announced by the exhibition management company directly to exhibitors.
By the end of this phase, the stand structures should be largely completed. Exhibitors may then begin decorating, painting, and installing graphics and electrical components.
Please ensure that passageways in the exhibition hall remain clear of packing materials, construction debris or waste. Please pack and unpack items inside your booth; do not block the aisles or disturb other exhibitors.
No storage facilities are provided to contractors or exhibitors.
Who may access:
✅ Access:
Contractors
❌ No access:
Delegates
Staff of exhibiting companies.
Permitted activities:
The structural setup of custom-built booths should be largely completed in the previous phase. In this phase, exhibitors should be focusing on decorating, painting, and installing graphics and electrical components.
It is also recommended that any specific displays or equipment be installed at this stage.
Simultaneously, exhibition management will be constructing the shell scheme booths. Once these structures are in place, printed wall artwork will be installed.
Exhibitors may inspect their custom-built booths to ensure completion by the end of the day, provided that they are wearing their exhibitor badges. Please coordinate with your contractor and avoid staying in the hall longer than necessary. You may be asked to step away if required. Please respect other exhibitors and maintain safety during ongoing construction activities.
Please ensure that passageways in the exhibition hall remain clear of packing materials, construction debris or waste. Please pack and unpack items inside your booth; do not block the aisles or disturb other exhibitors.
Who may access:
✅ Access:
Contractors
Staff of exhibiting companies with custom-built booths must be wearing exhibitor badges at all times. Please note that the WCN registration where you will be picking up your exhibitor badges will only open at 2 pm that day.
❌ No access:
Delegates
Staff of exhibiting companies
Permitted activities:
This day is dedicated to final adjustments to your stand, such as installing graphics, placing furniture, completing lighting installations, and setting up catering supplies. It is also the ideal time to bring in any printed materials, such as brochures.
Please note:
Construction and painting are strictly prohibited on this day.
Heavy displays or equipment should not be brought in, to protect the flooring. These items must be set up the day before.
Shell scheme exhibitors are encouraged to arrive early to inspect their booths. Any changes or issues should be reported to the on-site helpdesk in Hall 2, so they can be addressed before the show opens.
Exhibitors are welcome to use this time for internal stand walkthroughs or demonstrations with their teams. Please ensure all staff members have collected and are wearing their exhibitor badges.
Between 14:00 and 15:00 the organizers will carry out aisle cleaning in preparation for the event opening. All aisles must be free of any empties to allow general cleaning of the Hall 1 & 2. If anything is left on the aisles, it will be removed at the exhibitor’s cost.
Who may access:
✅ Access:
Staff of exhibiting companies wearing exhibitor badges
❌ No access:
Delegates
Contractors
Permitted activities:
We kindly ask that exhibitors ensure their booths are staffed as consistently as possible during the designated show hours. It is mandatory to staff booths during the scheduled program breaks throughout the day, as this is a key opportunity to welcome attendees, demonstrate products or services, distribute promotional materials, and engage in one-on-one conversations with healthcare professionals. All booth activities must remain professional, non-disruptive, and fully compliant with the medical advertising and ethical standards outlined in the sponsor manual.
Exhibitors will have access to the exhibition hall 30 minutes before and after each showtime phase to prepare or tidy their booths.
To gain entry, security will check badges at the entrance doors. You must present either an exhibitor badge or a full-congress badge that is part of your company’s group registration. Please note: if your full-congress badge was arranged separately and is not linked to your company’s registration, security will not be able to verify your affiliation, and you will be denied access to the hall.
Who may access:
✅ Access:
Delegates (Full congress badges)
Exhibitor badges
❌ No access:
Contractors
Permitted activities:
We kindly encourage all exhibitors to use this time to debrief with your team, tidy your stand, and begin preparing for the official dismantling scheduled for the following day. This includes packing up smaller items, organizing materials, and removing any personal or portable equipment where possible.
Exhibitors must restore the space and all provided items to a pristine condition.
Please ensure that passageways in the exhibition hall remain clear of packing materials, construction debris or waste. Please pack and unpack items inside your booth; do not block the aisles or disturb other exhibitors.
We appreciate your cooperation in ensuring a safe and organized breakdown process for all participants.
Who may access:
✅ Access:
Staff of exhibiting companies with custom-built booths – must be wearing exhibitor badges at all times.
Contractors
❌ No access:
Delegates (Full congress badges)
Download PDF printable version of this exhibition schedule
Loading area / Vehicle access
WCN’s exhibition will take place on the ground floor of KLCC in Hall 1&2. Each hall has one loading bay. 2 trucks are allowed per loading bay. KLCC has a specific parking where trucks should park and wait to access their loading bay. The exhibition management will provide exhibitors with an unloading schedule in due time. A vehicle pass is required for entry into the loading area. Place this pass on the windshield of your vehicle.
To ensure smooth move-in/out phase, please move your vehicle promptly after loading and unloading. Please follow the directions of security guards and exhibition management company staff.
Map of loading area
Specific information for exhibitors with shell scheme packages
Each 3m x 3m booth is equipped with the following items:
|
Wall Panels |
3m high White It is possible to customize your shell scheme. Please check Form 5 |
|
Fascia Board |
White background with company name (in text only) in black font. Corner booths will have 2 fascia boards. The fascia will include the text submitted in Form 1 The fascia board measures 3000L x 330H mm. It is possible to display your company logo instead of text for an additional fee; please contact [email protected] before February 26. |
|
Needle Punch Carpet
|
It is possible to change the color of the carpet via Form 4 |
|
1 x Reception Table |
Additional furniture, appliances, decorative items, and branding options can be ordered via Form 4 |
|
2 x Folding Chairs |
|
|
1 x Waste Bin |
|
|
2 x Fluorescent Lights |
|
|
Power Supply |
4A/230V (not for lighting) Your shell scheme package comes with basic electricity provisions. If you plan to order/use appliances on your booth that require more than 1KW of power, please ensure you request extra power supply as well. Power will be supplied during the hours of active build-up and show times . If you require overnight power (refrigerators etc.), please ensure to book this via Form 4 |
Depending on where your booth is located (aisle or corner) and the number of units ordered, the design of your shell scheme booth may differ slightly. Please find below renders of the possible formats.
9m² aisle booth 9m² corner booth 18m² aisle booth 18m² corner booth
- The standard height for all Black Maxima shell scheme booths is 3m (10 ft).
- Booth walls are finished with white laminate. Nailing, drilling, or painting on these walls is strictly prohibited. Panels may only be attached using double-sided tape. Any non-compliance will result in the exhibitor being liable for all resulting damages. Any damage to panels will be charged at USD 100 per panel, payable on the same day.
- All inkjet stickers, posters, and similar materials must be removed immediately after the exhibition ends. Failure to comply will result in cleaning or penalty fees of USD 50 per panel.
- Exhibitors must return all booths and rented facilities in good condition and will be responsible for any damage incurred during the rental period.
- No additional fittings or displays may be attached to the booth structure unless approved by the official contractor. Any protruding or cantilevered signage must comply with approved specifications.
Specific information for exhibitors with custom booths
Exhibitors who opted for customized booth will be given exhibition floor space only, without wall partition, basic furniture, electricity and other utilities. They are responsible for designing and constructing their own booths.
We are happy to recommend ES Exhibition Services as the preferred choice for booth builder company. If you would like to reach out to them to organize your custom booth, please send your request to [email protected].
Companies must submit their customized design to [email protected] by February 15, 2027. All elements below must be provided in one PDF file in the same email. Plans must include the following:
- A detailed scale drawing showing the proposed 3D design, including full dimensions and heights, with both plan and elevation views. The exact height must be clearly stated in the elevation view.
- A description of the materials to be used for stand construction, together with the building methodology.
- A layout plan showing the booth location within the exhibition, including details of any underlay or platform, especially for booths built on carpeted flooring.
- A risk assessment, including fire hazards, along with a method statement.
Booth designs will be review by ES, ISN HQ and the venue. Exhibitors will receive feedback on their design at the end of February and can be asked to modify their design based on the congress guidelines. If a guideline violation is found during build-up and/or showtimes, they will be asked to modify it on-site.
