ILAE 2025: Exhibitor Information
Thank you for your support of the ILAE
• Bookmark this page as you may need to re-visit it as the meeting approaches
• Make a note of the diary dates below in your calendar
• Email us with any queries: ilaesponsor@affinityevents.co.uk
• Our response time is 24-48 hours, Mon-Fri, 9am-5pm
Quick links
General Information
Venue
• The website for the BIC Bournemouth and travel directions can be found here
• Parking information for the venue can be found here
• Please use the Purbeck Entrance on arrival
• Catering & exhibition will be held in the Purbeck Hall, with sessions in the Tregonwell Hall
• A current floor plan for the exhibition can be found here
Exhibition Hall Opening Hours
Set up:
Sun 14 Sep – Staggered arrival times, from 1000. Build closes 1900
Mon 15 Sep: 0800 – 0900
Exhibition open to delegates
Mon 15 Sep: 0900 – 1700
Tue 16 Sep: 0900 – 1700
Wed 17 Sep: 0900 – 1430
Break down, Wed 17 Sep: 1445 – 1930
Your Stand
• Your stand number has been assigned as per your booking confirmation form
• Maximum height build for all spaces is 2.8m
• Send us plans of your stand for approval by the meeting team
Deadline: Thur 14 Aug
Standard Stand
• A Standard Pharma stand is 3m x 2m
• A Standard Pharma stand comes with 2 free passes
When you reserved your Standard Pharma stand space, you selected one of the 3 options below.
If you need to check what you booked or need to change your booking, please email us.
1: Space only
Space only stands are for rental of the floor space only. Your exhibition space will be marked out on the floor with tape at the edges, ready for your stand builder
• You will need to arrange all content for your stand space, including all power and furniture
• Once you have appointed your stand builder, please put us in touch with them
• Space only stands are not suitable for pop ups. If you have this type of stand, please order shell scheme
• Use the code ILAE-2025 to access the power and furniture shop – see button below
2: Shell scheme - unbranded
Your exhibition stand will be fitted with white foamex boards to form the walls. A nameboard will be in place with your company name on it, but the stand will otherwise be plain white. Your stand includes a 500W twin socket and an LED strip light.
• You will need to arrange all content for your stand
• A table and 2x chairs can be provided upon request – please email us if required
• The plain walls can be decorated with NEC approved, low tack double sided tape. This has enough tack to hang items but will not leave residue. Any damage that is incurred on the boards will be chargeable
• To arrange any additional power or furniture, please use code ILAE-2025 to access the Power & Furniture shop – see button below
3: Shell scheme - printed walls
Your exhibition stand will be fitted with foamex boards to form the walls. You will need to arrange printing with the supplier and pay for the print costs. Contact them by phone on 01392 953 012, or email on enquiries@wce.co.uk. Your stand also includes a 500W twin socket and an LED strip light.
• You will need to arrange all content for your stand
• A table and 2x chairs can be provided upon request – please email us if required
• To arrange any additional power of furniture, please use code ILAE-2025 to access the Power & Furniture shop (button below) or phone or email, as above
• Please note the deadline for ordering branding of 29 August.
All stands
For all stand types, please arrange your power and furniture via the button below, using the code ILAE-2025
Table top stands
A table top stand (typically for Charity Organisations) is a standard trestle table and 2 chairs.
No power is included with this stand type.
No table cloth is provided – please bring your own.
• Unless otherwise arranged, a table top stand comes with 1 free stand pass.
Publicity
We will work with you in the run up to the conference to publicise your support.
ILAE Website
• Please email your logo asap for inclusion on the website
Delegate handbook
• All sponsors: Please send us your logo, a short paragraph about your organisation and your company contact details
• Symposia sponsors & advert sponsors: Send us an A5 portrait advert. Please supply as a high resolution, print ready PDF. Image size 148mm w x 210mm h plus 3mm bleed.
