At the in-person conference
What to expect at the in-person conference.
We are looking forward to welcoming you to the Annual Conference.
This page provides more information about arrangements for those attending in-person. If you are attending the conference online, please see our guidance on planning to attend the virtual sessions and event.
We strongly encourage you to download the University of Birmingham campus app ahead of arriving at the conference.
At the following links you can also find out more about:
- Finding your way around the in-person conference venue
- Our code of conduct
- Our newcomers' guide
- Our guidance for presenters
- Our guidance for session chairs
- Our guidance on accessibility
- More information about how we run the conference
Information about getting to Birmingham, including travel, accommodation, and letters of invitation for visas, can be found in our guide to planning your attendance.
For all other questions, email ac2025@rgs.org to contact the organisers.
The conference venue
This year the conference will be hosted by the University of Birmingham. Sessions will take place in the Teaching and Learning Building, the Arts Building, the Aston Webb Building, the Alan Walters Building, and the Muirhead Tower, as well as offsite.
Read our guide to finding buildings and rooms
Our colleagues at the University of Birmingham have created a helpful guide to Birmingham, including information about accommodation for the conference, free bus travel within Birmingham during conference week, campus attractions such as the Lapworth Museum of Geology and Winterbourne Gardens, and much much more.
Conference delegates get free entry to Winterbourne House and Gardens.
Many thanks to the Birmingham Conferences and Events team for putting this together!
Download and use the conference app
A mobile guide is now available for all delegates to download through the Ex Ordo app, allowing you to take the conference programme with you on the move and curate your own personalised schedule. Please note that online only sessions do not appear in the mobile guide.
Download the mobile guide now in readiness for the conference, using the links below.
Accessing the mobile guide
To download this guide on your phone, you will need to do the following:
- Download the Ex Ordo app on your phone from either the App Store (iOS) or the Google Play Store (Android) The installation process will take a few minutes.
- Once the app is installed, click the Ex Ordo icon that now appears on your phone screen. You can choose to create an account or log in if you have an existing account.
- Because this guide requires a passphrase, you will need to navigate to the Find Guides tab and click on the Have a Passphrase button. Please enter the passphrase which is: creativegeographies
If you would like to receive notifications from the conference organisers and interact with other users of the guide you will have to log in. Here is an article that explains the process - Check in and Connect
NOTE: You have to create a new account for logging into the guide. Your Ex Ordo credentials won't be recognised in the mobile app when you try to log in.
Navigating the mobile guide
The mobile guide includes several sections:
- My schedule: view your saved sessions.
- Map - view a campus map with locations tagged. We also recommend that you download the UoB campus app separately.
- Connect - allows you to connect with other attendees (log in required).
- Sessions, Presentations, and Presenters: explore the conference programme via these three tabs. Both sessions and presentations are listed by date and time, and then in alphabetical order. Click into each session to read the session description and details of any papers or contributions included. Venue information is also listed. Tapping the plus (+) sign next to the session title will add this session or presentation to your personalised schedule. Presenters are listed alphabetically.
- Exhibitors: find out about our exhibitors at the conference.
- Notifications: a list of all notifications sent by the conference organisers.
- Notes: allows you to take notes about particular sessions or presentations.
Arriving at the conference
When you arrive at the conference, please come to the Registration Desk and Helpdesk to collect your name badge, lanyard, and lunch tickets. You will require this to access all conference sessions and to get tea/coffee and lunch.
The Registration Desk and conference Helpdesk are located in the Teaching and Learning Building.
The Registration Desk will be open:
- 12.00pm-8.00pm on Tuesday 26 August
- 8.00pm-8.00pm on Wednesday 27 August
- 8.00pm-8.00pm on Thursday 28 August
- 8.00pm-3.00pm on Friday 29 August
Conference organisers, recognisable by their green lanyards, and geography ambassadors, recognisable by their red lanyards, are able to help at anytime. Please do not hesitate to ask for their assistance.
Getting help at the conference
Conference organisers will be based at the two Helpdesks throughout the day. To seek assistance, please report to a Helpdesk.
The Helpdesks are located:
- At the Registration desk in the Teaching and Learning Building
- In the Green Heart Marquee
Conference staff, recognisable by their green lanyards, will be based across the conference site. Please free to approach an organiser at any time.
Geography ambassadors, recognisable by their distinctive 'globe' t-shirts and their red lanyards, will be situated throughout the conference site each morning to help direct you and answer your questions.
If you need help before the conference, seek help by contacting the conference organisers via email ac2025@rgs.org
Email ac2025@rgs.org to get in touch with the AC2025 organising team.
Reporting problems
To report a problem during the conference, please speak an organiser at a Helpdesk.