In case of any doubt, please follow these design submission guideline
External contractors
Exhibitors may appoint their own contractors for booth building/design provided that they fill in From 2 and 3. They are responsible for making sure all contractors have read this manual before starting their work.
Contractors must sign Form 2 and Form 3 and submit them to the exhibition management.
Form 3: Contractor Activity Sheet (mandatory for external contractors only) is to confirm compliance with regulations, schedules, and conduct. Only upon submission of the signed activity sheet and performance bond will contractors be allowed to bring materials on-site or commence work.
A non-refundable administration fee of USD13.00 per square meter is payable by the contractor to the exhibition management for liaison and approval with the relevant authorities. Non-official contractors are also required to submit a refundable performance bond of RM10,000.00 or USD2,650.00 per exhibiting company, payable to ES Exhibition Services Sdn Bhd, before permission is granted to bring materials into the exhibition hall and commence work. All rental order payments must be submitted before the stated deadline. The official contractor reserves the right to prevent contractors from moving in if payment is not received by the deadline.
Design specifications
Please consider the following important aspects when designing your booth:
The congress organizers are committed to making WCN accessible for everyone. All booths with a floor height of 2 cm or higher must have an angled ramp edge to ensure wheelchair access. The surface should be slip-resistant and have corner protection.
Exhibitors are not allowed to place any display materials or exhibits, nor extend their stand structures and fittings, beyond their contracted boundary.
- Each booth needs to have its own wall panel and it is not permitted to use the neighboring booth’s panel.
- No element of the booth can exceed the limits of the space, both in plan and height.
- Island booths are not allowed to construct full solid wall in all sides.
- Booth fronts: it is allowed to close with opaque panels up to 50% of each front that looks towards corridors of common circulation (as long as they include photographs, showcases, logos, etc.) This rule also applies to opaque elements that are removed from the front up to 1.0m.
- For booths with inside features taller than neighboring booths, the back panels visible to adjacent booths must be fully finished in plain white, without branding. If an unfinished portion of the booth or exhibit display is exposed, the booth contractor must make it presentable at the exhibitor’s expenses.
▪ An approved drawing must be obtained before booth construction begins. The official contractor and venue management reserve the right to reject any contractor or design deemed unsuitable. The final booth construction must strictly match the approved design and drawings. Any deviation may result in immediate suspension of construction without prior notice.
▪ All materials used for linings, drapes, or overhead structures must be non-flammable. Flammable materials are strictly prohibited unless treated with fire retardant.
▪ Failure to obtain written approval can result in costly alteration on site in the event that the designs or installations contravene fire and safety regulations, booth height limits and boundary or any space contract rules and regulations. Organiser, venue management or official contractor reserves the right to stop and disallow participation in lieu of failure to submit such designs for approval.
▪ Major painting and spray painting are not permitted within the venue. Only non-toxic, water-based paints may be used.
▪ All booth construction must be completed during the official build-up period. No touch-ups or corrective work will be allowed on April 1.
▪ All free-standing structures must be structurally safe and must not exceed the exhibition hall ceiling height. If a booth design does not comply with venue requirements, a structural engineer’s certificate may be required.
▪ Exhibitors and contractors must remove all debris, rubbish, and packing materials from the venue. Failure to do so will result in cleaning charges. No signage or furnishings may be placed outside the designated booth area.
▪ Customized structures located on the venue’s carpeted or tiled flooring, or as required by the venue, must include an underlay within the booth area and adequate floor protection prior to the commencement of construction. The contractor is required to install a platform and/or underlay within the booth area to meet any special requirements set by venue management. The underlay must have a minimum thickness of 12 mm.
Walls that connect to adjacent booths must be exactly 3 meters (10 ft) in height. They cannot be any lower or higher to prevent unfinished sections from being visible.
Exhibitors with booths measuring 18 m² or larger may build internal features and walls within their allocated space up to a maximum height of 4 meters. These internal features must be 1 meters away from any walls. All decorations must not exceed 4 meters including lighting and signage. However, all walls adjoining neighboring booths must still maintain the standard height of 3 meters.
Exhibitors with booths measuring 9 m² or below 18 m² are allowed to build at a maximum height of 3 meters.
Rigging is possible for exhibitors above their own booth, up to 4 meters maximum. You can order rigging through KLCC exhibitor service portal.
Congresses often generate significant waste, emissions, and resource use in a short time. ISN is working on reducing WCN’s environmental impact. By embedding sustainable practices into how we plan, build, and deliver our congress, we can dramatically reduce that footprint. Therefore we strongly encourage exhibitors to consider the below:
- Design booth elements to be recyclable or reusable for future events
- Avoid PVC and plastic, use recycled or biodegradable materials instead
- Source materials and production locally
- Use lightweight booth materials to reduce transport emissions
- Use LED lighting instead of traditional bulbs
- The official contractor has been appointed to handle all electrical work on-site, including lighting installation, wiring, and connections for both shell scheme and raw space booths. For safety reasons, no other electrical contractors will be allowed to perform any electrical work on-site.
- No electrical installations may be suspended from the roof of the exhibition halls or affixed to any part of the building structure. Additionally, no fittings may extend beyond the boundaries of the designated installations and must be properly safeguarded against electrical overload.
- Each exhibit must use only one power point at a time. The use of multi-plugs is strictly prohibited, as it can lead to electrical overloads, tripping, and potential damage to machines or items. The organizer and official contractor will not be held responsible for any damage caused by electrical issues, including overloads or tripping.
- Contractors and exhibitors providing their own lighting fixtures will incur a charge for the lighting connection. Each lighting connection is charged per item, with a maximum of 100 watts per fixture.
- Charges for lighting connections, including LED lighting, will be based on the number of tubes, bulbs, or meters of strip lighting used on the stand. Lightboxes will be charged according to the number of tubes contained within each unit. Exhibitors and contractors are strictly prohibited from using power points for lighting items.
- All electric lighting must be installed at a minimum height of 2.2 meters above floor level. Lighting must remain within the confines of the exhibition booth, with no protrusion into the aisle areas.
- Contractors are required to order temporary power for any setup or dismantling activities that require electricity.
- Exhibitors and contractors must ensure they have ordered sufficient power supply for any machines to prevent electrical overloads and tripping. Please note that each shell scheme is provided with one (1) 13A/230V power socket (4Amp output) as part of the standard booth package.
- Exhibitors and contractors must ensure they have ordered sufficient power supply for any machines equipment to prevent electrical overloads and tripping.
- Exhibitors and contractors must also order sufficient 15A/230V power points for LED screens.
- The official contractor, organizer, or venue management reserves the right to disconnect the electrical supply to any installation deemed unsafe or likely to cause disruption or inconvenience to visitors or other exhibitors, as assessed by the Electrical Chargeman.
Optional additional orders
KLCC Exhibition Services Portal
KLCC uses an online portal for some exhibition services. Please open the link below and follow the steps:
- Open link below and sign up
- Complete required details as a new user on your first visit to the site
- Input your booth number and click “Ok”
- You will be taken to the homepage to browse and purchase products and services and pay online (as
well as the incentive rate deadline) - Your order will be sent directly to our teams to process in readiness and you will also receive an email
confirmation
Use the KLCC portal to order the following services:
- Catering – Please note that external catering is not allowed
- AV
- Cleaning – General exhibition cleaning is organized by ISN but the cleaning team will not service individual booths as standard
- Internet connection – For activities requiring high bandwidth, we recommend arranging a dedicated wired internet connection with a private booth WiFi.
- Rigging – custom booth exhibitors are allowed to order rigging above their booth at a maximum height of 4 meters
KLCC Portal
Supplier →
ES Exhibition Services
Details →
There is large range of furniture and appliances available to choose from. Exhibitors must ensure they have ordered sufficient power supply for any machines, AV or power hungry equipment to prevent electrical overloads and tripping.
Booking form →
Form 4
Deadline to book →
February 26, 2027
Supplier →
ES Exhibition Services
Details →
This form is to order shell scheme printing, storeroom and other equipement such as LED with USB support, TV standee etc.
