ILAE 2026
HCC, Harrogate: Thur 8 - Sat 10 Oct
Symposia Guide
Please bookmark this page for reference
Getting in touch
• Please read through the information below and make a note of the deadline dates
• All deadlines relate to 1700hrs
• If anything is unclear or you have queries which are not covered in this guide, please email us: ilae@phproductionservices.co.uk
• Our response time is 48 hours, but is usually within 24 (Monday – Friday, 0900 - 1700)
Venue
Queens Suite
There are no parallel sessions in the conference. Your symposium will therefore take place in the main meeting space in the Queen's Suite.
We will also be using Hall D for exhibition, posters & catering.
Click here for a venue plan.
Your Symposium Slot
Your symposium slot has been confirmed to you by the ILAE.
There is limited capacity for rehearsal time as your session is taking place in the main meeting space.
Please see the programme here for your symposium in context of the wider meeting.
The table below outlines the set up and break down times available to you.
There may be opportunity for room hire for your faculty. Please contact us for availability and costs.
Room Layout
The capacity in the room is 300, cabaret style.
The expected number of delegates is 250.
The floor is level and there's a stage, top table and lectern.
General
The capacity in the room is 300, cabaret style.
The expected number of delegates is 250.
The floor is level and there's a stage, top table and lectern.
Your Session Timings
Sponsor | Day | Set up | Symposia time | Pack down |
|---|---|---|---|---|
LivaNova | Thur 8 | xxxx | xxx | xxx |
Angelini Pharma | Thur 8 | xx | cccc | xxx |
Desitin | Fri 9 | xx | cxx | xxx |
UCB | Fri 9 | cxxx | xxx | xx |
UNEEG | Fri 9 | xxxx | xxxx |
|
Registering your team
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
Publicity
We will promote your symposium session on the following platforms:
• Online Programme
• Meeting App
• Announcements at the meeting by the chairs of the previous sessions
• Flyers will be included in the delegate packs - see section below on how to get these to us
You can further promote your symposium session with a pop up banner outside the room (move this to the stage during your set up)
Additional flyers can be handed out from your exhibition stand. Please do not leave flyers around the building.
Publicity
We will work with your team to publicise your presence at the meeting in ways outlined below. Please adhere to the file type and 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: 480 px wide x 940 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 and 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 and 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 and registration plate of your vehicle(s)
Please email us the information above
Deadline: Mon 21 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 30 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.