ILAE are pleased to share with you the menu of sponsorship items available for the 36^th IEC featuring unopposed and parallel satellite symposia, modern hospitality suites and private meeting rooms, strategically placed scientific exhibits, many branding opportunities, the latest in technology offerings, sustainable items and extensive customisable space within our exhibition hall. We sold out of almost all sponsorship items at the last IEC, so please act fast.

Please email the Industry team on industry@ilae.org in order to receive the Sponsorship Prospectus.

Please note that reservations for exhibition can only be accepted via the Exhibition Booking Form. Please be aware that it is possible that two companies may book the same space particularly if booked overnight, over the weekend or in the first few days of the exhibition space bookings being released. ILAE will work on a first come first honoured basis as bookings made through the Exhibition Booking Form are all time stamped. It is important therefore to consider selecting a second or even third option for your exhibition booth.

Click here to see the Exhibition Booking Form

The Exhibition Manual containing full details to help you with the planning of your exhibition booth will be available here in late April.

30 August	13:00-17:00
31 August	09:30-17:00
1 September	09:30-17:00
2 September	09:30-17:00

Information will be available here in the first week of April.

The Satellite Symposium Manual containing full details to help you with the planning of your satellite symposium will be available here in late April. Do note for now, however, that a one page summary of each satellite symposium is required by Friday, 16 May.

The programme for satellite symposia will be available here in late May.

Please note that any company taking any sponsorship items excluding exhibition will be issued a contract with full terms and conditions.

The below information related to companies taking exhibition space only.

 

EXHIBITOR RULES & REGULATIONS

The complete Rules & Regulations, including venue restrictions, will be published in the Exhibition Manual available in late April 2025. The Rules & Regulations must be fully observed by the exhibiting company, its’ contractors and all personnel directly or indirectly engaged. The Organiser reserves the right to demand changes to, or closure of, any stand that does not conform to these rules and regulations. If an exhibitor fails to comply with these rules and regulations, the Organiser reserves the right to reclaim its exhibition space and resell it, and all moneys paid by the exhibitor shall be forfeited.

In the case where there is a breach of the regulations on building and decoration of stands and/or a breach of technical nature, the Organiser and/or the venue is/are entitled to carry out the necessary procedures to regularise it, which may involve closing the stand. The costs resulting from this corrective action will be charged to the exhibitor.

Once an exhibiting company has reserved exhibition space, modular booth and/or stand services, it agrees to abide by the Rules & Regulations, including the payment conditions and cancellation policy.

 

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 per cent of total sponsorship with signed sponsorship agreement or exhibition agreement
• 50 per cent before 20 June 2025

Any exhibition reservation will not be considered as confirmed until the first deposit of 50 per cent 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’ stand 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 per cent 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.

 

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 stand.

 

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.

 

Exhibition Stands

1. In the case where there is a breach of the regulations on building and decoration of stands and/or a breach of technical nature, the Organiser and/ or the congress venue is/are entitled to carry out the necessary procedures to regularise it, which may involve closing the stand. The costs resulting from this corrective action will be charged to the exhibitor.
2. The specified set up and dismantling dates and times must be adhered to.
3. The maximum build height for free-build exhibition will be listed in the Exhibition Manual.
4. For suspended structures, rigging may be possible but will be dealt with on a case-by-case basis. Additional fees will apply.

 

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.

 

Shell Scheme Exhibition Booths

Each shell scheme exhibition booth includes:

• Back and separation walls
• Fascia panel with company name
• Standard furniture
• Stand preparation, construction and dismantling

 

Exhibited 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).

 

Stand & 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 stand. Distribution of literature, promotional activities, etc. will not be permitted in the aisles or outside the exhibition area.

 

Subletting

Subletting of exhibition space is not permitted.

 

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, stand noise that it judges to be excessive or a disturbance to others.

 

Publicity & Advertising

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

 

Insurance

Each exhibitor is responsible for its’ own products, displays and stand, 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.

IEC 2025 Industry Registration

It is the responsibility of the exhibitor or sponsor to comply with all national and international laws and regulations that pertain to its’ particular industry. Should any exhibitor or sponsor fail to comply with any laws or regulations relating to legal, ethical or industry standards and best practices, ILAE have the right to forbid the participation of that company.
It is recommended that any exhibitor or sponsor that is showcasing pharmaceutical products reviews the MedTech Europe Code of Ethical Business Practice and the EFPIA Code of Practice.
ILAE has submitted the Congress to the Conference Vetting System (CVS) and is awaiting the results.