Booking form →
Form 5
Deadline to book →
February 26, 2027
Supplier →
ISN & 360 degrees
Details →
This service includes access to scanning for 5 simultaneous devices, two mobiles and two clip-ons for faster scanning. It is possible to book temporary staff for help for an additional fee, please check the relevant accordion. The service provider will create a separate account on the congress platform, dedicated to scanning to avoid sharing personal information with any temporary staff. This account can be shared amongst team members on any devices connected to internet (5 simultaneous logins maximum) but for convenience, we’ll provide two phones with clip-ons for faster scanning.
During the registration process, delegates opt in to share registration information when they allow their badge to be scanned. We handle all shared data in full compliance with GDPR regulations.
How it works
- Provide us with the email address under which to set up the access
- Service provider to send out login credentials for your dedicated scanning account
- Scan the delegates badges.
- To view your list in real time, all scanned leads will appear under My Scanned Leads on the dashboard. You can download the list as an Excel (.xls) file.
Booking form →
Form 7
Deadline to book →
January 31, 2026
Fees →
$1,000
Further information →
Supplier →
Kristal Logistics
Details →
It is strongly recommended to order shipments through the congress official freight forwarder Kristal Logistics. Kristal has a lot of experience and works with local company Rogers Asia.
All shipments and deliveries should be coordinated with Kristal. Please refrain from arranging any shipments to the location without prior consultation. Advance deliveries and freight shipments are not allowed prior to the move-in date.
All exhibitors will be contacted by Kristal to fill out this Stand contractor form. This form is mandatory, please sign it and return it by January 15, 2027.
Booking Form →
Deadline to book →
January 15, 2027
Fees →
To request a quote, please contact [email protected].
Supplier →
Anderes Fourdy Events
Details →
It is possible to hire temporary staff to provide general assistance at your exhibition booth, to help with badge scanning, to assist with delegate survey etc. Staff will be proficient in English and wear business formal attire. The total working hour is 8 hours per day with one hour of lunch break either from 12:00 – 13:00 or from 13:00 to 14:00.
Companies are responsible for managing the necessary access for temporary staff they hire. All staff inside the hall must wear a valid badge.
Booking Form →
Deadline to book →
February 26, 2027
Fees →
500 MYR per person per day
Safety regulations
Please appoint a person responsible for managing the progress of the entire construction work and establish a comprehensive safety management system. Please note the following safety regulations:
View Safety Regulations
Balloons
Exhibitors wishing to use balloons must obtain permission from the official contractor or hall management at least one (1) month prior to the build-up date. The written request should include:
- Location of stand displaying the balloons
- Types and sizes of balloons
- A 3D photo of the balloons
- Types of gas used
- Toy balloons containing HELIUM are prohibited. The placement of balloons should not obstruct the view
of CCTV cameras or the water sprinkle system.
Animals
Live animals are not permitted in the venue
Exhibition management
The organizer reserves the right to be the sole judge of any exhibits and may, at their discretion, require any exhibit to be immobilized or removed.
Chemicals
Exhibitors intending to use hazardous substances must submit full details to the official contractor for approval prior to the exhibition.
For safety reasons the organizer will monitor the number of people coming into the exhibition hall and may limit access in case of overcrowding.
Emergency procedures
Organiser and official contractor have an emergency evacuation plan to enable successful evacuation of staff, exhibitors and visitors in the case of fire or other emergencies.
Action upon hearing the fire alarm:
- Upon the sounding of the emergency tone, immediately stop any ongoing activities.
- Stay at your location and wait for instruction from the floor warden or the PA system.
- After receiving the evacuation order, evacuate the building in an orderly manner to the assembly area.
Evacuation area:
- Organiser, exhibitors, visitors and contractors in any hall or any part of the centre must be assembled at the nearest assembly area.
- The evacuation route and assembly area are outlined on the maps shown.
- The map should be studied by all exhibitors, contractors and all their staff or agents as part of their familiarisation with the venue physical infrastructure.
Fire safety
All fire protection systems, exits, and evacuation routes must be kept unobstructed. No item may remain within 3 meters of any exit. The storage of combustible materials is prohibited, and toxic or hazardous substances, including flammable liquids and compressed gas, are not allowed.
Protection
Only aluminium scaffolding/aluminium ladder/steel ladder are allowed to use in the hall.
All scaffolding or temporary seating must be erected by a licensed person in accordance with the manufacturer’s instructions and certified by an engineer in writing; also a hand-over certificate must be completed. A copy of engineer’s certifications and hand-over certificates must be provided to Centre’s Health & Safety Officer at least 24 hours. Scaffolding that is above 2 meter height must be inspected by certified scaffolder registered with DOSH and scaffold tagging must be display on the structure itself.
Contractors working at height on the scaffolding must be equipped with proper PPE (Personal Protective Equipment)
Damages
The ISN shall not be held liable for any damages resulting from issues related to light installations, electricity, drainage, and similar matters. They also bear no responsibility for any interruptions in these services caused by external factors that may impact the exhibition’s progress. Furthermore, any damage incurred to the venue, its structures, shell scheme stalls, or the disposal of booth construction waste left on-site after the event will lead to penalties for the exhibitor or contractor for any violations of the organizer’s or venue’s regulations.
Giveaways
Gadgets that are distributed to participants should be professional in nature and should not exceed a maximum value of $10 USD per item. Sharp, pointy or dangerous objects are not allowed. The organizer reserves the right to request invoices of giveaways at any time.
Please consider giving away reusable, sustainable and plastic-free swag. Good ideas include: world travel chargers, fun custom socks, custom fanny pack…
Provide details for the congress app
Exhibitors will be listed in the congress app. Please send by February 15, 2027 your company bio, social media handles, website link, banner (optional) for listing on the congress app to [email protected]. If we have a company profile from a previous congress on file, please kindly note that we will use it unless you provide us with an updated version. All companies have the option to provide a banner image for their exhibitor page (to be placed behind their square logo). This is optional; If no banner is provided, the page will default to the company logo. The specification for the banner are:
Size: 1200 H x 600 W px
Orientation: Landscape
Format: JPEG
Rules around promotion
Exhibitors are not allowed to place stickers, signs or posters anywhere in the halls other than within their own stand and on paid advertising poster sites and billboards. Likewise, exhibitors’ representatives may not distribute brochures, invitations, etc. outside of their booth boundaries including along the gangways or near the entrances/exits.
Booth presentations
These are permitted provided the following guidelines are followed. Exhibitors who intend to provide demonstrations or make presentations during the exhibition must strictly follow rules & regulations below:
Such demonstration and presentation do not interfere with the conduct of business of other exhibitors in terms of sound, nor cause any smoke or fumes.
In case of use of loudspeaker for demonstration / presentation in your booth, any loudspeaker must face on to exhibitor’s stand only and maximum volume is 70 decibel measured from distance of 3 metres away from the booth.
Noise limits
All exhibitors must be considerate of their noise levels for neighboring booths in the exhibition hall (max sound level may not exceed 70dB when measured 1 meter from stand). Activity or equipment that is considered to generate excessive noise or flashing lights is not allowed. Exhibitors must follow the relevant licensing provisions for use of music and TV on their stands.
Recording / Photography
Exhibitors wishing to film or record within their booth must obtain prior approval from ISN by contacting [email protected]. Exhibitors are responsible for ensuring that any photograph or filming complies with data protection regulations, including avoiding the capture of identifiable attendees without lawful basis. ISN’s lawful basis for official event recording is its legitimate interest in promoting educational and scientific activities.
Exhibitors must ensure their photographers and camera crews have the necessary access badges and adhere to all ISN filming guidelines.
Map
Posters are positioned around the perimeter of the exhibition hall. Please note that booth numbers will be updated closer to the congress to be in numerical order to facilitate the delegates journey.
We will confirm your final booth number before early 2027.