If you experience or observe behaviour(s) that contravene(s) the code of conduct during the conference, please ask an organiser (wearing green lanyards) to speak with Catherine Souch or another senior Society member at the Helpdesk. You can contact the Helpdesk digitally to report problems by calling or texting +44 (0)20 7591 3022 or emailing harassment@rgs.org
WiFi at the conference
If your institution grants you Eduroam access, you can use this to connect to the Wi-Fi from anywhere on the University of Birmingham campus. We strongly recommend you set this up before you arrive. Alternatively, use the guest network 'UoB guest wifi' and login by following the on-screen instructions.
If you do not have access, please let us know at the Helpdesk and we will help you get set up.
Catering at the conference
Tea and coffee
Tea and coffee will be available for registered delegates during the morning and afternoon breaks, and served at the Green Heart Marquee.
Water
As part of our approach to delivering a more sustainable conference, we are again not providing single-use bottled water. Water will be available at the tea and coffee serving points and at lunchtime.
We encourage all delegates to bring and use refillable water bottles. Use the University of Birmingham campus app to find nearby water fountains.
Lunch
Lunch is included in the in-person delegate fee. This will be served in the Green Heart Marquee from 12.30pm-2.00pm. Lunch is a grab-and-go lunchbox, which you exchange for one of the lunch tickets in your delegate badge.
To help cut down on food waste (by limiting the number of uncollected special diet boxes), all lunch menu options will be vegan. If you have indicated additional dietary requirements during conference registration, the catering team will let you know which option is suitable each day, or where you can collect your named special diet lunch box.
Receptions and socials
Unless specifically marked 'invitation only', delegates are invited to join any advertised drinks receptions. We will ensure that non-alcoholic options are available at all receptions and encourage delegates to be responsible with their alcohol consumption. Read our list of planned receptions.
Recycling
We are committed to reducing the resources used at the conference by sourcing supplies and food locally where possible, using recycled and recyclable materials, and reducing, reusing and recycling conference materials to every extent possible. We urge all delegates to recycle discarded materials. Please do not contaminate the recycling by mixing food with recyclable materials!
At the end of the conference, please drop off your lanyard at Registration: we will wash them and use them again!
Joining online-only sessions at the in-person conference
This section provides guidance on joining online-only session as an in-person delegate.
Accessing online sessions
To join an online session, find the session you are intending to join in the online programme, then click 'view stage' under 'ways to watch' (the box to the right of the session description). You will be taken to the online 'stage' and, from there, given the option to 'click to join' the livestream.
Quiet spaces for online participation
There are many quiet spaces available across the University of Birmingham campus. If you are struggling to find somewhere suitable, please come to a Helpdesk for advice.
- We will have headsets available to borrow from the conference Helpdesk, though we also encourage delegates to bring their own. Delegates must use headsets/headphones for joining sessions, to avoid disrupting other delegates.
- Space will be allocated on first come, first served basis, with no need to pre-book.
- If there are no spaces available and you urgently need to join a session as chair or presenter, please come and see us at the conference Helpdesk (if possible at least 20 minutes ahead of the session start time)
Certificates of attendance
Certificates of attendance can be provided by the conference organisers upon request. These will be provided in digital copy after the conference.
Request your certificate of attendance
If you require a printed original, please request this no later than Friday 15 August by emailing the conference team at ac2025@rgs.org
Quiet spaces at conference
During the conference, please ask at the conference Helpdesk if you would like a private space for prayer, for breastfeeding/baby changing, or for other reasons.
The Helpdesks are located:
- In the Teaching and Learning Building, near Registration
- In the Green Heart Marquee
Contact us at ac2025@rgs.org if you have questions about accessing quiet spaces before the conference begins.
Health and safety at the conference
Only registered attendees will be allowed into the session rooms and social spaces at the conference. The Society retains the right to refuse entry and/or to ask anyone to leave. We ask that you wear your lanyard and name badge at all times.
In case of a medical incident, please contact a helpdesk, in either the Teaching and Learning Building or Green Heart Marquee. Members of the Society and University of Birmingham teams are First Aid trained. In the case of an emergency please contact the emergency services by calling 999.
Please be aware of emergency fire exits and should alarms sounds, follow the evacuation policy.
The current threat level in the UK is Substantial meaning a terrorist attack is likely. Please remain vigilant and report any unattended or suspicious items to University of Birmingham, Society staff or the conference organisers.
Flu or COVID-19
You should not come to the conference if you have been asked to self-isolate or if you, or someone you live with, has symptoms. We will not admit attendees if they present with symptoms. We encourage all delegates to test themselves before coming to the conference.
We ask all attendees to respect those who choose to wear masks. We will have additional masks at the conference helpdesk for those who wish to wear one.
Programme
Read our information about the conference programme, including programme start and end times.
How to find buildings and rooms
Navigate the conference venue with our handy step-by-step guides.
Making the most of the online platform
Find out how to navigate the online platform and upload content.
Presenting at the conference
Find out more about presenting at the conference.
Guidance for session Chairs
Find out more about chairing a session at the conference.
Guide for newcomers
Advice and support for those new to the conference.
How we run the conference
Read our information about how we run the conference.
Code of conduct
The Society's annual conference code of conduct applies to all delegates and participants.