ILAE 2026
HCC, Harrogate: Thur 8 - Sat 10 Oct
Sponsor / Exhibition Guide
Please bookmark this page for reference
Thank you for your support of the meeting.
You have booked a stand and your invoice details have been confirmed by email.
This guide is for reference as you prepare to join us in Harrogate in October.
• Read the information below and email us with any queries: ilae@phproductionservices.co.uk
• Our response time is 48 hours, but is usually within 24 (Monday – Friday, 9am – 5pm).
Quick Links
Venue
Harrogate Convention Centre (HCC)
King's Rd
Harrogate
HG1 5LA
Hall D
Exhibition, catering & posters will be in Hall D.
For more information about Hall D, including a 360 degree tour, click here.
Exhibition Times
Meeting dates
Thur 8 – Sat 10 October 2026
Set up
Wed 7, 1000 – 1900 (times will be scheduled throughout the day)
Thur 8, 0800 – 0900
Exhibition open
Thur 8, 0900 – 1700
Fri 9, 0900 – 1700
Sat 10, 0900 – 1500
Breakdown
Sat 10, 1530 – 1930
Deadline Dates
Date | Action |
|---|---|
Mon 17 Aug | Early Bird deadline |
Tue 25 Aug | Submit symposium outline for approval |
Tue 25 Aug | Submit risk assessment & method statement |
Tue 25 Aug | Submit stand plans & public liability insurance |
Tue 1 Sep | Deadline for group bookings |
Tue 1 Sep | Submit logo & short paragraph |
Tue 1 Sep | Submit adverts / PDFs |
Fri 25 Sep | Hard copy of your flyers to arrive |
Fri 25 Sep | Confirm stand builder details for unloading slot |
Your Stand
• Pharma Sponsors: Unbranded shell scheme is the default provision - if you are enlisting a stand builder to construct a space only stand, please let us know
• Charity Sponsors: You have a table top stand
The standard sizes, number of free passes and included publicity opportunities are detailed below.
These apply unless you have arranged otherwise or booked additional publicity.
If you are unclear about the stand type you have booked, please email us.
Shell Scheme
Size: 3m x 2m
Free passes: x2
Publicity:
• Logo, profile text & A5 advert in handbook
• Logo & profile text in app
• Flyer in conference pack
Your stand space consists of a white frame, name fascia, power and a light. You can populate with pull up banners and other furniture, or brand the white panels at your own expense. See exhibition shop link
Space only
Size: 3m x 2m
Free passes: x2
Publicity:
• Logo, profile text & A5 advert in handbook
• Logo & profile text in app
• Flyer in conference pack
This is for rental of the floor space only - all content needs to be provided. You will have a stand builder who will construct your stand on the day. Please introduce us to your stand building company by email so we can liaise about details.
Charity stand
Size: 6' (1.8m) trestle table
Free passes: x1
Publicity:
• Logo & profile text in handbook
• Logo & profile text in app
Your stand space consists of a trestle table and 2x chairs. No power is included. This can be arranged separately.
Building & Branding your Stand
Shell Scheme
The walls and fascia boards will be set up for your arrival. Walls by default are white, but can be branded at your own cost. Use the Exhibitor Shop for all branding and stand extras, such as furniture, display cabinets, carpet & any additional power.
Use the code: XXXXX
Printing costs vary depending on your design. A 3m x 2m stand will have 5 panels (2 walls and 2 open sides). The cost per panel starts at £225+VAT.
Deadline for arranging any extras or branding: Tue 8 Sep
Space Only
These spaces are for your own pre-designed bespoke exhibition stand.
• Introduce us to your stand builder by email
• Exterior facing walls should be finished and painted in a neutral colour
• Maximum height build is 2.4m
• All non-shared sides of your stand must be open
• A 2-gang 500w socket is included - arrange any other power via the Exhibitor Shop - code XXXX
Deadline for arranging any extra power: Tue 8 Sep
Electrical Safety
A 2-gang 500w socket is included with all 3x2m stands. Our electrical safety representative reserves the right to disconnect equipment that does not conform to electrical safety standards. You can order extension leads along with your power or bring your own. If bringing yourself, please note leads must be:
• Fused
• Used for a maximum load of 6 amps (1500w)
• Be a strip design (not a square block)
Exhibitor Shop
For any additional power, furniture orders and branding of shell scheme walls, please arrange via the Exhibitor Shop. Use code XXX to access the shop and place your order.
Deadline for arranging: Tue 8 Sep
IT Support
There is free wifi available throughout the venue. If you require a dedicated wired internet service, please arrange this directly with the HCC's IT department.
Deadline for arranging: Tue 8 Sep
Catering
Catering is provided for all registered attendees throughout the meeting as per the break times in the programme. If you wish to arrange additional catering on your stand (barista service, etc), please use the order form here. You can also email the catering manager directly here. Please note that charges will apply for any external catering which is brought into the venue, and all equipment will need relevant certification. The catering manager will be able to advise regarding this.
Deadline for arranging: Tue 8 Sep
AV Hire
If you require AV on your stand, please email us with your requirements.
Deadline for arranging: Tue 8 Sep
Publicity
We will work with your team to publicise your presence at the meeting in ways outlined below. Please adhere to the file type & image size details. Enhanced publicity in the app is not standard with any package, but can be arranged as extra. Please email us if you are unclear about what your package includes or need help in sending us your information.