Overview of all forms
Please submit the forms relevant to your booking. Please note that these orders can only go through the official suppliers provided below (except for catering). The deadline to order and return address are listed on top of each form.
| Form 1: Shell Scheme |
February 26, 2027 |
Shell scheme exhibitors → Mandatory |
| Form 2: Raw Space |
February 26, 2027 |
Custom-built exhibitors → Please complete only if you’ve hired an external contractor |
| Form 3: Contractor Activity Sheet |
February 26, 2027 |
Custom-built exhibitors → Please complete only if you’ve hired an external contractor |
|
February 26, 2027 |
Custom-built exhibitors → Optional
Shell scheme exhibitors → Optional |
|
| Form 5: Store Room, Shell Scheme Upgrade and Other |
February 26, 2027 |
Custom-built exhibitors → Optional
Shell scheme exhibitors → Optional |
|
February 26, 2027 |
Custom-built exhibitors → Optional (If applicable)
|
|
| Form 7: Lead Retrieval |
January 20, 2027 |
Custom-built exhibitors → Optional
Shell scheme exhibitors → Optional |
| KLCC Portal |
|
Custom-built exhibitors → Optional
Shell scheme exhibitors → Optional |
|
January 15, 2027 |
Custom-built exhibitors → Optional
Shell scheme exhibitors → Optional |
|
|
January 15, 2027 |
Custom-built exhibitors ➔Mandatory
Shell scheme exhibitors ➔Mandatory |
|
|
February 26, 2027 |
Custom-built exhibitors ➔Optional
Shell scheme exhibitors ➔Optional |
Guidelines
The following restrictions and policies are applied during WCN:
- Companies are not permitted to organize unofficial industry symposia or similar corporate-organized events that are open to general congress participants to attend, either on or off-site.
- WCN logo/branding may not be used in ancillary events.
- Small meetings may take place in parallel with congress sessions provided they do not convene large groups of people and are limited in time (no full- day meetings are allowed).
- Meetings may only be attended by invited participants and may not be open to the general congress participants.
Welcome desk & banners
Companies are allowed to place one (1) roll-up banner outside of their meeting room door showing ‘Company name/logo – Meeting room’ to help guests locate the room easily. Banner must be free of any branding or product advertising.
All rooms come with a welcome table with two chairs located outside of the room. Please ensure that the desk does not obstruct any hallways and that the footprint is kept to a minimum.
Security
Companies take full responsibility at all times for the security of their meeting rooms and the personal and/or venues items in them. Occupants may only leave belongings overnight if consecutive days are booked, at their own risk.
Rooms at KLCC
The congress center is strategically situated and offers convenient transportation, as well as various commercial facilities.
Ground Floor – Main Entrance, Exhibition Hall
Level 3 – Session Rooms, Business Meeting Rooms 302- 311, Executive Suites 4 & 5
Level 4 – Session Rooms, ISN Internal Meetings
Please click below to drop down the capacity, location and size of each meeting room.
| Room | Capacity | Size |
| 306 | 30 PAX | 130m² |
| 307 | 21 PAX | 55m² |
| 308 | 16 PAX | 43m² |
| 309 | 16PAX | 43m² |
| 310 | 14 PAX | 51m² |
| 311 | 12PAX | 50m² |
| Suite 5 | 10PAX | 34m² |
| Suite 6 | 10PAX | 34m² |
| 302 | 24 PAX | 118m² |
| 303 | 24 PAX | 113m² |
| 304 | 28 PAX | 112m² |
| 305 | 28PAX | 110m² |
Access
The rental rates cover 8:00 to 19:00 for the 3 full congress days from April 1-3, 2027 and from 8:00 to 14:00 on the last day, April 4.
One key card per room will be available for collection starting March 31 between 14:00 to 19:00 at the registration desk. Keys should be returned to the same room on April 4 by 14:00.
Map
Please refer to the venue floorplan below to view the location of the meeting spaces.
What is available in the room?
Each of the meeting rooms are set-up in the following way:
- U shape set-up
- Screen/projector
- Water will be available on table
Wi-Fi
All meeting rooms are equipped with the WCN dedicated Wi-Fi connection. If you are planning to hold hybrid meeting or any activities that require a strong connection we recommend booking a dedicated wired internet connection for your room.
We will provide booking details here in November, please check back.
Catering
It is possible to organize additional catering for your meeting room. Please note that external catering is not allowed and all orders must go to KLCC.
We will share the menu with the different options and other information in November.
Rooms at Traders Hotel
Traders Hotel has a direct access to the KLCC. Meeting rooms are located in the business center of the hotel on level 8.
|
Room |
Capacity | Size |
| Traders 1 | 8-10 PAX | 31m² |
| Traders 2 | 10-12 PAX | 39m² |
| Traders 3 | 10-12 PAX | 26m² |
Access
The rental rates cover 8:00 to 18:00 for the 3 full congress days from April 1-3, 2027 and from 8:00 to 14:00 on the last day, April 4.
A staff member from the hotel will manage room access.
Map
Please refer to the venue floorplan below to view the location of the meeting spaces.
What is available in the room?
Each of the meeting rooms are set-up in the following way:
- Boardroom set-up
- Screen/projector
- Water will be available on table
- Wi-Fi
Catering
It is possible to organize additional catering for your meeting room by contacting GMTC at [email protected]. They will provide menus, quotes and booking deadline to you directly.
Roundtable
If you have booked the roundtable option, we will be in touch directly late 2026 to communicate the steps and deadlines.
Overview of the process
- Step 1 (between now – January): Decide on your program. Invite and confirm availability of your speakers and moderators.
- Step 2 (December 11): Receive login credentials to access online submission portal.
- Step 3 (no later than January 15, 2027): Submit program for approval.
- Step 4 (after Juanuary 27, 2027): Feedback on your program will be provided. You will receive an email to inform you that your program is fully approved, or to share any feedback from the review. In most cases, adjustments are not usually requested.
- Step 5 (starting February): The promotional phase will commence. ISN will upload your program to the website.
How to submit your program in January
Submission is made on the congress online portal and must be complete by January 15. Ensure to check the availability of your speakers before submitting your program. Please do not send information by email/excel.
On December 11, main contacts will receive login details to access the congress portal and submit their session program. Credentials will be sent our from [email protected], please add this email to your safe sender list to ensure you receive them without any issues.
Only one set of credentials will be issued per company so please ensure that you share with relevant colleagues within your organization. Each spotlight slot must be submitted as a separate entry.
Please note, any submissions received after the deadline will not receive feedback until late February and will not be included in the first website upload.
Information required for submission
The form will request the following details. We’ve provided them here in list format so you can begin gathering the necessary information to complete the form.
Session information
- Date
- Time
- Stage number
- Session type
- Theme (please refer to picture below)
- Session title (max 130 characters incl. spaces)
- Session description (max 600 characters incl. spaces)
Chair(s)
- First name
- Last name
- Country
- Gender
Speaker(s)
- Presentation title
- Length of talk
- First name
- Last name
- Country
- Gender
We kindly ask that, in line with the ISN Position Statement on Diversity, industry sessions are diverse from a gender, ethnicity and cultural perspective.
More information about the review
-
ISN HQ – to verify that there are no scheduling conflicts or duplicate speaker bookings and to check that ISN and WCN working group members are only involved in 2 symposia per ISN policy.
-
WCN Congress Organizing Committee (COC) – to assess scientific quality and avoid duplication with the main congress program.
Changing your program after approval
We understand that last-minute changes may occur. Changes fall into 2 categories:
- Spelling, wording: these can be submitted in the online portal until February 28. They will be implemented by the team during the first week of March
- Topic, speaker, program: changes like ill require an additional round of approval by the Congress Organizing Committee (COC). Please contact the ISN team promptly and before editing your submission on the portal
What is included in the package?
Please see below a list of the aspects included in each symposium booking:
- 30-minute presentation slot
- Stage, AV and screen available to use
- Full spotlight stage schedule promoted via email and social media before, during and post-congress
- Your program details displayed on the congress app, congress website and signage in the venue
- Two (2) exhibitor badges for your staff and faculty to access
How is the area set-up?
The stages are located in the exhibition hall and are equipped with the following:
- Mini stage
- Speakers
- 3 stools for presenters
- Laptop for presentations
- 2-3 microphones
- Large screen
- Casual seating 60 capacity
Please note that this set-up is subject to changes.
A technician will be present in the area, but no temporary staff are available and must be booked separately if needed. Due to a strict schedule, equipment and AV cannot be adapted or alternative equipment hired. Additionally, adding personal branding to session room chairs is not permitted.
