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 British Branch.
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.
There may be opportunity for room hire for your faculty. Please contact us for availability and costs.
General - Room Layout
The capacity in the room is 300.
The floor is level and there's a stage at the front with a top table and lectern.
You can brand the lectern if you wish. Please use low tac adhesive - apply and remove yourself any branding yourself taking care not to damage the existing branding.
Pop up banners may also be brought onto the stage for your session.
Badge scanning is not provided - please bring sign in sheets to record attendance, or include a QR code on your slide deck.
The table below outlines the set up and break down times available to you.
Lectern dimensions: 510mm wide x 140mm high
Access & Symposia times
Sponsor | Day | Set up | Symposia time | Pack down |
|---|---|---|---|---|
LivaNova | Thur 8 | 12:20 - 12:30 | 12:30 - 13:20 | 13:20 - 13:30 |
Angelini Pharma | Thur 8 | 15:15 - 16:20 | 16:20 - 17:10 | 17:10 - 17:15 |
Desitin | Fri 9 | 08:00 - 08:40 | 08:40 - 09:30 | 09:30 - 09:35 |
UCB | Fri 9 | 12:30 - 12:40 | 12:40 - 13:30 | 13:30 - 13:40 |
UNEEG | Fri 9 | 14:40 - 15:45 | 15:40 - 16:30 | 16:30 - 16:30 |
Registering your team
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 staff not registered in advance will be required to register on-site and pay the applicable registration fee before access can be granted.
Payment for all passes is by card.
Deadline to register: Tue 8 Sep
Publicity
We will promote your symposium session in the following ways:
• Online Programme
• Meeting App
• Announcements at the meeting by the chairs of the previous sessions
• Flyers will be included in the delegate packs
Address for flyers:
ILAE 2026
PH Production Services
14A King St
Newcastle-under-Lyme
Newcastle
ST5 1EJ
• 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 250 copies of your flyer
Deadline for receiving: Fri 25 Sep
Please instruct your courier to deliver between 0900 - 1700, Mon - Fri.
Email us with tracking number when dispatched.
Please note we cannot be held responsible for packages which arrive out with these times.
You can further promote your symposium session by:
• Bringing up to 3x pop up banners for use outside the room, in the foyer area and on the stage
*These should be placed in the break time before your session and removed immediately afterwards.
• Handing out additional flyers from your exhibition stand, or have them on seats in the room.
*Please do not leave flyers anywhere else around the building.
• Branding the lectern stand - see guidance above
*All branding should be removed from the venue afterwards.
Technical Specification
The following equipment is the default technical provision for your symposium. If you need additional equipment, please contact us to arrange.
Comfort Monitors
• Comfort monitor for lectern & top table
• Microcue 2 clicker with built in green laser pointer
Sound
• Digital mixing desk & sound system
• Gooseneck mic on lectern
• 4 x gooseneck mics on table stands – top table
• 2 x radio mics – handheld, for Q&A
Projection
• 16:9 ratio – 1920 x 1080
• 2 x laptops with Windows 11 & Microsoft Office 365
• Option to plug in a laptop at the lectern
• 1 x Audio feed to sound desk from laptop
• Switcher/scaler
• All necessary cabling for above
Recording
• Recording equipment not supplied as standard - please contact us if needed to discuss
Please email us to discuss any additional tech requirements.
Deadline for contacting us to arrange: Tue 8 Sep
Arriving at the Venue
Click here for travel directions to the HCC.
Registration
• Use Entrance 3
• Go up the escalator - the registration area will be in front of you. The Queen's Suite will be to your left.
• Please ensure all speakers and symposia support staff are registered in advance
• Support staff who turn up on the day of your symposium without a badge will be required to register and pay before entry
Room set up
• You will be directed to your symposium room on arrival
• The room will be already be set up
• Water will be available on the table for your speakers
• A technician will oversee your presentation for you
• Our technician will not check your presentation – this is your responsibility
• You may bring your presentation on a memory stick
• We do not record your session, though you can arrange this if required. Contact us for a quote.
• You are also welcome to bring in your own technician – please inform us of this in advance and ensure they have a registered pass
See the programme for the sessions running immediately before and after your presentation.
Catering
• Catering is provided to all meeting attendees
• If your symposium is over the lunchtime period, catering will be available for your guests nearby
• After collecting their food, delegates can take their lunch into your symposium
Your tenancy
• Your session cannot overrun
• Please vacate the room in the time frame given
• Leave the room in the same condition as you found it
• Failure to do this may result in additional charges
Thank you for your support - we wish you a successful meeting!
ILAE British Branch Committee
Email the Secretariat