AIFA Application (valid for Italian pharmaceutical companies only):
ILAE have engaged with Atlante Viaggi Italia S.r.l to collect on our behalf all the applications from the Italian Pharmaceuticals Companies and file them with the Italian Medicines Agency in compliance with the instructions given by its Legislative Order nr. 219/2006 Art 124 paragraph 2 at least.

Please contact:
Barbara Mantegazza,
Atlante Viaggi Italia Srl,
via Bandello 1 (ang. Corso Magenta),
20123 Milano.

e-mail: barbara.mantegazza@atlanteviaggi.com
web: www.atlanteviaggi.com

Guidelines for Industry Participation in ILAE International & Regional Congresses

Please note that these guidelines are currently being reviewed by ILAE’s Resource & Mobilization Task Force so a newer version of these guidelines will be available here in the second half of 2025.

The aim of these guidelines is to ensure a long-term, consistent definition of standards for Industry participation and the regulation of commercial interests at ILAE Congresses and Regional Congresses.

These guidelines set out a framework for commercial sponsors’ long-term involvement in, and financial support of, ILAE congresses. They also reflect the mutual commitment of ILAE and Industry to a congress of which the main objective is high scientific content within an acceptable cost structure.

As a general policy, it is anticipated that any company that is associated with a congress will show good citizenship and will comply with and abide by these guidelines.

 

GLOSSARY

• ILAE: International League Against Epilepsy
• IBE: International Bureau for Epilepsy
• Congress Secretariat: ILAE Secretariat Limited
• Congress: Any congress or conference organised by ILAE
• Congress organisers: ILAE, represented by the Congress Secretariat
• Scientific & Organising Committee: The scientific advisory or consultative and organising committee for a congress
• Industry sponsor: Any commercial entity, person, company or corporation and its employees or agents that has contracted to sponsor an ILAE congress, and/or is directly or indirectly involved in supporting a congress, and/or may benefit from a congress in any way
• Exhibitor: Any commercial entity, person, company or corporation and its employees or agents that will be participating in a trade exhibition at an ILAE congress and to whom exhibition space has been allocated

 

1. GENERAL INFORMATION

ILAE invites industry sponsors to participate in their international or regional congresses. Epilepsy Congresses are planned and supervised by ILAE structures and developed by a selected SOC, with the assistance of the Congress Secretariat. (In some world regions ILAE congresses may be organised separately.)

Venue and date: Congress venue and date are determined by ILAE, with prior evaluation of all logistics and cost-effectiveness aspects. The selection of congress venue and dates by ILAE will be made taking account of all the conflict of interest policies concerned (ILAE, host country, sponsors’ countries) where possible. ILAE retains the right to modify the preselected venue and dates in unforeseen circumstances.

Industry-sponsored activities: ILAE congresses generally last for 3 to 5 days, allowing space and time for sponsored activities, mainly satellite symposia and exhibition stand activities.

The congress programme is usually composed of plenary sessions, discussion groups, seminars, keynote lectures, symposia, poster and oral communications. It also includes teaching sessions (in collaboration with ILAE educational structures). This scientific and educational content is under the sole responsibility of the SOC.

Sponsored activities may be planned together with the industry partner, and integrated in the scientific programme, following the recommendations included in this document.

As a general principle, the sponsored activities should not overlap or conflict with other scientific, educational or social sessions. Reciprocally congress schedules will be planned, in as far as possible, in such a way as to have satellite symposium timeslots unopposed by other congress sessions.

Conflict of interest policies and other codes of conduct: This industry participation in epilepsy congresses must comply at all stages with the ILAE policy on Conflict of Interest. The regulations specific to the host country of the congress, as well as the codes of conduct or standards of procedures of the industry partners and their concerned affiliates, should be taken into account at the early stages of the congress planning. All the conflict of interest policies concerned (ILAE, host country, sponsors’ countries) will be taken into account in the planning stages.