Regular Wi-Fi is available which will be sufficient for normal usage, but not for downloading heavy files or streaming. Technical support staff includes an audio operator, IT operator and English-speaking area support. ISN staff will also be available onsite to support. These photos provide an example of the area in previous congresses (as reference; actual set-up may differ).
Schedule
April 2 |
April 3 |
|||
| Stage 1 | Stage 2 | Stage 1 | Stage 2 | |
| 10:15-10:45 | Slot 1 | Slot 2 | Slot 13 | Slot 14 |
| 10:50-11:20 | Slot 3 | Slot 4 | Slot 15 | Slot 16 |
| 15:00-15:30 | Slot 5 | Slot 6 | Slot 17 | Slot 18 |
| 15:35-16:05 | Slot 7 | Slot 8 | Slot 19 | Slot 20 |
| 16:10-16:40 | Slot 9 | Slot 10 | Slot 21 | Slot 22 |
The complete spotlight schedule including ones from several ISN groups will be listed on the congress website in February.
In addition to sessions hosted by various companies, the ISN will present engaging talks on the Spotlight Stages, covering a range of topics throughout the day. The opening hours for the stages follow exhibition’s hours.
Companies must strictly follow the specified start and end times of their reserved slots, as extensions beyond the allocated timings are not permitted under any circumstances.
Access to the area
Please advise your staff and speakers to arrive at least 20 minutes prior to the start of your session. Note that the exhibition opens at 10:00, with the first entry slot at 10:15 (unless attendees hold exhibitor badges). Faculty may be coming from previous engagements and may not be familiar with the location of the Spotlight Stage, so it’s important to allow sufficient time for them to get settled.
Promotion
The sessions on the Spotlight Stage are published and promoted on the congress app, congress website and signage in the venue. Please reach out for information on booking additional promotion.
Spotlight Stage sessions are commercially-supported educational activities held during WCN. Therefore, the sponsoring company needs to ensure that all publications referring to their session mention: ‘Official WCN’27 sponsored session‘ to avoid any confusion with the official scientific program.
Faculty
There is a maximum of three faculty allowed per spotlight.
What is not included
- Faculty registration
- Faculty travel
- Faculty hotel
Please note that ISN does not handle or arrange registration, accommodation, or travel for speakers participating in industry sessions.
WCN Faculty members involved in any industry session become ineligible for the WCN faculty travel policy. ISN will not reimburse flights or accommodation for faculty if they are involved in an industry session. We therefor kindly ask you to clarify this with your faculty and to put necessary arrangements in place with at minimum two nights accommodation and travel.
It is the responsibility of companies to ensure that their moderators and speakers are properly covered for accommodation, travel and registration for the congress. Each company is allocated two symposium-only passes for employees or speakers who prefer not to register fully for the congress but wish to present.
Slides
Presentations for Spotlight Stage are not uploaded in the Speaker Preview Room; they are uploaded directly in the Spotlight Stage with the technician. Companies are responsible for ensuring that their speakers arrive at the stage prior to the session to upload their slides – either by instructing speakers to do so, or by collecting all slides and uploading them on behalf of speakers. If the latter, please ensure that each presentation is saved as a separate file on your USB stick, rather than merging them into one file. Presentation slides should be stored on a USB memory stick.
It is important to note that managing presentations from personal laptops directly is prohibited.
Guidelines
Please be aware that it is prohibited to use specific product information in artwork/promotions displayed outside of the exhibition hall. This regulation extends to all advertising and sponsorship opportunities. Photos, graphics, or brand names of products must not be used outside of the exhibition hall. Specifically, in the scientific session rooms. All of the sponsorships and advertising opportunities available from the congress organizers are compliant. Companies may refer to pipelines, disease state awareness campaigns and/or invite delegates to visit your booth for more information about specific treatments.
Given the global scope of the IFPMA Code, companies are expected to use the IFPMA Code as the minimum standard. The EFPIA and PhRMA Codes reflect the principles and rules of the IFPMA Code.
Please note that all advertising materials must be reviewed and approved by ISN HQ.
Dos and Don’ts: Pharmaceutical Promotion Outside Exhibition Hall in Kuala Lumpur.
Dos:
✅ Use company branding (company logo, corporate colors)
✅ Provide general corporate information, disease state awareness or educational content not tied to a specific product.
✅ Direct attendees to your booth for product-specific information.
Don’ts:
❌ Display product images, logos, or packaging of prescription drugs.
❌ Include any promotional claims about a prescription product (efficacy, dosing, safety).
❌ Distribute flyers, brochures, or giveaways that mention a prescription product name or brand outside of the exhibition hall.
Congress Venue
Description →
Your static artwork displayed for 10 seconds on a digital banner located on level 3. Content looped with ISN/WCN messaging.
Specifications →
- Size/ specifications: 1,920px x 360px
- Material/Application: Digital screen (LED)
Format →
- Bleed requirements: No bleed required
- Color profile/settings: RGB
- Required file format: PNG
Deadline to provide →
February 15, 2027
How to provide→
Email to [email protected]
Reference →
DB
Description →
Your design will be displayed in the inside panel of escalators connecting level 1 and 3 or level 3 and 4. Allocations will be communicated by ISN in due course. Please note that branding will be shared with WCN.
Specifications →
Level 1 to 3:
- Size/specifications: 11,560 mm x 600 mm (rectangle shape)
- Material/Application: Inkjet sticker
- No bleed required
Level 3 to 4:
- Size/specifications: 7,560 mm x 600 mm (rectangle shape)
- Material/Application: Inkjet sticker
- No bleed required
Format →
- Color profile/settings: CMYK
- Required file format: AI (Adobe Illustrator)
- Convert all fonts to outlines, embed fonts, and include all linked files
Deadline to provide →
February 15, 2027
How to provide→
Email to [email protected]
Reference →
ESC
Description →
Increase your brand visibility with our delegates in the exhibition hall by means of floor stickers, with as dimension one (1) meter by one (1). We have a maximum number of 10 floor stickers available, on a first come, first served basis (no limit per sponsor).
Specifications →
- Size/ specifications: 1m x 1m
- Material/Application: Inkjet sticker
- No bleed required
Format →
- Color profile/settings: CMYK
- Required file format: AI (Adobe Illustrator)
- Convert all fonts to outlines, embed fonts, and include all linked files
Deadline to provide →
February 15, 2027
How to provide→
Email to [email protected]
Reference →
FS
Due to the numerous promotional choices available, each option is designated with a unique reference code. Please use these codes when submitting artwork (e.g. Pocket Program_PP_Company name)
Description →
Your design on the main entrance glass panel. This entrance will see most traffic. The sign is shared with WCN branding and one other company.
Specifications →
-
Size/ specifications :
-
Right Panel: 1730mm x 2090mm (left edge) to 2000mm (right edge)
-
Left Panel: 1730mm x 2290mm (left edge) to 2250mm (right edge)
-
- Material/Application: Inkjet sticker
- No bleed required
Format →
- Color profile/settings: CMYK
- Required file format: AI (Adobe Illustrator)
- Convert all fonts to outlines, embed fonts, and include all linked files
Deadline to provide →
February 15, 2027
How to provide→
Email to [email protected]
Reference →
GE
Due to the numerous promotional choices available, each option is designated with a unique reference code. Please use these codes when submitting artwork (e.g. Pocket Program_PP_Company name)
Description →
Large banner dropping down from ceiling opposite in exhibition halls foyer. Hanging banners will be displayed alongside WCN branding and other companies.
Specifications →
- Size/ specifications: 4,000mm W x 2,000mm H (horizontal)
- Double sized
- No bleed required
Format →
- Color profile/settings: CMYK
- Required file format: AI (Adobe Illustrator)
- Convert all fonts to outlines, embed fonts, and include all linked files
Deadline to provide →
February 15, 2027
Reference →
HB
Due to the numerous promotional choices available, each option is designated with a unique reference code. Please use these codes when submitting artwork (e.g. Pocket Program_PP_Company name)
Description →
Your video ads on the LED screen pillar in the ground floor foyer. The pillar has 4 non-communicating screens. Since this an exclusive opportunity, two screens are dedicated for you and two screens will be for ISN/WCN branding or directional signage. You can provide two different videos for their screens.
