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
Table Top Stand
• Space Only
Your exhibition space will be marked out on the floor with tape at the edges, ready for your stand builder • Shell scheme with unbranded walls Your exhibition stand will have white walls • Shell scheme with printed wallsA standard stand size for a Pharma stand is 3m x 2m
This stand comes with 2 free passes
• A table top stand (typically for Charity Organisations) is a standard trestle table
• Maximum height build for all spaces is 2.8m
• You are renting the floor space with access to a plug
Pharma Stands: Your exhibition space will be marked out on the floor with tape at the edges (for a self build) OR you will have a shell scheme to populate with material.
Charity Stands: A trestle table, table cloth and 2 chairs will be provided, if required. No power or any other furniture will be provided, unless otherwise arranged.
• Send us plans of your stand for approval by the meeting team
Deadline: Mon 16 Sep
What you get
Table Top Stand
• Your logo on the conference website
• 100 words of text and your logo in the printed handbook
• 2 free exhibitor passes
• A flyer in the delegate pack
• An A5 advert in the printed programme
• Your logo on the conference website
• 100 words of text and your logo in the printed handbook
• 2 free exhibitor passes
• A flyer in the delegate pack
• An A5 advert in the printed programme
What you get
Table Top Stand
• Your logo on the conference website
• 100 words of text and your logo in the printed handbook
• 2 free exhibitor passes
• A flyer in the delegate pack
• An A5 advert in the printed programme
• Your logo on the conference website
• 100 words of text and your logo in the printed handbook
• 2 free exhibitor passes
• A flyer in the delegate pack
• An A5 advert in the printed programme
Publicity
We will work with you in the run up to the conference to publicise your support.
ILAE Website
• Please submit 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 your A5 portrait file. Please supply as a high resolution, print ready PDF. Image size 148mm w x 210mm h plus 3mm bleed.
Deadline for sending: Mon 02 Sep
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 500 flyers to be sent to us for inclusion in the delegate packs.
Address:
ILAE 2024
Affinity Events Ltd
Unit 6, Critchcraft Buildings
Bulwark Industrial Estate
Chepstow
NP16 5QZ
Deadline for emailing digital proof: Fri 20 Sep
Deadline for flyers to arrive at address above: Mon 7 Oct
Power
Your stand area will 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 email us with your requirements and we will arrange a quote.
Deadline: Fri 20 Sep
Deliveries
Arrange any deliveries of materials to the Titanic at the address:
Titanic Hotel Liverpool
Stanley Dock
Regent Road
Liverpool
L3 0AN
Mark your packages clearly with your Stand number, company name and mobile number of your contact.
Deliveries must not arrive before Sun 20 Oct.
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 20 Oct from 1000. Our team will arrange your arrival time by email. You will have access until 1800 for set up.
• Exhibitors should report to the Rum Warehouse located in the ground floor of the Titanic Hotel.
• You will need to unload and move vehicles to the Titanic hotel car park before setting up.
• 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 us your requirements and we’ll pass you onto the catering team.
Deadline: Fri 20 Sep
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 foyer area of the Titanic hotel.
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: Monday 23 Sep
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 1830 on Wed 23 Oct.
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 just introduce us by email in the first instance.
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