This document provides guidance and recommendations on the following issues of the sponsorship process:

Congress Planning and Sponsorship Prospectus

Sponsored Satellite Symposia

Other Sponsored Scientific or Educational Activities

Exhibition

Communications & Use of ILAE Brands and Logos

Enduring Materials

Catering and Social Events

Advertising & Use of Brand Names

Support for Delegate Participation

Sponsorship Acknowledgement

Evaluation of Sponsored Activities Outcome

 

2. CONGRESS SPONSORSHIP PROSPECTUS

 

2.1 The Congress Secretariat will provide a formal sponsorship document (the prospectus) approximately 12 months in advance of a congress to potential sponsors of a congress. This document should include:

• • A statement of the objectives of the congress (scientific and educational)
  • The demographics of previous events
  • Expected attendance at the specific congress
  • Itemised costs relating to satellite symposia, exhibition space and any other support opportunities
  • The pre-payment and cancellation policies that apply to sponsoring companies for satellite symposia slots, exhibition space and any other sponsorship items

2.2 All costs should be based in either Euro or US Dollars. All agreements should be covered by legally binding contracts.

 

3. SPONSORED SATELLITE SYMPOSIA

ILAE encourage industry to propose sponsored satellite symposia, as educational and scientific sessions within the congress programme. CME credits may be attributed for attending these events.

3.1 Manuals containing full rules and regulations for satellite symposia and other sponsored sessions will be made available at least three months before the congress begins, and these must be complied with. Any industry sponsor that does not comply with the rules and regulations will not be permitted to continue with their sponsored events and will not be refunded for the sponsorship fee.

3.2 Industry sponsors may distribute promotional materials concerning their satellite symposia and are entitled to use the name and logo of the congress in these materials, which must be approved of in writing in advance by the congress organisers. The use of congress name and logo on promotional material should be used only to indicate that the symposium will be held within the particular congress and should in no way be seen as an endorsement of the sponsor’s product.

3.3 Congress programme schedules will be planned, in as far as possible, in such a way as to have satellite symposium timeslots unopposed by other congress sessions.

3.4 The international congress schedule should allow a minimum of sixty minutes’ running time, and the regional congress schedules should allow a minimum of 30 minutes’ running time for satellite symposia. The congress organisers will endeavour to provide additional preparation time.

3.5 Abstracts from satellite symposia may be included in the main abstract publication of a congress, subject to the approval of the SOC. It will be the sponsoring company’s responsibility to comply with all local call-for-abstracts deadlines.

3.6 An industry sponsor may design a satellite symposium to provide information about a specific product or device. However, satellite symposia must adhere to all the guidelines in this document, and must devote no more than 30% of the content (or of the satellite symposium’s duration) to product related material and adherence with this rule shall be overseen and enforced by the satellite symposium chair and presenters. Satellite symposium content must be free of commercial bias for or against any product. All the conflict of interest policies concerned (ILAE, host country, sponsor’s country) must be respected. It is the responsibility of each sponsor to ensure that they comply with all regulations and restrictions.

3.7 Any information concerned with commercial products must be objective, well-balanced, and based on scientific standards generally accepted in the medical community. The content of slides and reference materials must remain the ultimate responsibility of the satellite symposium chair and presenter. All the individuals in this responsibility chain must provide a disclosure form for any relevant conflict of interest, according to the ILAE policy on Conflict of Interest.

3.8 To ensure the scientific credibility of satellite symposia, and to avoid overlap or conflict between satellite symposia or between satellite symposia and the academic programme, satellite symposium titles, programmes, presenters and topics must be approved by the scientific committee of the congress in writing in advance. Sponsors of satellite symposia are encouraged to make contact with the SOC as early as possible in the development of the programme, for guidance on the direction, theme and speakers of their satellite symposia and for advice in ensuring that the preferred satellite symposium programme does not coincide with that of another satellite symposium or congress session.

3.9 The speakers in a satellite symposium may be chosen and proposed to the SOC by the sponsor. However, there are specific rules stipulated by ILAE that must be taken into account and may influence this choice. The number of satellite symposia in which the same speaker/chair may participate is limited. The current limitation is two appearances: twice as speaker or twice as chair or once as speaker and once as chair. This is considered as separate to speakers’ appearances within the rest of the congress programme. ILAE Executive Committee members speaking at sponsored sessions are bound by the Conflict of Interest and disclosure documents.

