The Terms & Conditions and Rules & Regulations as outlined below and elsewhere in this Industry manual must be fully observed by the participating companies, its’ contractors and all personnel directly or indirectly engaged. The Organiser reserves the right to suspend the activities of any Company that does not conform to these terms and conditions.

Should a Company wish to cancel any of its’ participation, 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 the 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, any noise that it judges to be excessive or a disturbance to others.

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.

Company Events
The Company may not organise any event, including, but not limited to, any social event, company dinner, press conference, off-platform meeting, etc., during the congress that conflicts with any part of the scientific programme, social programme or ILAE and IBE educational activities. Any event organised during the congress should not compete with, nor take precedence over, the academic and satellite sessions of the Congress. Such events may only be held with the prior written approval of the Organiser. The Company must provide the Organiser with the dates and details of any and all events that it is planning to hold during the Congress. The Organiser undertakes to approve or reject the event justifying such rejection in writing, not later than five [5] working days following the receipt of information on such event.

Data Protection
The Organiser and the Company acknowledge that, in relation to the use of such personal data, each Party has an obligation to comply with data privacy laws. Each Party agrees to implement and maintain appropriate safeguards to protect personal data collected, received, in the lead up to, during and after the Congress, from any accidental, unauthorized, or unlawful access, use, alteration, destruction, loss, or damage.

Electricity
All electrical installation to booths or equipment used within a hospitality suite or session room for a satellite symposium 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 unless in a hospitality suite.

Exhibitors
Please read the Rules & Regulations as outlined in the Exhibition section for companies that are exhibiting only at the congress.

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 companies 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 congress participation wherever it considers appropriate. Companies may not remove or cover such elements.

Giveaways
You must inform the Organiser if you wish to offer giveaways at your booth or satellite symposium. There will be ILAE branded merchandise for sale at the congress and a Company cannot offer similar items as giveaways.

Health & Safety
The health and safety of all delegates at the Congress is of the utmost importance to the Organiser, venue and suppliers and it is expected that each Company and its’ personnel including third party suppliers respect all decisions onsite that are made in respect to keeping everyone safe.

Insurance
Each Company is responsible for its’ own products, displays and participation and should take out insurance for the duration of the congress to include transportation of goods as well as personal travel. The Organiser and the congress venue shall not accept responsibility for loss of, or damage to, any property of the Company 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 a Company will be charged to that Company. Please note that 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 delegates, 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 Companies must be the producers or representatives of the goods and/or services displayed on their marketing materials. Advertising that may harm or inconvenience other delegates is strictly forbidden.

Scientific Programme Content
The Company shall not have any direct or indirect influence on the composition of the congress scientific programme or the content.

CCL (Venue) Regulations
It is compulsory for all Companies to read CCL’s rules document here.

Please also refer to the Industry Guidelines Section of this Manual for best practices at an ILAE congress.