Specifications →
- Size/ specifications: 960 px x 2160 px
- 60 sec max video
Format →
- Color profile/settings: RGB
- MP4
Deadline to provide →
February 15, 2027
Reference →
LEPS
Due to the numerous promotional choices available, each option is designated with a unique reference code. Please use these codes when submitting artwork (e.g. Pocket Program_PP_Company name)
Description →
The foldable mini-program book will share key details on WCN for delegates. Your ad will be printed on the outside back cover of the document.
Specifications →
- A6 format
- Include 2mm bleed
Format →
- Color profile/settings: CMYK
- Required file format: AI (Adobe Illustrator)
- Convert all fonts to outlines, embed fonts, and include all linked files
Deadline to provide →
February 15, 2027
How to provide→
Email to [email protected]
Reference →
PP
Due to the numerous promotional choices available, each option is designated with a unique reference code. Please use these codes when submitting artwork (e.g. Pocket Program_PP_Company name)
Further Information →
ISN will provide the proof-of-print by March 13 and will request to receive final send off by March 14. Please kindly mark your calendars. In case we do not hear from you by March 14, we will consider the final product is approved for print.
Online
Description →
Place your linked banner in daily congress emails sent virtually to all registered delegates of kidney professionals around the world. Space is limited to two per daily newsletter.
Specifications →
- Orientation: Horizontal
- Dimensions: 1200x293px
Format →
- PNG or JPG (high quality, optimized for web)
- Color profile: RGB
- Keep text to a minimum and ensure it remains legible on mobile devices.
- Avoid placing important text or logos too close to the edges to prevent cropping on different email clients.
Extra Information →
The team will notify you in advance of the schedule. Typically these are sent out daily during congress days.
Deadline to provide →
March 1, 2027
Reference →
CE
Due to the numerous promotional choices available, each option is designated with a unique reference code. Please use these codes when submitting artwork (e.g. Congress Website_CW_Company name)
Description →
Place your own design on the Abstract page. This is an exclusive opportunity. Traditionally, this page has more than 40,000 views. Please note that designs will be uploaded upon reception; for enhanced visibility we advise you to provide your design at the earliest.
Specifications →
Horizontal banner: 728 x 90 pixels
Format →
- PNG or JPG (high quality, optimized for web)
- Color profile: RGB
Deadline to provide →
March 1, 2027
Reference →
CWA
Due to the numerous promotional choices available, each option is designated with a unique reference code. Please use these codes when submitting artwork (e.g. Congress Email_DCE_Company name)
Description →
Place your own design on the Registration page. This is an exclusive opportunity. Traditionally, this page has more than 30,000 views. Please note that designs will be uploaded upon reception; for enhanced visibility we advise you to provide your design at the earliest.
Specifications →
Horizontal banner: 728 x 90 pixels
Format →
- PNG or JPG (high quality, optimized for web)
- Color profile: RGB
Deadline to provide →
March 1, 2027
Reference →
CWRD
Due to the numerous promotional choices available, each option is designated with a unique reference code. Please use these codes when submitting artwork (e.g. Congress Email_DCE_Company name)
Description →
Place your own design on the Registration page. This is an exclusive opportunity. Traditionally, this page has more than 30,000 views. Please note that designs will be uploaded upon reception; for enhanced visibility we advise you to provide your design at the earliest.
Specifications →
Horizontal banner: 728 x 90 pixels
Format →
- PNG or JPG (high quality, optimized for web)
- Color profile: RGB
Deadline to provide →
March 1, 2027
Reference →
CWA
Due to the numerous promotional choices available, each option is designated with a unique reference code. Please use these codes when submitting artwork (e.g. Congress Email_DCE_Company name)
Description →
Exclusive opportunity – This provides you with full lifecycle visibility, without oversaturation:
Three (3) sponsored posts maximum – Primary platform LinkedIn, secondary Instagram – 1 Pre-congress & 1 during congress & 1 post-congress post.
Specifications →
- Color profile: RGB
- LinkedIn character limit: 700 characters long on company page posts, and 1,300 characters for statuses on individual accounts.
- Instagram character limit: 2,200 characters limit, but it will get truncated after 125.
Format →
- LinkedIn image size: 1200 x 628 pixels, aspect ratio of 1.91:1 or square photos 1080×1080 pixels, 1:1 aspect ratio.
- Instagram image size – please only choose one of the following:
- Square photos 1080×1080 pixels, 1:1 aspect ratio.
- Vertical photos 1080×1350 pixels, 4:5 aspect ratio.
- Horizontal photos 1080×608 pixels, 19:9 aspect ratio.
- Instagram stories photos 1080×1920 pixels, aspect ratio of 9:16.
Deadline to provide →
Dates will be confirmed with sponsors within 1 month of the congress.
Reference →
DV
Due to the numerous promotional choices available, each option is designated with a unique reference code. Please use these codes when submitting artwork (e.g. Congress Email_DCE_Company name)
Description →
Schedule a message that will be sent as a push notification to all delegate who are using the congress app. A maximum of one push notification per hour is permitted on a first come, first serve basis.
Specifications →
Notification subject: Maximum 75 characters
Notification content: Maximum 200 characters (We recommend less characters is optimal for best attention). Basic styling formats can be set including: bold/italic/underline, bullet points, links and emojis.
Date/hour: You will need to let us know the date and hour slot you’d like the push notification to be sent. Companies can only indicate preferred hour slot e.g. between 12:00-13:00, 9:00-10:00 etc, final scheduling time will be decided by ISN based on other congress activities. A maximum of one push notification per hour is permitted on a first come, first serve basis.
Format →
Please send the content either direct by email or in a word attachment.
Deadline to provide →
February 27, 2026
Reference →
PN
Due to the numerous promotional choices available, each option is designated with a unique reference code. Please use these codes when submitting artwork (e.g. Push Notification_PN_Company name)
Congress Hotels
Description →
Customize the envelope of the congress hotel key cards with your branding. Cards are distributed at the WCN official hotels. Production and distribution costs are included in the support fee.
Specifications →
- 3.5 inches x 2.5 inches (8.9 cm x 6.4 cm)
- Double-sided
- Portrait is best, but landscape is also possible.
- Please leave a white space in your design for hotels to write guest name/room number.
Format →
- Bleed requirements: 5mm
- Colour profile/settings: CMYK
- Required file format: AI (Adobe Illustrator)
- Convert all fonts to outlines, embed fonts and all images (not linked)
Deadline to provide →
February 15, 2027
Reference →
HRK
Due to the numerous promotional choices available, each option is designated with a unique reference code. Please use these codes when submitting artwork (e.g. Hotel Room Key_HRK_Company name)
Description →
Provide the design for cards that will be placed in the hotel rooms to welcome congress guests. Cards are distributed at the WCN official hotels. Production and distribution costs are included in the support fee.
Specifications →
- A5 paper size
- Single-sided
- 148W x 210H mm
Format →
- Bleed requirements: 5mm
- Colour profile/settings: CMYK
- Required file format: PDF with crop marks
Deadline to provide →
February 15, 2027
Reference →
HWC
Due to the numerous promotional choices available, each option is designated with a unique reference code. Please use these codes when submitting artwork (e.g. Hotel Welcome Cards_HWC_Company name)
Logo-only
If you have booked one of the sponsorship packages listed below, the only requirement is to provide logos as .eps, vector .pdf or .ai (Adobe Illustrator) to [email protected].
Once received, we will handle the placement of your logo according to the specifications and deliverables outlined in your sponsorship package.
- Activity Area
- E-Poster Hub
- Film Event
- Kidney Studio
- Live Session Translations
- Mobile Device Charging Stations
- Professional Headshot Station
- Seating Cubes
- Travel Grant Program
- Water Stations
- Wi-Fi
Sponsorships that require additional information
If you have booked one of the sponsorship packages listed below, we need some additional information from you. Please click on each item to view the specific submission requirements and corresponding deadlines.
Description →
Attendees will have access to navigate the scientific program and access essential information through the congress app to enhance their congress experience. The fee encompass the option to schedule a personalized notification, feature your logo on the app, and include it in all communications and signage leading up and throughout the congress. This is a sole support option.
Specifications →
1. Homepage banner
Multiple sizes of the same design must be provided to ensure compatibility across different phone models (e.g., Android, Apple, etc.).