Deadline for sending: Thur 21 Aug
Flyer for delegate pack
• Large Pharma stand sponsors: Design a flyer up to A4 in size and up to 4 pages long (eg a folded A3).
Send us a digital proof for approval prior to printing.
Arrange for 300 flyers to be sent to us for inclusion in the delegate packs.
Address:
ILAE 2025
PH Production Services
14A King St
Newcastle-under-Lyme
Newcastle
ST5 1EJ
Please ask your courier to deliver between 9.30 and 2pm where possible.
Deadline for emailing digital proof: Thur 14 Aug
Deadline for flyers to arrive at address above: Thur 28 Aug
Power
For stands which include access to a plug:. Extension cables can be used, but only fused row-style blocks – not cubes. The maximum load is 6 amps/1500w. Our electrical safety representative reserves the right to disconnect equipment that does not conform to electrical safety standards.
If you need additional power, please arrange via the Power & Furniture Shop (button above)
Deadline to order: Fri 29 Aug
Deliveries
Arrange any deliveries of materials to the BIC at the address:
Exeter Road
Bournemouth
Dorset
BH2 5BH
Mark your packages clearly with your Stand number, company name and mobile number of your contact
Deliveries must not arrive before Fri 12 Sep
The venue is in use for other events so please do not arrange deliveries any earlier than this
Your Arrival
• There will be staggered access on Sunday 14 September from 1000. Our team will arrange your arrival time by email. You will have access until 1900 for set up
• Access in to the Purbeck Hall is via Beacon Road. The Purbeck Hall loading doors are located by the mini roundabout. See map here
• You will need to unload and move vehicles to a car park before setting up. See parking information here
• Porters will not be available to assist with unloading. Please bring your own trolley to move equipment, if required
Storage
• There is no storage facility for boxes or equipment at the venue
• Please put any boxes or equipment beneath tables on your stand, or return to your vehicle
Catering
Catering will be provided for registered exhibitors and delegates of the meeting. Please see the programme for lunch and coffee break timings
If you plan to distribute refreshments from your stand, this must be arranged directly with the venue – please email the venue your requirements and copy us in.
Deadline: Thur 14 Aug
Breakfast Symposium Sponsors: Breakfast rolls and tea/coffee are provided to delegates as part of your sponsorship
Lunchtime Symposium Sponsors: Lunch bags will be provided so delegates can enjoy lunch while they listen to your symposium
Cloakroom
There is a free cloakroom in the registration area of the Purbeck foyer
Registering your team
• 2x meeting passes are included with a standard sized exhibition stand
• Order these free passes via the registration link, selecting ‘exhibitor’ as the pass type
• Book additional delegate passes via the registration site, as needed
• Charity stand staff and small stands: Please register paid passes as per your agreement
If you have a large number of passes to arrange, you can do this via our team booking form. This will allow you to book all passes quickly and pay for them with a single card payment.
To do this, one person needs to be the coordinator for your team. The coordinator will need to know:
• Your stand number
• Who your 2x free passes will be assigned to
• Who is in your rota and on what day(s)
• A list of team members and their email addresses
• A payment card
Deadline for booking group passes: Tue 19 Aug
Please Note
All team members must be registered in advance of the meeting. If a staff member turns up who has not been registered in advance, they will need to register and pay by card before entry.
Cleaning
Your stand area will be cleaned for you. It is your responsibility to dispose of any boxes or packaging associated with your stand leaving the space as you found it on departure. Any exhibitors who leave their space in a condition that requires extra cleaning, or who leave any items behind that require disposal, will incur a charge.
The exhibition hall must be cleared by 1930 on Wed 17 Sep
Symposia Sponsors
We will send you a separate link with instructions relating to your symposium session, if relevant
If you want us to liaise with a medical comms company on your behalf, this is fine – please introduce us by email first
Anything we've missed?
Please get in touch if you have any questions about the logistics of the meeting and what we need you to do: ilaesponsor@affinityevents.co.uk