3.10 The sponsor of a satellite symposium should cover the congress registration fees and travel and accommodation costs for the chair and speakers of their satellite symposium.

3.11 Since being an invited speaker or chair in a satellite symposium may entail personal financial benefits, members of the ILAE leadership, as well as SOC members who may have an influence on the congress programme, must comply with the internal policies of the ILAE Conflict of Interest and disclosure.

 

3.12 An industry sponsor may insert one digital file on its satellite symposium in the virtual congress bag and may display posters advertising its satellite symposium on-site at a congress in the allocated areas and at the allocated time. An industry sponsor may avail of the opportunity to have electronic notification of its satellite symposium sent to all registered participants in advance of a congress and may have a web-link from the congress website to this invitation. Any such promotional material must be approved of in writing in advance by the congress organisers.

3.13 Other commercial promotional materials may be displayed or distributed in designated areas with the prior written approval of the congress organisers.

3.14 Satellite symposia are subject to evaluation by the organisers and by the attendees. All evaluations, including attendances figures, will be transmitted to the sponsor.

 

4. OTHER INDUSTRY-SPONSORED ACTIVITIES

4.1 Industry-sponsored poster sessions will be permitted only when the sponsorship of the session is clearly noted in the title of the session. These sessions will be located in a clearly identifiable area, either an ‘Industry Sponsored’ section of the poster area or a separate room. Posters to be included in industry-sponsored poster sessions, whose abstracts have not already been reviewed and approved as congress abstracts, must be submitted for review and approval by the congress scientific committee in advance of a congress. Abstracts of industry-sponsored poster sessions will not appear in the on-line or paper supplements of the official congress publication, such as Epilepsia. Commercial promotional materials may be displayed or distributed in designated areas, with the prior written approval of the congress organisers.

4.2 The satellite symposium rules will form the basis of the rules governing other sponsored activities like therapeutic updates, workshops, etc. However, such activities will be treated on a case-by-case basis by the congress organisers.

4.3 Awarding of prizes (poster or platform presentations), or sponsorship of a themed group of posters, may be considered as an opportunity for industry sponsorship, subject to written approval by the congress organisers.

4.4 Industry sponsors may only organise any event, including, but not limited to, any press conference, off-site meeting, scientific session, product launch, etc., during a congress with the prior written approval of the congress organisers and should provide the congress organisers with the dates and details of any events that it is planning to hold during a congress. Such events should not conflict with any part of the congress programme or ILAE educational activities.

4.5 Requests for off-site sponsored sessions or meetings will be dealt with on an ad hoc basis by the organising/scientific committee(s) of a congress with the Congress Secretariat. Such events should respect the rules and regulations and conflict of interest policies of ILAE, the host country and the sponsor’s country, as well as those of any other regulatory body or industry association in the host country and the sponsor’s country, such as EFPIA, EUCOMED and IPCAA. Furthermore, it is expected that a company wishing to organise an off-site sponsored session or meeting should be a major sponsor of the congress and would usually organise a satellite symposium within the congress programme.

Activities such as advisory board meetings, faculty dinners, etc. are not considered “off-site sponsored meetings” and therefore will be excluded from this approval process. All other off-site events sponsored by industry should be labelled “closed” events and be exclusively reserved for those delegates invited by the company to attend the congress.

 

5. EXHIBITION

5.1 The Exhibition hall or area is an integral part of the congress, offering exhibitors the opportunity to share information with meeting attendees. The area allocated to exhibition should be in a location with convenient access to and from the main congress areas. The exhibition hall or area should however be clearly indicated as such and separate from the scientific session areas.

5.2 Exhibitors should comply with the local congress centre guidelines in terms of materials delivery and construction times. However, a minimum build-up period will be allowed, which will be specified per congress, with access for loading and unloading. Floor plans and exhibitors' manuals will be accurate and made available at least three months before the congress begins.

5.3 The exhibitors’ manual will contain full rules and regulations for exhibiting companies and these must be complied with. Any exhibitor or exhibition stand that does not comply with the rules and regulations will not be permitted to continue exhibiting and will not be refunded for the exhibition fee.

5.4 Material displayed on exhibition stands, whether pharmaceutical information, equipment, or items for free distribution, should comply with the international codes of practice and regulations of the host country. It is the responsibility of each exhibitor to ensure that they comply with all regulations and restrictions.