- Square format: 1,080 W x 1,080 H px
- Rectangle format: 1,920 W x 480 H px
- Color profile: RGB
2. Intro screen:
Only one size needs to be submitted.
1,080 W x 1920 H px
Color profile: RGB
3. Push notification
Notification subject: Maximum 75 characters
Notification content: Maximum 200 characters (We recommend less characters is optimal for best attention). Basic styling formats can be set including: bold/italic/underline, bullet points, links and emojis.
Date/time: You will need to let us know the date and hour you’d like the push notification to be sent. A maximum of one push notification per hour is permitted on a first come, first serve basis.
Example of images for sponsorship
Format →
Please submit the intro screen and homepage banner in PNG format.
Please send the push notification content either direct by email or in a word attachment.
Deadline to provide →
January 22, 2027
Description →
This sponsorship allows you to distribute branded mini hand sanitizers to delegates in a main area of the congress. Join us in our mission to create a safer, healthier environment for all attendees and leave a lasting impression with your branded giveaway. Please note that production and shipping costs are not included; the sponsor is responsible for sourcing and delivering the items.
Specifications →
- The sponsor is responsible for producing the items, and coordinating the shipment to the congress venue. It is mandatory to liaise with the official shipment company Kristal and ISN, as we will need to discuss and advise on quantities and arrangements before shipping anything.
- The items can be designed to your preferences but must be free of any specific product or service advertising.
- The ISN will take care of distributing the bottles to delegates at the congress.
- The sponsor may also request to distribute part of the shipment at their own booth.
Deadline to provide →
The shipment must arrive at the venue no later than March 30, 2027
Description →
In between sessions, coffee breaks will be scheduled for delegates in the exhibition hall. The coffee stations will be branded with the sponsor’s logo. The sponsor will also have the opportunity to place two (2) roll-up banner in the central coffee and tea break area. The sponsor will be acknowledged in all relevant communications.
Specifications →
Two single standard roll-up banners which is typically around 90cm wide and 2m tall.
Format →
The sponsor is responsible for printing two roll-up banners and bringing to the congress. The roll up banner must be free on any product or service advertising. It is mandatory to submit a copy of the design to the congress organizers for approval by March 1, or before you send it for production. You can share it by email to [email protected] in whichever format is easiest – PDF, PNG etc.
Drop-off / Collection instructions →
Your team is required to drop off your banners at the Sponsor Desk located in the foyer in front of Hall 2 between 10:00 – 12:00 on April 1.
At the end of the congress, your team must collect the banners in front of room 301 between 12:00-13:00 on April 4.
Please note: Any uncollected banners during the allocated time period will be discarded. Additionally, a disposal fee will be invoiced to your organization if the banner is not retrieved. The congress organizers will not be responsible for storing or returning any materials left behind.
We appreciate your cooperation in following these procedures.
Description →
Enhance brand visibility by sponsoring the official delegate bag. Sponsors will be acknowledged as the bag provider on pre-congress materials and on-site. Delegates can receive their complimentary bag at the registration area or at the sponsor’s booth. ISN endeavors to produce environmentally friendly bags, to keep the carbon footprint to a minimum.
Fee: $15,000 for up to 4,000 delegate bags. If more bags are required, the sponsor can choose not to sponsors additional bags or accept a surcharge, based on the number of additional items produced, after discussion with the ISN team.
Format →
- ISN will share a design of the bag with sponsor for approval before production.
- ISN will monitor registration numbers and in case more bags are needed ISN will share an updated quote with sponsor
Description →
WCN’27 will be very busy and our delegates are always looking for opportunities to continue their conversations with colleagues, have some ad-hoc and informal meetings, or get some work done. Extend the visibility of your brand across the exhibition area and at the same time help delegates stay connected. We will have one delegate lounge located in the exhibition hall. Sponsor will have the possibility of providing one (1) roll up banner to place at the entrance of the lounge.
Specifications →
One single standard roll-up banner which is typically around 90cm wide and 2m tall.
Format →
The sponsor is responsible for printing the roll-up banner and bringing to the congress. The roll up banner must be free on any product or service advertising. It is mandatory to submit a copy of the design to the congress organizers for approval by March 1, or before you send it for production. You can share it by email to [email protected] in whichever format is easiest – PDF, PNG etc.
Drop-off / Collection instructions →
Your team is required to drop off your banner at the Sponsor Desk located in the foyer in front of Hall 2 between 10:00 – 12:00 on April 1.
At the end of the congress, your team must collect the banner in front of room 301 between 12:00-13:00 on April 4.
Please note: Any uncollected banners during the allocated time period will be discarded. Additionally, a disposal fee will be invoiced to your organization if the banner is not retrieved. The congress organizers will not be responsible for storing or returning any materials left behind.
We appreciate your cooperation in following these procedures.
Description →
Launching in 2027, this initiative brings together patients living with kidney disease, nephrologists, and industry leaders for a curated, inclusive roundtable discussion. It provides a trusted platform for meaningful dialogue to advance patient-centered care. To align with the goals of the kidney health resolution, the suggested agenda will focus on workforce training, early detection, equitable access to kidney care. Led by ISN staff with guidance from the ISN Advocacy Working Group Chairs, the roundtable is structured to ensure ethical and inclusive participation. The supporting company has the opportunity to share input on the topics to be covered.
Specifications →
More information will be shared with sponsor directly early winter.
Description →
This sponsorship allows you to distribute branded mini hand sanitizers to delegates in a main area of the congress. Join us in our mission to create a safer, healthier environment for all attendees and leave a lasting impression with your branded giveaway. Please note that production and shipping costs are not included; the sponsor is responsible for sourcing and delivering the items.
Specifications →
- The sponsor is responsible for producing the items, and coordinating the shipment to the congress venue. It is mandatory to liaise with the official shipment company Kristal and ISN, as we will need to discuss and advise on quantities and arrangements before shipping anything.
- The items can be designed to your preferences but must be free of any specific product or service advertising.
- The ISN will take care of distributing the items to delegates at the congress.
- The sponsor may also request to distribute part of the shipment at their own booth.
Deadline to provide →
The shipment must arrive at the venue no later than March 30, 2027
Description →
You can have your Booth Activity presentation recognized in the WCN’27 schedule.
Booth Activity presentations can be held at booths with a minimum surface of 35 square meters. A group of invited delegates cannot be more than 20 people. The exhibiting company can offer either standing space or seating (classroom style or other configuration) for maximum 20. Headsets are mandatory, so as not to disturb neighboring booths. The exhibiting company can only organize ‘Booth Activity’ presentations during coffee breaks, not during lunch breaks. A ‘Booth Activity’ presentation session can be maximum 15 minutes long.
The offer includes mention on the congress website and in the congress App (under the Industry section), as well as on the Exhibition presentation page.
Specifications →
- Sponsor must provide ISN with activity’s title and timings and short description
Deadline to provide →
February 15, 2027
Description →
Connect with attendees in a more personal way by sponsoring the delegate treasure hunt game. The delegate hunt includes several designated areas within the congress that delegates must visit and where they scan a QR code to unlock a numbered word. Delegates have to find a sentence to complete the hunt and collect their prize at the ISN booth. This approach not only enhances the conference experience for attendees but also deepens your engagement with the conference brand and its participants. As a sponsor, your booth will serve as the initial stop on the journey.
Collection instructions →
Your QR code signage will be place on your booth during decoration on April 1. You are free to place it wherever you’d like on your space provided it is visible.
Description →
Water bottles are a sustainable alternative to single-use plastic cups. The ISN will supply reusable water bottles for delegates to utilize and refill throughout the congress. This sponsorship offers enduring brand exposure as delegates continue to use the bottles after the congress, making it a convenient method to enhance brand visibility without the need to manage the service independently. Production and shipping costs are not included. Sponsor is responsible for sourcing and delivery.
Specifications →
- The sponsor is responsible for producing the items, and coordinating the shipment to the congress venue. It is mandatory to liaise with the official shipment company Kristal and ISN, as we will need to discuss and advise on quantities and arrangements before shipping anything.
- The items can be designed to your preferences but must be free of any specific product or service advertising.
