Payment Conditions
Any request for payment will be accompanied by an invoice from the Congress Secretariat. The exhibiting company will pay all invoices issued in accordance with the schedule, within twenty days of the date of the Congress Secretariat’s invoice (or in line with payment terms listed on invoice). Should the exhibiting company request services close to the time of the meeting, full payment (or proof of full payment) must be received before such services will be provided.

Apart from any extra costs to be borne by the exhibiting company (see above), the payment schedule will be as follows:

• Orders up to a total of €5,500 must be paid in full immediately
• Payments for orders over €5,500 shall be made per the following schedule:
• 50% of total sponsorship with signed sponsorship agreement or exhibition agreement
• 50% before 20 June 2025

Any exhibition reservation will not be considered as confirmed until the first deposit of 50% of the total cost has been received by the Congress Secretariat. If an exhibiting company reserves exhibition space on or after 20 June 2025, the total cost must be paid in full immediately to secure the space. If full payment for exhibition space and/or booth has not been received before 20 June 2025, the exhibiting company will not be permitted to set up its’ booth and equipment.

Cancellation Policy
Should an exhibiting company wish to cancel any of its’ participation (exhibition space, modular booth, etc.), written notification by email must be sent to the Congress Secretariat.

Refunds will be made based on the following schedule:

• On or before 20 June 2025: 50% of payment
• On or after 20 June 2025: No refunds

A change of format to fully virtual delivery of the Congress will cause an offer to be made to a sponsor/exhibiting company to adjust, or they are permitted to remove their support up to 14 days after the decision to change the format has been communicated.

App
No exhibiting company is permitted to advertise the use of an app, other than the official congress app, in connection with their participation at the Congress.

Audio and/or Visual Disturbance
Audiovisual and other devices will be permitted only in those locations and in such intensity as, in the opinion of the Organiser, they do not interfere with the activities of neighbouring exhibitors. Sound equipment must be regulated and directed into the booth, so that it does not disturb neighbouring exhibitors. The Organiser reserves the right to demand a reduction in the intensity of, or complete cessation of, booth noise that it judges to be excessive or a disturbance to others.

Booth & Marketing Activities
Marketing of any product and/or service in any part of the exhibition area or meeting rooms by non-exhibiting companies is not permitted. Personnel of exhibiting companies must confine their activities to the exhibition booth. Distribution of literature, promotional activities, etc. will not be permitted in the aisles or outside the exhibition area.

Catering
Catering including coffee machines must be ordered through the official congress catering contractor; see details on the Suppliers section of the Industry Manual. It is not permitted to take in any of your own catering into any area of the congress centre including the Exhibition Hall.

Electricity
All electrical installation to booths must be carried out by the venue and the official exhibition contractor. Apparatus that does not comply with the rules & regulations pertaining to electrical connection may not be connected to the electricity supply.

The use of other energy sources, eg. generators, is not permitted. It is strictly forbidden to use any of the wall sockets of the venue.

Floor Loading
The maximum floor loading is 600 kg/sqm. Loading must be uniformly distributed.

Force Majeure
The Organiser reserves the right to modify dates, time schedules, floor plans and programmes in case of necessity. In case of forcible cancellation of the Congress, the moneys paid by exhibitors shall be reimbursed, less proportional deduction of expenses incurred. Under no circumstances shall exhibitors be indemnified.

Furniture & Fittings of the Venue
Furniture and fittings of the venue must not be moved or removed. The venue reserves the right to place general indication panels or any elements that will serve to improve the exhibition wherever it considers appropriate. Exhibitors may not remove or cover such elements.

Giveaways
You must inform the Organiser if you wish to offer giveaways at your booth. There will be ILAE branded merchandise for sale at the congress and an Exhibitor cannot offer similar items as giveaways at their booth.

Insurance
Each exhibitor is responsible for its’ own products, displays and booth, and should take out insurance for the duration of the congress, transport and storage. The Organiser and the congress venue shall not accept responsibility for loss of, or damage to, the exhibit or property of an exhibitor or any other person, brought about by fire, theft or any other cause whatsoever.

Liability for Damages
Any damages occurring that are the fault of an exhibitor will be charged to that exhibitor. Exhibitors (or their representatives) are liable for any damage or harm caused by their structures, equipment, articles to be exhibited or activities on their booth.

Prohibited Products
Presentation and distribution of products that can harm other exhibitors or visitors, or that can damage the floor and/or existing constructions is prohibited. Samples of medicine may not be exhibited or distributed. There may be no reference to price on products on display (except books/journals).

Publicity & Advertising
All exhibitors must be the producers, importers or representatives of the goods and/or services displayed on their booths. Advertising material and signs may not be distributed or displayed outside the exhibition booth. Advertising that may harm or inconvenience other exhibitors or visitors is strictly forbidden.

Subletting
Subletting of exhibition space is not permitted.

Please also refer to Part 5 in the Industry Guidelines Section of this Manual for best practice for exhibition at an ILAE congress.

It is compulsory for all exhibitors to read CCL’s rules for exhibition document here.

General 

• Fire-resistant treatment must be carried out to curtains, ceilings and wall coverings at least one day before the opening of the exhibition to allow adequate time for testing of the materials.
• Tablecloths, curtains, etc. must clear the floor by at least 10cm.
• Boxes, crates, etc. may not be stored in the exhibition area, or on or around booths.
• Exhibition Hall aisles must be kept clear at all times.
• Emergency exits must be kept clear at all times.
• Security equipment must remain accessible at all times.
• Exhibition hall roads must be kept clear at all times to allow emergency vehicles access. Illegally parked vehicles will be subject to removal.

Construction of Booths 
In accordance with fire prevention regulations, exhibition booths (including ceilings) may be constructed of the following materials only: 

• non-combustible materials
• inherently non-flammable materials
• timber, hardwood or plywood which has been rendered flame resistant by an acceptable method of impregnation
• durably flame-proofed fabric
• self-extinguishing plastic material having an acceptable flame resistance

 Fire hydrants, fire extinguishers and fire detectors/alarms must not be removed or covered under any circumstances. 

Booths Decoration 
All materials used in the decoration of booths must be non-inflammable. Any additional carpets or floor coverings must comply with fire prevention regulations.

Gas, Petrol & Other Flammable Substances 

• No exhibitor may light a fire, gas or oil appliance or stove or boiler of any description for any purpose whatsoever. 
• The use of gas, petrol, explosives or other flammable substances is strictly forbidden. 
• Naked lights and lamps are strictly forbidden. Neon lights are allowed with the necessary precautionary measures but must be declared in advance. 
• Exhibits, working demonstrations and special displays, such as lasers, which involve substances of a dangerous, explosive or objectionable nature, may not be used unless specific permission has been granted by the Organiser. 

Demonstration of Working Exhibits 

• Working machinery must be fitted with safety devices when the machinery is in operation. Safety devices may be removed only when the machinery is disconnected from the power source. 
• Working machinery must be placed at a safe distance from visitors and safety guards must be used. 
• Motors, engines and power-driven machinery may not be used without adequate protection against risk of fire. 

Children 
For health and safety reasons, children under the age of 16 are not permitted in the exhibition area during set up and dismantling. 

Animals 
Animals (except service or assistance dogs) are not permitted in the exhibition area. Animals may not be used on exhibition booths.