Symposia Information
We look forward to working with you in the run up to the ILAE British Branch meeting in Bournemouth!
• Please bookmark this page for reference
• Please make a note of the deadline dates. It is important that you provide the information we need within the stated timescale.
• If anything is unclear or you have any queries, please get in touch: ilaesponsor@affinityevents.co.uk
• Our response time is 48 hours, but is usually within 24 (Monday – Friday, 9am – 5pm).
Venue: BIC, Exeter Road, Bournemouth, Dorset BH2 5BH
Your Symposium Slot
Your 45 minute symposium slot has been confirmed in the programme.
There are no parallel sessions. The location of your symposium is Tregonwell Hall.
Due to the full programme, we are unable to offer rehearsal times.
| Date | Sponsor | Set up from | Session Time | Set down |
| Mon 15 | Desitin | 12.30 – 12.40 | 12.40 – 13.25 | 13.25 – 13.35 |
| Angelini | 16.00 – 16.10 | 16.10 – 16.55 | 16.55 – 17.00 | |
| Tue 16 | Neuronostics | 08.00 – 08.30 | 08.30 – 09.15 | 09.15 – 09.20 |
| UCB | 12.30 – 12.40 | 12.40 – 13.25 | 13.25 – 13.30 | |
| Tue 16 | Livanova | 15.30 – 16.20 | 16.20 – 17.05 | 17.05 – 17.10 |
Your Symposium Room
Room Capacity
450
Room Layout
Theatre style
Tech
2 x Projectors and screens, computer and mics
Tech Breakdown:
Comfort monitors
• 2 x Comfort monitors – 1 at the lectern, the other visible from the top table
• Countdown timer
• Microcue 3 clicker with built in green laser pointer (screens are front projected)
Microphones
• 2 x Gooseneck mic on lectern
• 4 x gooseneck mics on table stands at top table
• 4 x radio mics – lavalier wireless mics
• 2 x radio mics – wireless handheld
Lighting
General stage wash on lectern & table
Sound
Digital Mixer with 4 speakers – additional monitor speakers at lectern and top table to help presenters hear questions from the audience
Projection
16:9 ratio – 1920 x 1080 front project
Projection Control
• 2 x laptops with windows 11 and Microsoft Office 365
• Option to plug in a laptop at the lectern
• 1 x Audio feed to sound desk from laptop
• Seamless scaler/switcher & controller
• All necessary cabling for above
Technicians
1 x sound, 1 x AV technician
If you need additional equipment, please contact us to arrange. Deadline: Monday 23 Sep
Accommodation
A list of local hotels can be found here.
Registering your team
• All team members must be registered for the meeting in advance
• Team members who turn up on the day without a pass will need to register and pay the onsite rate before being given entry
• All passes should be booked via the conference website
• Passes can be booked individually or as a group (See buttons below)
• If you have any difficulties or queries, please email us
Symposium Speakers
• If you are attending the full meeting, please register as a delegate
• If you are attending to present at a symposium only, then register a symposium support pass
Symposium support staff
• Up to 3 members of staff, plus speakers, can register for a 1 day free attendance pass
• Further symposium support passes can be purchased for £155, if required
• If a symposium support staff member is attending the wider meeting, they should register as a delegate
Group Registrations
Registering with the group form will allow you to book all passes quickly and with a single card payment
To do this, one person needs to be the coordinator for your team. The coordinator will need to know:
• Who is attending and on what day(s)
• A list of team members and their email addresses
• A payment card
Deadline to book and pay for a group: 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.
Publicity: A5 advert in handbook
Your symposium slot includes an A5 advert in the printed handbook, given to all delegates when they register.
Page Size: A5 portrait (148mm w x 210mm h)
File Type: High resolution PDF
Bleed: 3mm all round
Colour: Full colour
Page side: Ensure your design works for both right – and left-hand pages
Deadline: Thur 21 Aug
Publicity: Symposium Programme in handbook
Our programme goes to print several weeks before the meeting. We will include your symposium title and speaker names as supplied on your A5 advert.
Deadline: Thur 21 Aug
Please note that we are unable to send you a hard copy of the handbook prior to the meeting, You will be able to pick up a copy of the handbook when you arrive at the BIC.
Publicity: Flyer in delegate pack
We invite you to send us a flyer for inclusion in the delegate pack. Please send us a digital proof of your design prior to production, allowing 2 days for approval.
Number of flyers: x300
Size: Any size up to A4, 4 pages (a folded A3)
Delivery 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 to send us digital proof: Thur 14 Aug
Deadline for hard copies to arrive: Thur 28 Aug
Publicity: Conference Website
Once your title and speaker name(s) are confirmed, we can include these in the conference programme – please provide these details asap to maximise exposure time.
Publicity: Branding the lectern
The lectern in the room will be branded with the ILAE British Branch logo. You can arrange to brand over this at your own cost for your session, but please note that low adhesive material must be used that will not damage the meeting signage underneath. You will be responsible for applying and removing any session specific branding that you bring to site. Please remove your branding promptly at the end of your symposium session.
The dimensions of the lectern are 510mm wide x 140mm high.
Filming your symposium
The ILAE British Branch conference will be filmed. If you would like your symposium to be filmed, then please email our office to discuss your requirements. Please note there will be a charge for providing footage and any editing required.
Deadline to request filming: Thur 28 Aug
Car Parking
Information can be found here.
On site
Collecting your passes
Please come to the registration desk on arrival where your badge and delegate pack will be waiting for you. You will not be allowed entrance into the meeting unless you are registered and are wearing your badge.
Room Set up
Your Symposium Room will be set up with 1 top table and 4 chairs and a lectern. Water will be available on the table for speakers. You can put pop-up banners immediately outside the room and/or on the stage. A technician will oversee your presentation for you. You are also welcome to bring in your own technician for this role – please remember to register all your team in advance.
The meeting cannot overrun. See the programme for the sessions running immediately before and after your symposium. Please leave the room as it was found after your session has finished.
Catering
Catering is provided to all meeting attendees.
Breakfast rolls, pastries, tea, coffee and juice will be provided for all attendees at the breakfast symposia.
Lunch bags will be available to delegates attending the lunchtime symposia.
Advertising your symposium session on site
We will work closely with you in the run up to your symposium to help generate interest. Delegates will be reminded of your symposium start time by the chair of the previous session. You are welcome to leave additional symposium flyers on the registration desk, however, please do not leave flyers in other areas around the venue. We also respectfully ask that you do not actively distribute flyers from any other area aside from your exhibition stand.
Thank you again for your support – we wish you a successful symposium session!
ILAE British Branch Committee