Welcome to the Symposium Information Site

Please bookmark this page for your reference

We look forward to working with you in the run up to the ABN & INA Joint Meeting in Belfast. Please read through the following information and make a note of the deadline dates. There’s a summary in the table below. All deadline dates relate to 1700hrs. If anything is unclear or you have any queries which are not covered in this manual, please get in touch.

• Our response time is 48 hours, but is usually within 24 (Monday – Friday, 900 – 1700hrs).

Your Symposium slot

Your symposium details have been confirmed to you by email. You have been informed of:
• Your Symposium day (Wed 10, Thur 11 or Fri 12 May)
• Your Symposium location (Hall 2a, Hall 2b or Studio Hall)
• Your set up, break down and rehearsal times

The timings of the Symposia are:
• 1245 – 1345 (Wed 10 May)
• 1325 – 1425 (Thur 11 May)
• 1315 – 1415 (Fri 12 May)

Room capacity: 200

Summary of Deadlines – Further details below (please scroll)

Date	Action (by 1700hrs)
ASAP	Book accommodation for your team
Mon 27 March	Deadline for A6 advert in mini programme
Mon 17 April	Register Symposium Team passes
Mon 24 April	Send information for the Meeting App
Mon 24 April	Order additional tech equipment
Tue 2 May	Meeting App goes live
Tue 9 May	Meeting starts

Lunchtime Sponsored Symposium – Summary of Agreement

Lunchtime symposia sponsors have a 60 minute slot in the meeting programme.
There are 3 sessions running per day in parallel with each other.

The sponsored symposia opportunities include:
• Acknowlegement in the conference programme
• A full page A6 advert in the mini programme
• Additional PDF attachment on your profile page on the app
• 15 minutes of pre-recorded video content on your profile page on the app
• Room hire
• Technical assistance
• 1 day free registration for all speakers – registered via the conference site
• Up to 6x symposium session passes for your support staff – email our office to register passes

Further information about all of these elements is listed below, along with the deadlines for sending us the information we need to ensure the meeting runs smoothly and on time.

Registering your team

All personnel who will be in the ICC while the meeting is in progress MUST have a delegate pass

• Symposium speakers attend the meeting free of charge for 1 day. Book these passes via the registration site
Speaker passes give access to all areas of the meeting.

• Symposium support staff who are assisting with your session but don’t need access to the exhibition hall or the main sessions can email our office for a free symposium support pass. Up to 6x support passes can be issued for your company. Symposium support passes only give access to your symposium room for your rehearsal and your session time.

• All other personnel attending your symposium must be registered as a delegate or exhibitor at the meeting. Book these via the registration site. Delegate and exhibitor passes give access to all areas of the meeting.

Deadline to request free Symposium Support Pass: Monday 17 April

Group Invoices
• If you have 5 or more passes to pay for, we can create a group invoice for you
• Email our office for instructions and we will generate within 48 hours
• Group invoices must be paid for by card or bank transfer within 7 days
Deadline to request group Invoice: Monday 17 April

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

Conference Programme
Your symposium will be advertised in the programme for the meeting. The title used here is the one you have given us when you applied for your symposium slot. It is your responsibility to notify us if this title changes at any point in the run-up to the meeting.

Mini Programme
Our A6 mini programme, similar to the one shown here, will double up as a badge. All meeting delegates will be given a badge like this when they register.

We advertise your symposium in the mini programme with:
• The title of your symposium
• Full page A6 portrait advert: 105 x 148mm (111 x 154mm with bleed)
• Please supply as a CMYK jpeg or PDF file
Deadline for changes to your title and sending your A6 advert: Monday 27 March

Meeting App
The Meeting app is accessible to all registered delegates of the meeting and launches on Tue 2 May. We publicise your symposium in the app in the following ways:
• Your symposium title will appear in the programme section of the app.
We will use the title you supplied when you applied for a symposium session. It is your responsibility to notify us if this title changes at any point in the run-up to the meeting.
• A PDF flyer up to 12 pages long can be added to your company’s profile in the app
• A 15 minute video can be included on your profile page. This should be sent to us as a full HD 1920×1080 mov or MP4 file (not a wmv). The content can be a synopsis of your symposium content, an introduction to your company, an aspect of current research, or something else. Send your footage to us via wetransfer
Deadline for sending PDF & Video content: Monday 24 April

During the meeting
During the sessions prior to the lunch break, the chairs will announce the symposia topics for the day and remind delegates where these are being held.

Filming your session

We do not record the sponsored symposia sessions, but you are welcome to do this, if desired. The following stipulations apply:
• Please contact us in advance if you wish to film your session
• A notice on the door should inform delegates that the session is being filmed
• The chair should announce at the start of the session that filming is taking place
• Shots of the audience must be of the backs of heads only – no faces
• Speaker permission must obtained in writing by you
• There should be no use of the ABN or IICN logo
• Nothing should imply that the ABN or IICN endorse the content
• The final footage must be sent to our office prior to release for permission (this is just a courtesy – the ABN and IICN will not unduly withhold permission)
Deadline to request permission to film: Monday 24 April

Technical & Furniture Specifications

Stage

The symposia venues differ slightly in their layout. You have been informed of your location by email.
• Halls 2a & 2b have flat seating and a raised stage area (7.2m x 3m x 0.35m)
• Studio Hall has raked seating and no raised stage area

Furniture in the room
The following furniture will be in your room
• Lectern
This can be branded with a front panel as shown below
Panel dimensions: 29 w x 97.4 h (cm)
If branding the lectern, you must remove this after your session ends

• Top table with 4 chairs
Made up of 2x tables pushed together, each table: 180w x 80d x72h (cm)
• 200 seats for the audience

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
Note: No recording equipment

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

Deadline for ordering additional tech: Monday 24 April

Arriving at the venue

Parking
See the link here for parking options at the ICC.

Registration
• Use the Riverside Entrance when you arrive. The registration desk will be in the reception area in front of you.
• 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 set up with 1 top table and 4 chairs and a lectern.
• Water will be available on the table for your speakers.
• A technician from the venue will oversee your presentation for you. This does not include checking your presentation, this is your responsibility.
• You may bring your presentation on a memory stick.
• We don’t record, though you can arrange this yourselves if needed.
• You are also welcome to bring in your own technician for this role – Please remember to register them

See the programme for the sessions running immediately before and after your presentation.

Catering
• Catering is provided to all meeting attendees.
• To help ensure your session runs smoothly, lunches will be available for symposia guests nearby.
• After collecting their food, delegates can take their lunch into your symposium.
• After your symposium has finished, please leave the room as you found it.

Anything we’ve missed?

Please email us with any queries you have.

Thank you for your support – we wish you a successful meeting!