- The ISN will take care of distributing the items to delegates at the congress.
- The sponsor may also request to distribute part of the shipment at their own booth.
Deadline to provide →
The shipment must arrive at the venue no later than March 30, 2027
Description →
The welcome reception is one of the highlights of the congress celebrating the start of WCN. The reception takes place after the opening ceremony in the exhibition hall and gives all delegates the opportunity to meet and network. Have your brand seen during this highly-attended event. Sponsors may bring 2 (two) roll-up banners to be place at the entrances. The central catering station will also be branded during the event.
Specifications →
Four single standard roll-up banners which is typically around 90cm wide and 2m tall.
Format →
The welcome reception will take place in the exhibition hall from 18:00-19:30 on April 1. You can provide two (2) roll-up banners to be placed in the entrances of the exhibition hall.
The sponsor is responsible for printing two roll-up banners and bringing to the congress. The roll up banners must be free on any product or service advertising. It is mandatory to submit a copy of the design to the congress organizers for approval by March 1, or before you send it for production. You can share it by email to [email protected] in whichever format is easiest – PDF, PNG etc.
Drop-off / Collection instructions →
Your team is required to drop off your banners at the Sponsor Desk located in the foyer in front of Hall 2 between 10:00 – 12:00 on April 1.
Your team must collect the banners from the entrances at no later than 19:30 on April 1.
Please note: Any uncollected banners during the allocated time period will be discarded. Additionally, a disposal fee will be invoiced to your organization if the banner is not retrieved. The congress organizers will not be responsible for storing or returning any materials left behind.
We appreciate your cooperation in following these procedures.
Description →
WCN is a key opportunity for the young nephrologist members of ISN to meet and network with their cohort. The ISN organizes a social for the cohort to have the chance to connect outside of congress and make long-lasting connections. As sponsor, companies have the opportunity to provide roll-up banner to be displayed during the gathering and logo in thank you cards on tables.
Specifications →
A single standard roll-up banner which is typically around 90cm wide and 2m tall.
Format →
You can provide one (1) roll-up banners to be placed at the social.
The sponsor is responsible for printing one roll-up banner and bringing to the congress. The roll up banner must be free on any product or service advertising. It is mandatory to submit a copy of the design to the congress organizers for approval by March 1, or before you send it for production. You can share it by email to [email protected] in whichever format is easiest – PDF, PNG etc.
Drop-off / Collection instructions →
Your team is required to drop off your banner at the Sponsor Desk located in the foyer in front of Hall 2 between 10:00 – 12:00 on April 1.
At the end of the congress, your team must collect the banner in front of room 301 between 12:00-13:00 on April 4.
Please note: Any uncollected banners during the allocated time period will be discarded. Additionally, a disposal fee will be invoiced to your organization if the banner is not retrieved. The congress organizers will not be responsible for storing or returning any materials left behind.
We appreciate your cooperation in following these procedures.
Platinum Supporter
If your total WCN’27 sponsorship amount reaches $110,000 USD you are recognized as platinum supporter. Included in this acknowledgment are the following benefits:
Registrations have been automatically added to your registration group. For more information please visit the Registration section of this manual.
The President’s Gathering will take place on Friday April 2 from 19:30-Midnight. Please submit your attendees’ name and email address to [email protected] by November 20.
Invitations and practical details will be sent out by [email protected] please check your spam folder.
Your booth will be highlighted on the online exhibition floorplan and on signage onsite by placing a star next to it.
In the congress app your booth will have a larger listing than other booths. For this purpose please provide to [email protected] before February 15, 2027 a JPEG 1200x600px image. This can be the same image from your exhibitor profile.
Included in your package is the opportunity to provide one congress website ad. Please provide the following design to [email protected] before February 15, 2027:
- Specifications: Square 300×300 px
- Color profile: RGB
- Format: PNG or JPEG enhanced for screens
- Possibility to embed a link
Please note that designs will be uploaded upon reception; for enhanced visibility we advise you to provide your design at the earliest. When submitting please let us know on which page you would like to see your design (separate from the scientific program information, registration and abstract). Ads are limited to 2 per page.
Platinum supporters have the opportunity to provide PDF files and/or video URLs to include in their company profile on the congress app under ‘resources’ tab. Please send these materials to [email protected] before February 15, 2027.
If not organized upon booking, please contact [email protected] before January 20 to specify when you would like to use your complimentary rehearsal slot.
Included in your package is one dedicated email promotion that ISN will sent on behalf of sponsor to all WCN registered delegates.
Please follow the template below and provide the following information on a word document:
- Intro paragraph 450-500 words approx.
- Learning objectives (Optional)
- Speakers picture – with name and country (Optional):
– Orientation: Horizontal
– Dimensions: 3000X2000 px (minimum)
– File format: PNG or JPG (high quality, optimized for web)
– Color profile: RGB
- Agenda of the session (Optional)
- Button: Find out more – link to the symposium pdf file (Mandatory)
- Logo of the company
- Reference compliance number from industry (Optional)
- Bottom banner:
– Orientation: Horizontal
– Dimensions: 1200x293px
– File format: PNG or JPG (high quality, optimized for web)
– Color profile: RGB
– Keep text to a minimum and ensure it remains legible on mobile devices.
– Avoid placing important text or logos too close to the edges to prevent cropping on different email clients.
Dates allocation:
- Vera Therapeutics: March 26 – please provide materials by March 12
- Alexion, AstraZeneca: March 19 – please provide materials by March 5
- Otsuka: March 12 – please provide materials by February 26
- Boehringer Ingelheim: March 5 – please provide materials by February 19
- Vantive: February 26 – please provide materials by February 12
Design submission: at least two weeks before your allocated date via email to [email protected].
All premium supporters will be prioritized and listed alphabetically at the top in the exhibition and industry sessions listing within the congress app.
Please contact [email protected] by January 15 for more details.
Gold Supporter
If your total WCN’27 sponsorship amount reaches $95,000 USD you are recognized as gold supporter. Included in this acknowledgment are the following benefits:
Registrations have been automatically added to your registration group. For more information please visit the Registration section of this manual.
The President’s Gathering will take place on Friday April 2 from 19:30-Midnight. Please submit your attendees’ name and email address to [email protected] by November 20.
Invitations and practical details will be sent out by [email protected] please check your spam folder.
Gold supporters have the opportunity to provide PDF files and/or video URLs to include in their company profile on the congress app under ‘resources’ tab. Please send these materials to [email protected] before February 15, 2027.
All premium supporters will be prioritized and listed alphabetically at the top in the exhibition and industry sessions listing within the congress app.
Silver Supporter
If your total WCN’27 sponsorship amount reaches $80,000 USD you are recognized as silver supporter. Included in this acknowledgment are the following benefits:
Registrations have been automatically added to your registration group. For more information please visit the Registration section of this manual.
All premium supporters will be prioritized and listed alphabetically at the top in the exhibition and industry sessions listing within the congress app.
Contacts
General Support
Romane Blondel
Coordinator, International Society of Nephrology (ISN)
✉️ [email protected]
Ilona Potinga
Administrator, International Society of Nephrology (ISN)
✉️ [email protected]
Registration Support
✉️ [email protected]
Please include your registration group number for quicker responses.
Exhibition Management
🏢 Yunnie Lim
📞+6 03 – 9172 1598
✉️ [email protected]
Shipping and Material Handling
Kristal Logistics
🏢 Brucargo Building 734, 1830 Mechelen, Belgium
📞+32 (0) 2 751 46 80
✉️[email protected]
Quick resources
Important dates
This is intended as a quick reference only – be sure to review the full manual for all deadlines and detailed information.
- FAQ WEBINARS SCHEDULED
December 10| January 20
- PROGRAMS DUE FOR INDUSTRY SESSIONS
January 15
- EXHIBITORS SUBMIT COMPANY DETAILS FOR APP LISTING
February 15
- MAJOR DEADLINE FOR MANY SPONSORSHIP AND ADVERTISING SUBMISSIONS
February 15
- ALL CUSTOM BOOTH DESIGNS SUBMITTED
February 15
- REGISTRATIONS SCHOULD BE ALL FINAL
March 10
- EXHIBITION BUILD UP BEGINS
March 30