5.5 Space allocated to exhibition use will be provided with adequate firefighting facilities, emergency exits and corridors between the exhibits to allow rapid evacuation.

5.6 The congress organisers will endeavour to provide storage space close to the exhibition area. The amount of space provided will be determined by the area available within the congress facility. In the case that extra storage space is required, the costs will be borne by the exhibitor.

5.7 The congress organisers will ensure that all exhibitors are aware of conditions requiring them to show due consideration to other exhibitors for the duration of the exhibition regarding sound projection and any other activities, which may affect other stand operators.

5.8 All exhibitors must display an official exhibitor badge or delegate badge at all times during the congress. As access to the exhibition area is restricted, all stand builders are required to wear stand constructor badges during set up and dismantling.

5.9 Persons, exhibitors, companies, or organisations may not display or demonstrate products, processes or services; solicit orders; or distribute advertising materials anywhere in the venue (outside of the Exhibition Hall) or in any hotel contracted by the congress organisers.

 

6. COMMUNICATIONS & USE OF ILAE BRANDS AND LOGOS

6.1 Only the ILAE may authorise an industry sponsor to disseminate information about an ILAE activity to the medical community. The content of such information is the responsibility of the ILAE, and any such information must identify the activity as produced by the ILAE or their designated organiser.

6.2 Industry sponsors may use the ILAE logo(s) on communications to the medical community about an ILAE-related academic activity, only with written permission from ILAE.

6.3 Industry sponsors may use the congress logo on communications to the medical community about a congress-related academic activity, only with written permission from the congress organisers.

 

7. ENDURING MATERIALS

7.1 ILAE is responsible for the quality and content of any enduring materials of a congress, including printed material, digital media and other audio and visual materials intended for distribution as a result of the congress. As such, the creation of such materials is at the discretion of ILAE. An exception to this rule is made for satellite symposium materials, which remain under the responsibility and ownership of the sponsor of the satellite symposium.

 

8. CATERING

8.1 All the conflict of interest policies concerned (ILAE, host country, sponsor’s country) must be respected regarding food and beverages being offered by exhibitors and/or sponsors. It is the responsibility of each exhibitor and /or sponsor to ensure that they comply with all regulations and restrictions.

8.2 Events (including those organised by commercial sponsors) should not compete with, nor take precedence over, the academic and satellite sessions of the congress. Industry sponsors may not organise any event, including but not limited to company dinners, receptions, etc., during a congress that conflicts with any part of the social or scientific programme and should provide the congress organisers with the dates and details of any events that they are planning to hold during a congress.

 

9. ADVERTISING & USE OF BRAND NAMES

9.1 Brand names may be used by an industry sponsor on specific occasions, namely: at its exhibition stand and in advertisements in the announcements and final programme book. Permission will be given in writing. All the above are subject to compliance with the regulations of ILAE, the host country and the sponsor’s country.

9.2 All advertisements and/or advertising or promotional material, both printed and electronic, which is circulated to delegates via the congress secretariat and/or in congress publications, must be approved of in writing in advance by the congress organisers.

 

10. SUPPORT FOR DELEGATE PARTICIPATION

Industry sponsors may be willing to financially support the participation of delegates to the congress. ILAE welcome any such initiative that assists with the dissemination of knowledge about epilepsy. This support may enable some delegates, for whom it would be otherwise impossible, to attend a congress, and it complements the bursary programmes organised by ILAE for some of its congresses. In situational cases, all the conflict of interest policies concerned (ILAE, host country, delegate’s country) must be respected. It is the responsibility of each sponsor to ensure that they comply with all regulations and restrictions.

 

11. SPONSORSHIP ACKNOWLEDGEMENT

11.1 Sponsorship is acknowledged in all digital platforms, any printed materials and on the congress website.

11.2 Industry sponsors are encouraged to display a list of past and present support for ILAE activities at their booths in the exhibition hall.

 

12. EVALUATION OF SPONSORED ACTIVITIES OUTCOME

The following evaluation information will be communicated to each sponsor after a congress:

• • Attendance at satellite symposia and at the congress, impressions of the exhibition hall, etc.
  • Evaluation of the satellite symposia content by delegates and SOC.