Stand type | Logo | Profile Text | Contact Details | App Profile | A5 Advert | Printed Flyer | App: Banner | App: Flyer |
|---|---|---|---|---|---|---|---|---|
Pharma: Shell Scheme | Yes | Yes | Yes | Yes | Yes | Yes | No | No |
Pharma: Space Only | Yes | Yes | Yes | Yes | Yes | Yes | No | No |
Table top Charity Stand | Yes | Yes | Yes | Yes | No | No | No | No |
Symposium Sponsor | Yes | Yes | Yes | Yes | No | Yes | No | No |
Publicity: More information
The logo will feature:
• On the meeting website
• In the meeting handbook
• On the meeting app
Size: At least 300 pxl wide, 300dpi
File type: jpeg, png, tiff or PDF
*Avoid long orientation as this does not display well on app*
Your profile text will feature:
• In the meeting handbook
• On the meeting app
Word limit: 100 words
Your contact details will feature:
• In the meeting handbook
• On the meeting app
The format for these details is at your discretion. We can include:
• Phone number
• Website url
The app is a new feature of the ILAE British Branch meeting. Your app profile includes your logo, profile text and contact details. We will use same information for both the handbook and the app.
Click here for a draft image of the app home screen & profile screen mock up
Your A5 advert will feature:
• In the meeting handbook
• This will be placed after the programme pages and before the meeting abstracts
Document size: A5 portrait (148mm wide x 210mm high)
Bleed: 3mm all round
Save as: High res, full colour PDF
Design for left and right hand side (we cannot guarantee which side your artwork will feature)
Your flyer will be included in the delegate pack which is handed out to registered attendees when they arrive at the venue.
• Document size: A5 portrait (148mm wide x 210mm high)
Document dimensions: Up to A4 in size, up to 4 pages long (ie a double sided folded A3 document)
• As a courtesy, please send us a digital proof of your flyer before arranging production.
• Send us x250 copies of your flyer
Deadline for receiving: Fri 25 Sep
Address for flyers:
ILAE 2026
PH Production Services
14A King St
Newcastle-under-Lyme
Newcastle
ST5 1EJ
Please instruct your courier to deliver between 0900 - 1700, Mon - Fri.
Email us with tracking number when dispatched.
The App Banner is a chargeable addition and is not included in the standard App Profile
• A scrolling clickable advert that sits on the home page of the app
• Dimensions: 1440 px wide x 288 px high
• File type: jpeg or png
• Please also provide the url for the click
Click here for a mock up of the banner image in situ.
The App Flyer is a chargeable addition and is not included in the standard App Profile
• A digital advert that sits on your profile page underneath your profile text
• Dimensions: 2480 px wide x 3480 px high
• File type: jpeg or png
Click here for a mock up of an App Flyer in situ.
Deadline for sending us all publicity*: Tue 25 Aug
*except hard copies of flyer
Deadline for sending hard copies of flyer: Fri 25 Sep
Registering Stand Staff
All staff members who will be in the building while the meeting is running MUST be registered.
Please help the smooth running of the meeting by registering all team members in advance.
Passes can be booked individually or as a group.
Please note that anyone coming to the registration desk without a named pass will need to register and pay before entry.
Payment for all passes is by card.
Deadline to register: Tue 8 Sep
Cloakroom
A cloakroom service will be provided at the HCC.
Documentation
The following documentation is required from exhibitors. The complexity of your documentation will depend on the stand type booked. It is your responsibility to ensure that your risk assessment is implemented by your team and any 3rd party contractors.
Public Liability Insurance: This is required from both the sponsoring company and any contractors / 3rd parties.
Stand type | Risk Assessment | Method Statement | Stand Plan | Public Liability Insurance |
|---|---|---|---|---|
Pharma: Shell Scheme | Yes | No | No | Yes |
Pharma: Space Only | Yes | Yes | Yes | Yes |
Table top Charity Stand | Yes | No | No | Yes |
Deadline for sending documentation: Tue 25 Aug
Parking
You will need to move your vehicle immediately after unloading.
Click here for parking options close to the HCC.
Storage
There is no storage facility for boxes or equipment at the HCC.
Please put any boxes or equipment beneath tables on your stand, or return to your vehicle.
Deliveries
Equipment may be delivered to the HCC no earlier than Wed 7 Oct.
Packages should be clearly marked and addressed as follows:
(Your Stand Number & Company Name)
ILAE 2026
c /o Deborah Bell
Security Gate House
Springfield Avenue
Harrogate Convention Centre
King’s Road
Harrogate
HG1 5LA
Please include the name & mobile no of your onsite contact on all packages.
Your Unloading Slot
You will be issued with an unloading slot 2 weeks before the meeting.
We will need to know the following information before booking your time slot:
• Number of stand builders in your team
• Name and mobile number of main stand builder
• Make, model & registration plate of your vehicle(s)
Please email us the information above
Deadline: Fri 25 Sep
Please note: Do not arrive before your allotted time.
Unloading
Please make every effort to arrive at your pre-arranged allotted time.
On arrival, make your way to the Security Gate House on the service road off Springfield Avenue (map link above).
Please follow the instructions of the Traffic Marshall at all times.
The speed limit is 10mph.
A goods lift takes you up to Hall D. Dimensions of the lift are:
• 1.67m (d) x 2.18m (w) x 2.71m (h)
• The lift door opens to 1.9m (w) x 2.43m (h).
You will have 20 minutes to unload your vehicle, then you will need to move it to a car park.
Please note: Depending on traffic conditions on the day, it may be necessary for you to wait in your vehicle in the exhibitor holding area at Dragon Road Car Park, a short distance away (map link above).
Collections
Post-event collections should be arranged for Sat 10 Oct between 1530 and 2000.
There is no facility at the venue to store items after the event.
No packages should be left on site after 2000 on Sat 10 Oct.
Couriers should collect goods from Hall D.